How to Write a Paternity Leave Application? 15 Sample Formats (2025)

Paternity leave is a vital benefit for new fathers, allowing them to support their families during a crucial period. In India, government employees are entitled to 15 days of paternity leave as per the Central Civil Services (Leave) Rules (1972), while private sector employees are governed by their company’s internal leave policies.

A paternity leave application is a formal request submitted by an employee seeking time off to care for their newborn or support their partner during and after childbirth. It usually includes the reason for the leave, the proposed dates, and details of the work handover to ensure smooth workflow in their absence.

This comprehensive guide will outline the process for applying for paternity leave, provide sample applications, and offer helpful tips for ensuring a smooth leave period. We will begin by understanding what a Paternity Leave Application is, followed by a detailed explanation of how to apply for paternity leave with an effective and well-written application.

What is a Paternity Leave Application?

A Paternity Leave Application is a formal request submitted by an employee to their employer, seeking time off to care for a newborn or adopted child. This leave allows fathers to support their family during the critical early days following the child’s arrival.

The application typically includes the employee’s details, the anticipated dates of leave, and the reason for the request. This enables the employer to plan for the employee’s absence and make appropriate arrangements for work coverage.

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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:

1. 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.
2. 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.
3. 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.
4. 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.
5. 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.

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 applying. 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 paternity leave format, you can easily write a professional and respectful application for paternity leave.

Some Paternity Leave Application Format Samples

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 the 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 Rules and Rights 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 Work Life Balance India.“

Benefits of Paternity Leave for Men

Paternity leave is more than just leave-it is about creating relationships, strengthening family, and supporting equality.

1. Strengthening Father-Child Relationship: Having time off allows fathers opportunities to be present, build habits, and begin a strong relationship with their newborns.
2. Supporting Partners: A father being present allows for good partnership between mother and father, and provides a physical and emotional break to a mother who may still be healing, while still encouraging teamwork to support parenting during the fourth trimester.
3. Coordinating work and family: Taking paternity leave allows a man to balance new work obligations and personal obligations in order to have a seamless transition into fatherhood.
4. Changing the narrative: For men to take paternity leave, is to challenge the notion that caring for children is a singular woman’s responsibility. Taking leave allows opportunities for shared child care, and to break down stereotypes.
5. Positive business outcomes: Employers who allow and support parental leave will have employees who are more satisfied in their work, loyal to their employer, and build a family-friendly workplace culture.
6. Building a progressive culture: When fathers are encouraged to take leave it “+normalizes” shared responsibility for child care, while recognizing the importance of spending time with family.

Does Indian Law Mandate Paternity Leave?

No, paternity leave is not compulsory in India.
The 15-day policy in the initial leave also does not extend to gross private corporate employees. Public firms are compelled to provide the 15-day paternity leave, but private firms can still choose to provide it or not.

While there is no national law mandating paternity leave, a lot of private organizations are increasingly voluntarily providing paternity leave to support their employees and work-life balance.

Paternity Leave Policy in India for Public Sector Employees

In India, paternity leave policies for public sector employees are regulated separately under the federal and state levels.

Paternity Leave Policy for Central Government Employees

As per the Central Civil Services (Leave) Rule 551(A), 1972, male central government employees with not more than two surviving children are eligible for 15 days of paternity leave. The leave can be taken either 15 days before, or up to six months, after the date of birth.

State Public Sector Employees

Paternity leave varies from state to state. For example:

• Tamil Nadu has a method of paternity leave similar to that of the central government.
• Kerala has 10 days of paternity leave and it must be taken within three months of a child being born.

Eligibility For Public Sector Employees

For public sector employees their eligibility for paternity leave is as follows:

• Be a male employee with less than two surviving children.
• Have a child being delivered or be adopting a child.
• Be a public sector employee for either the State or Central Governments.
• (For central government employees) Have completed at least 80 days of service in the previous year.

Duration of Paternity Leave for Public Sector Employees

Paternity leave for male public sector employees working in India differs between those working for the central and state governments:

• Central Government Employees: 15 days of paternity leave.
• State Government Employees: 10 to 15 days of paternity leave depending on which provincial government you work for.

Paternity Leave Rules in India for Private Sector Employees

At present, India does not have a national law that makes paternity leave mandatory for private companies. This means the decision to offer paternity leave lies with individual organizations, and policies can differ widely.

Key Point

If you are employed in the private sector, always check with your HR department to know your company’s specific paternity leave policy.

Eligibility for Private Sector Employees

Since there is no uniform law, eligibility depends on company policy. Common requirements may include:

• Being a male employee.
• Completing a minimum service period with the organization.
• Meeting additional conditions as outlined in company guidelines.

Duration for Private Sector Employees

The duration of paternity leave in private companies varies by employer.

• Some companies align with the government policy of 15 days.
• Others may provide shorter or longer leave periods depending on internal rules.

Other Rules for Private Sector Paternity Leave

• Application Process: Employees must submit a leave request through HR or their reporting manager, following company procedures.
• Separate from Other Leaves: Paternity leave is distinct and not deducted from annual or sick leave.
• Paid vs. Unpaid Leave:
  • Government employees receive paid leave with full salary.
  • Private sector employees may receive paid or unpaid leave, depending on the company’s policy.

Additional Provisions

• Protection from Denial: If an employee fulfills the eligibility criteria and follows the application process, the employer cannot deny paternity leave.
• Adoption: Fathers adopting a child below the age of one are also entitled to paternity leave.
• Inclusive Policies: Though still uncommon, some progressive organizations extend paternity leave benefits to employees irrespective of gender identity or sexual orientation, promoting equality and inclusivity.

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 your requested leave’s start and end dates.
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 personal, 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.

Conclusion

When writing a paternity leave application, you’re not just completing an administrative task but also honoring a special event in your life and your family’s life. In a well-formatted application, you communicate your need for leave, commitment to work obligations, and desire to support your growing family.

By using the recommended format, following the example, and using the suggested tips, you will be comfortable applying for leave while reflecting your professionalism and excitement about the new journey of life ahead.

As you write your paternity leave application, don’t just think about the fact that you are requesting time away from work. Instead, think about the meaningful role you are filling as a family member and contributing to an organizational culture of support and work-life balance.

Read more:

• How to Write a Half-Day Leave Application for Office
• Tips for Writing a Leave Extension Letter
• How to Write a Sick Leave Application for Office?
• How to Apply for a Maternity Leave

Frequently Asked Questions (FAQs)