Paternity Leave Application: Format & Powerful Samples (2025 Guide)

Paternity leave application is an essential benefit for new fathers, allowing them to support their growing families during a crucial time. In India, government employees are entitled to 15 days of paternity leave under the Central Civil Services (Leave) Rules (1972). However, private sector employees are subject to their company’s internal leave policies.

This comprehensive guide will walk you through the process of application for paternity leave, provide application samples, and offer tips for a successful leave period.

Let us start by understanding, What is a Paternity Leave Application? & then how to apply for paternity leave with a good paternity leave application.

What is a Paternity Leave Application?

A Paternity Leave Application is a written request that a father makes to his employer to take time off work to care for his newborn baby or adopted child. This leave allows fathers to spend time with their family during the early days after the child’s arrival.

The application usually includes the father’s details, the expected dates for the leave, and the reason for the leave. This helps the employer plan for the father’s absence and arrange any needed work coverage.

How to Write a Paternity Leave Application?

Writing a paternity leave application is simple if you follow a clear format. The application should explain why you need leave and for how long. Here’s a step-by-step guide to writing it:

Step 1: Start with the Sender’s Details

Begin the application by writing your details, like your name, designation (job title), and contact information. Place this in the top left corner.

For example:

Your Name: Ramesh Sharma
Designation: Software Engineer
Department: IT
Contact: 9876543210

Step 2: Include the Date

Write the date you are submitting the application. Place it below your details.

For example:

Date: 20th November 2024

Step 3: Add the Recipient’s Details

Below the date, write the name and position of the person to whom the application is addressed, such as your manager or HR head.

For example:

To,
The Manager
XYZ Company
Location: Mumbai

Step 4: Write the Subject

Keep the subject short and clear.

For example:

Subject: Application for Paternity Leave

Step 5: Salutation

Start the letter with a respectful greeting.

For example:

Respected Sir/Madam,

Step 6: Body of the Application

The body of your application should be short, polite, and to the point. Here’s what you should include:

• Reason: Mention that you need paternity leave because your partner is about to have a baby or has recently had a baby.
• Duration: State the number of days you will be away and the start and end dates of your leave.
• Gratitude: Thank your manager or HR for their support and understanding.

Example Body:

I am writing to formally request paternity leave as my partner is expecting our first child. I kindly request leave for 10 days from 1st December 2024 to 10th December 2024 to support my family during this important time.

I assure you that I will complete all pending tasks before my leave and will be available on call for any urgent matters.

Thank you for your kind consideration.

Step 7: Closing

End your application politely with a proper closing line.

For example:

Yours sincerely,
Ramesh Sharma

Step 8: Review and Submit

Before submitting, double-check the application for any errors. Submit it via email or hand it over to the HR department or your manager.

By following this format, you can easily write a professional and respectful application for paternity leave.

Paternity Leave Application Format

Here’s a general format of leave application for a paternity leave:

Paternity Leave Application Samples

Here are a few samples to help you draft your paternity leave application:

Sample 1: Paternity Leave Application Before Delivery

Here’s the paternity leave application for wife delivery before:

Subject: Paternity Leave Application- Vikram Sarabhai

Dear Rupali,

I hope you’re doing well. I am writing to you to request a 15-day paternity leave. My wife is in her last month of pregnancy and is expected to deliver our child soon. Her due date is set for 19th March 2024. I am requesting 15 days off starting from 19th March to 2nd April 2024.

I need to be at home to look after my wife before the delivery. Given some complications in the pregnancy, she has to be on bed rest until the delivery. She will also need help managing our newborn during her recovery period. As our parents are elderly, they cannot fly over to help us.

I have completed all the urgent tasks assigned to me. I have briefed Ms. Ratna Kumar and Mr. Rajesh Kulkarni from my team on my responsibilities. The team has my contact details in case of any emergency. I will be available via email and phone.

It would be greatly appreciated if you could cooperate with me in this matter.

Thank you for understanding.

Regards,

Vikram Sarabhai
Emp ID – 9999
Marketing Executive
Email: VikSarabhai@mail.com
Mobile: (+91) 787 787 7878

Sample 2: Paternity Leave Application After Delivery

Here’s the paternity leave application for wife delivery after:

Subject: Request for Paternity Leave- Ravi Verma

Dear Sahil,

How are you doing? My wife gave birth to a beautiful baby girl on 19th March 2024. So, I need to be at home to help my wife during her recovery. Taking time off will also allow me to spend time with my newborn daughter. I request you grant me leave between 19th March to 2nd April 2024.

As of now, I have finished all essential tasks and handover requirements. In Addition, I will ensure that my absence does not impede the progress of projects under my supervision. My colleagues are well aware of what to do during my absence.

In an emergency, they have also been informed to reach out to me at raverma@mail.com. I will also be available by phone at (+91) 343 343 3434. If required, I will be available to provide support part-time or online. I would appreciate it if you could accept my request for leave.

Thank you in advance for your cooperation.

Regards,

Ravi Verma
Account Manager
Email: raverma@mail.com
Mobile: (+91) 343 343 3434

Sample 3: Emergency Paternity Leave Application

Subject: Paternity Leave Request

Dear Chandan,

I hope you are doing well. My wife and I were blessed with a beautiful baby girl on 19th March 2024. By company policies, I would like to utilize my paid paternity leave. Please schedule my leave between 19th March to 2nd April 2024. Depending on my family’s needs, I may need to extend my time off.

My apologies for the short notice. While I had notified my manager of my impending leave in advance, my original planned dates need to be rescheduled. This is because the baby arrived earlier than expected. She is also likely to spend time in the NICU due to her sudden arrival. I have attached documents of admission with the email for your reference.

I am currently handing over my responsibilities to Ms Shruti Malhotra. My team will be able to reach me via email at armnkh@mail.com. In case of emergencies, my team can also contact me at (+91) 121 121 1212.

I appreciate your understanding and cooperation.

Regards,

Armaan Khan
Email: armnkh@mail.com
Mobile: (+91) 121 121 1212

Sample 4: Paternity Leave Application for Govt Employees

Here’s the paternity leave application for govt employees:

To

Abhishek Singh
Senior Manager
XYZ Company

Subject: Application for Paternity Leave

Dear [Designation of Approving Authority],

I, [Your Name], employed as [Your Designation] in the [Department/Office], with Employee ID [Employee ID], hereby respectfully request for paternity leave as per the government’s paternity leave policy.

My wife, [Wife’s Name], is expected to deliver our child on [Expected Date of Delivery]. In order to provide necessary support and care to my wife during this crucial period, I request for paternity leave from [Start Date] to [End Date], amounting to [Number of Days] days.

I have ensured that my work responsibilities are handed over to [Name of Colleague] during my absence. I will be available on my mobile number [Phone Number] for any urgent matters.

Necessary documents related to the expected delivery date will be submitted as required.

I request you to kindly grant me the paternity leave as per the rules.

Thank you for your consideration.

Sincerely,
[Your Name]
[Your Designation]

Sample 5: Paternity Leave Application for Office

The format for a paternity leave application for a private office is similar to the government one, with slight modifications:

Subject: Application for Paternity Leave

Dear [Designation of Approving Authority],

I, [Your Name], employed as [Your Designation] in the [Department/Office], hereby respectfully request for paternity leave from [Start Date] to [End Date], amounting to [Number of Days] days.

My wife, [Wife’s Name], is expected to deliver our child on [Expected Date of Delivery].

I have ensured that my work responsibilities are handed over to [Name of Colleague] during my absence. I will be available on my mobile number [Phone Number] for any urgent matters.

I request you to kindly grant me the paternity leave as per the company’s policy.

Thank you for your consideration.

Sincerely,
[Your Name]
[Your Designation]

Sample 6: Paternity Leave Application for Teachers

For teachers, the application might include additional details about class arrangements:

Subject: Application for Paternity Leave

Dear [Principal/Headmaster],

I, [Your Name], employed as a [Subject Teacher] in the [School Name], hereby respectfully request for paternity leave from [Start Date] to [End Date], amounting to [Number of Days] days.

My wife, [Wife’s Name], is expected to deliver our child on [Expected Date of Delivery].

I have made necessary arrangements for my classes during my absence by informing [Colleagues’ Names] to take over my classes.

I request you to kindly grant me the paternity leave as per the school’s policy.

Thank you for your consideration.

Sincerely,
[Your Name]
[Subject Teacher]

Sample 7: Paternity Leave Application to Principal

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Date]

To,
The Principal,
[School Name],
[School Address],
[City, State, ZIP Code]

Subject: Application for Paternity Leave

Dear [Principal’s Name], I am writing to formally request paternity leave from [Start Date] to [End Date] due to the birth of my child. My wife has recently given birth, and I wish to take this time to support her and bond with our newborn.

I assure you that all my responsibilities will be taken care of during my absence. I will also ensure that I am available for any urgent work-related matters through phone or email.

Thank you for understanding and granting me this leave. I look forward to your positive response.Yours sincerely,

[Your Full Name]
[Your Position]
[Contact Number]

Paternity Leave Legal Rights and Regulations in India

In India, paternity leave rules and regulations differ between the public and private sectors:

Sector	Paternity Leave Entitlement
Government	15 days (as per Central Civil Services Leave Rules, 1972)
Private	Varies by company policy (typically 1-15 days)

According to a 2023 survey by UNICEF, approximately 65% of large private enterprises in India now offer at least two weeks of paternity leave. However, it’s important to note that there is currently no universal paternity leave policy mandated by law for the private sector in India.

Expert Quote:

“While we’ve seen progress in private sector paternity leave policies, there’s still a need for standardized regulations to ensure all new fathers have the opportunity to support their families during this crucial time,” says Priya Sharma, Senior HR Consultant at WorkLife Balance India.

How to Apply for Paternity Leave

Did you know that a universal paternity leave policy does not exist in India? Government policies entitle a government employee to fifteen days of paternity leave. Private employees, however, are subject to their company’s internal leave policy.

Here are the steps to follow if you want to apply for paternity leave:

• Learn about your company’s paternity leave policy. Understand how much leave you are entitled to and the eligibility requirements. You can usually find this information in your employee handbook or by asking your HR department.
• Start planning early. Paternity leave is a great opportunity to bond with your new child, but ensuring that your work is covered in your absence is important. Start planning early so that you can delegate tasks and make arrangements for someone to cover your work while you’re gone.
• Write a formal paternity leave request. This should include your leave dates and a brief explanation of why you are requesting leave. Be sure to keep a copy of your request for your records.
• Meet with your manager to discuss your request. This is your chance to answer any questions your manager may have and to get their approval for your leave.
• Submit your paternity leave request to HR. HR will process your request and let you know if it has been approved.

So, before you submit your application for paternity leave in India, check with your company’s HR Department. Once you have confirmed your company’s paternity leave policy, draft a mail to your supervisor.

Also Refer :- How to Apply for a Maternity Leave.

Tips for Writing an Effective Paternity Leave Application

While drafting your paternity leave request, there are certain points you need to keep in mind. 

1. Give advance notice: Inform your manager about your intention to take paternity leave as early as possible.
2. Be clear about dates: Clearly state the start and end dates of your requested leave.
3. Provide a handover plan: Outline how your work will be managed during your absence.
4. Offer flexibility: If possible, mention your availability for urgent matters or part-time work if needed.
5. Keep it professional: While it’s a personal matter, maintain a professional tone in your application.
6. Follow up: Ensure you receive written approval for your leave request.
7. Stay prepared: Have a plan in case you need to start your leave earlier than expected.

Related Read :- Perfect Application for Leave: Tips and Formats.

Importance of Paternity Leave

Paternity leave plays a crucial role in modern families and workplaces:

• Family bonding: It allows fathers to bond with their newborns and support their partners during a critical time.
• Shared responsibility: It promotes the idea that childcare is a shared responsibility between parents.
• Work-life balance: It helps employees manage their work and family commitments more effectively.
• Employee retention: Companies that offer paternity leave often see improved employee loyalty and retention.
• Gender equality: It contributes to reducing gender disparities in both the workplace and at home.

Expert Quote:

Evaluate numerous career choices to choose the right career path for yourself. Dive into our Guide on Career Advice.

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Frequently Asked Questions