Paternity Leave Application: 12+ Samples & Format
Paternity Leave Application: Format, Samples & Ready-to-Use Templates
A paternity leave application is a formal request submitted by a father to his employer to take time off from work around the birth or adoption of a child. Below you'll find 12+ ready-to-use samples, the correct format, and India-specific rules to help you apply with confidence.
💡 Key Takeaway
- A paternity leave application should include your leave dates, reason (birth/adoption), and a work handover plan.
- Indian central government employees get 15 days of paid paternity leave under CCS Leave Rules, Rule 551(A).
- Private sector paternity leave in India is not legally mandated — only about 18% of companies offer it voluntarily.
- Submit your application 2–4 weeks before the expected due date for smooth processing.
- This guide includes 12+ copy-paste samples for office, government, teacher, emergency, and adoption scenarios.
📑 Table of Contents
- What Is a Paternity Leave Application?
- How to Write a Paternity Leave Application (Step-by-Step)
- Paternity Leave Rules — India & Global Overview
- Paternity Leave Application Emails for Office
- Formal Paternity Leave Letters (Print/HR)
- Paternity Leave Application for Government Employees
- Paternity Leave Application for Teacher to Principal
- Emergency Paternity Leave Application Samples
- Paternity Leave Application for Adoption
- Paternity Leave Application After Delivery
- Common Mistakes to Avoid
- Reusable Handover Lines
- Documents Required for Paternity Leave
- FAQs on Paternity Leave Applications
What Is a Paternity Leave Application?
A paternity leave application is a formal written request from a male employee to his employer, seeking time off around the birth or adoption of a child. It is submitted to the HR department, reporting manager, or school administrator — either as a printed letter or a professional email.
The application helps the organization process your leave, update payroll records, and arrange task coverage during your absence. A well-drafted paternity leave application typically includes:
- A clear subject line stating the purpose
- Your proposed start and end dates of leave
- The reason — birth of a child, expected delivery, or adoption
- A brief work handover plan naming the colleague covering your tasks
- Any supporting documents (medical certificate, expected delivery date)
Paternity leave applications are used across sectors — from private companies and startups to government departments, schools, and public-sector institutions. The format varies slightly depending on your workplace, but the core elements remain the same.
How to Write a Paternity Leave Application (Step-by-Step)
Writing a paternity leave application takes about 10–15 minutes if you follow a clear structure. The key is to be concise, professional, and include all essential details so your manager and HR can approve it without follow-up questions.
📋 5 Steps to Write Your Application
- Check your company's policy first — Review your employee handbook or HR portal for leave entitlement, notice period, and required documents. Government employees should refer to CCS Leave Rules.
- Write a clear subject line — Use direct phrasing such as "Paternity Leave Application — [Your Name]" or "Request for Paternity Leave from [Start Date] to [End Date]."
- State the reason and leave dates — Mention the expected delivery or adoption date, your proposed leave start and end dates, and total days requested.
- Include a work handover plan — Name the colleague covering your responsibilities. Mention any handover documentation or briefing you've completed.
- Express gratitude and send — Thank your manager, attach any required documents, and submit at least 2–4 weeks before the expected date.
✅ Pro Tip: Always send your paternity leave application via email with a read receipt so you have a timestamped record. If your organization requires a printed letter, submit the hard copy and send an email copy for your records.
Paternity Leave Rules — India & Global Quick Reference
Before writing your application, understand what leave you're entitled to based on your employer type and local laws. Paternity leave policies vary significantly — Indian government employees enjoy a clear statutory framework, while private sector fathers face an inconsistent landscape.
| Category | Leave Duration | Paid/Unpaid | Key Conditions |
|---|---|---|---|
| India — Central Govt | 15 days | Paid | Under CCS Leave Rules, Rule 551(A); up to 2 children; within 6 months of birth/adoption; 80 days minimum service required |
| India — State Govt | 10–15 days (varies) | Paid | Kerala: 10 days; Tamil Nadu: 15 days; check state-specific rules |
| India — Private Sector | 0–15 days | Varies | No legal mandate; only ~18% of companies offer it; check HR policy |
| United States | Up to 12 weeks (FMLA) | Unpaid | Requires 12 months employment + 1,250 hours; employer must have 50+ employees |
| United Kingdom | 1–2 weeks | Paid (statutory rate) | Statutory Paternity Pay; from April 2026, qualifying period removed under Employment Rights Act 2025 |
| Canada | Up to 5 weeks (standard) or 8 weeks (extended) | Paid (EI benefits) | Under Employment Insurance Act; parental benefits shared between parents |
📌 Key Term — CCS Leave Rules, Rule 551(A): This provision under the Central Civil Services (Leave) Rules grants male central government employees 15 days of paid paternity leave. The leave must be availed within 6 months of the child's birth or adoption and is limited to employees with fewer than two surviving children.
⚠️ Important: The Paternity Benefit Bill (first introduced in 2017 and revived in subsequent parliamentary sessions) proposes mandatory 15-day paid paternity leave for all sectors in India — including private companies. As of February 2026, this bill has not yet been passed into law. Private sector employees must rely entirely on their company's discretionary policy.
Paternity Leave Application Emails for Office
For most working professionals, a paternity leave application email is the quickest and most accepted way to request time off. Email gives you a timestamped record, allows easy forwarding to HR, and keeps everything documented. Below are three ready-to-use samples for different office situations.
Sample 1 — Standard Paternity Leave Email (Office)
Subject: Paternity Leave Application — [Your Name]
Dear [Manager's Name],
I hope you are doing well. I am writing to formally submit my paternity leave application in anticipation of the birth of my child. As per company policy, I would like to request paternity leave from [start date] to [end date].
To ensure continuity of work, I will complete all critical deliverables before my leave begins and hand over responsibilities to [Colleague's Name]. I will also share a detailed handover note and remain reachable for any urgent matters, if required.
Please let me know if any additional documentation or formal approval is needed. I appreciate your understanding and support during this important time.
Kind regards,
[Your Name]
[Employee ID]
[Department]
Sample 2 — Short Paternity Leave Request Email
Subject: Paternity Leave Request
Hi [Manager's Name],
I'd like to request paternity leave from [start date] to [end date] following the birth of my child. I'll ensure all tasks are wrapped up and handed over in advance.
Please let me know if this works or if you need further details.
Thanks,
[Your Name]
Sample 3 — Paternity Leave Email (Uncertain Due Date)
Subject: Paternity Leave — Tentative Dates
Dear [Manager's Name],
I am writing to inform you that my partner's expected delivery date is around [approximate date/week]. Based on this, I would like to tentatively plan my paternity leave for [number of days], starting approximately from [estimated date].
As the exact dates may shift, I will keep you updated and confirm the final leave period as soon as possible. I will ensure all responsibilities are managed smoothly and that the team is briefed before my leave.
Thank you for your understanding.
Best regards,
[Your Name]
Looking for more leave formats? Check out our complete collection of leave application formats for office.
Formal Paternity Leave Letters (Print / HR Submission)
Some organizations — especially government offices, schools, and large corporations — still require a printed, signed paternity leave letter for official records. These follow a traditional format with a formal salutation, subject line, and respectful closing.
Sample 4 — Paternity Leave Letter to HR/Manager (Formal)
Subject: Application for Paternity Leave
Date: [Date]
To,
[Manager / HR Name]
[Designation]
[Company Name]
Respected Sir/Madam,
I respectfully submit this application to request paternity leave for [number of days], from [start date] to [end date], in view of the expected birth of my child.
I assure you that all my official responsibilities will be managed appropriately during my absence. Necessary arrangements have been made for task delegation, and a detailed handover note has been shared with [Colleague's Name].
Please grant approval in accordance with company policy. I am happy to provide any supporting documents required.
Yours sincerely,
[Your Name]
[Employee ID]
[Department]
Sample 5 — Paternity Leave Letter to Employer (India Format)
Date: [Date]
To,
[HR Manager / Reporting Authority]
[Organization Name]
[Address]
Subject: Application for Paternity Leave
Respected Sir/Madam,
I, [Your Name], [Designation], Employee ID [ID Number], wish to apply for paternity leave for 15 days as my wife's expected date of delivery is [date]. I intend to avail the leave from [start date] to [end date], within the permissible period as per organizational policy.
I will submit the birth certificate and marriage certificate as required once available. Please approve the same.
Yours sincerely,
[Your Name]
[Employee ID]
[Department]
[Contact Number]
Need a different format? Browse our guide on how to write a leave application for any scenario.
Paternity Leave Application for Government Employees
Government employees in India follow a more formal application process governed by the Central Civil Services (Leave) Rules. Under Rule 551(A), male central government employees with fewer than two surviving children are entitled to 15 days of paid paternity leave, availed within 6 months of the child's birth or adoption. State government rules may vary — Kerala offers 10 days while Tamil Nadu follows central norms.
Sample 6 — Paternity Leave Application for Central Government Employee
To,
[Controlling Officer / Head of Department]
[Department / Office Name]
[Ministry / Organization]
Subject: Application for Grant of Paternity Leave under CCS (Leave) Rules
Respected Sir/Madam,
I, [Name], [Designation], Employee ID [ID], posted at [Office/Location], respectfully request grant of paternity leave for 15 days from [start date] to [end date], as admissible under Rule 551(A) of the Central Civil Services (Leave) Rules.
My wife's expected date of delivery is [date]. This will be my [first/second] child. I have completed the required minimum of 80 days of service in the preceding 12 months.
I will submit the child's birth certificate upon joining duty. Necessary work arrangements have been communicated to [Colleague/Supervisor's Name].
I request your kind approval of the same.
Yours faithfully,
[Your Name]
[Designation]
[Employee ID]
[Office Address]
[Contact Number]
Sample 7 — Paternity Leave Application for State Government Employee
To,
[Head of Office / Controlling Authority]
[Department Name]
[State Government]
Subject: Application for Paternity Leave
Respected Sir/Madam,
I, [Your Name], working as [Designation] in [Department], respectfully apply for paternity leave for [10/15 days] from [start date] to [end date], as per the [State Name] Government Service Rules.
My wife is expected to deliver on [date], and I request leave to support my family during this period. All pending official work has been completed or delegated appropriately.
Kindly approve the same.
Yours obediently,
[Your Name]
[Employee Code]
[Department]
Paternity Leave Application for Teacher to Principal
Teachers applying for paternity leave address their application to the Principal or Headmaster. The application should mention the subject and class you teach, your lesson plans for the absence period, and any coordination with the department head. Schools under government-aided institutions may follow UGC or state education department guidelines.
Sample 8 — Teacher Paternity Leave Application to Principal
Date: [Date]
To,
The Principal
[School Name]
[Address]
Subject: Paternity Leave Application
Respected Sir/Madam,
I am [Your Name], a [Subject] teacher for [Grade/Class] at your esteemed institution. I am writing to formally request paternity leave as my wife is expecting our child around [expected date].
Leave Details:
- Proposed leave start date: [Date]
- Expected return date: [Date]
- Total leave duration: [X days/weeks]
I have prepared comprehensive lesson plans for the entire period of my absence and coordinated with [Subject Coordinator / Department Head] to ensure seamless curriculum continuity.
Arrangements Made:
- Complete syllabus planning documented
- Assessment schedules prepared in advance
- Student progress reports updated
- Substitute teacher briefing materials ready
I am committed to ensuring zero disruption to my students' academic progress.
Respectfully yours,
[Your Name]
[Employee ID]
[Department/Subject]
If you're looking for school-related formats, explore our leave application for school guide.
Emergency Paternity Leave Application Samples
Emergency paternity leave is needed when events move faster than expected — early labour, sudden complications, or unplanned hospital admission. In these situations, you may have little or no time for advance notice. The key is to communicate urgency while remaining professional, even in a short message.
Sample 9 — Emergency Paternity Leave Email (Short Notice)
Subject: Emergency Paternity Leave Request
Dear [Manager's Name],
I hope you understand the urgency of this message. Due to unexpected early labour and medical complications, I need to request emergency paternity leave effective immediately, starting [date].
I sincerely apologize for the short notice. I have shared critical updates with [Colleague's Name] and will ensure a brief handover today. I will keep you informed about my expected return date once the situation stabilizes.
Thank you for your understanding and support.
Kind regards,
[Your Name]
Sample 10 — Emergency Paternity Leave Letter (Formal)
Subject: Application for Emergency Paternity Leave
Date: [Date]
To,
[Manager / HR Name]
[Organization Name]
Respected Sir/Madam,
I respectfully inform you that due to early labour and urgent medical circumstances, I am required to proceed on emergency paternity leave with immediate effect from [date].
I regret my inability to provide prior notice due to the unforeseen nature of the situation. Necessary work arrangements have been initiated, and I will submit supporting documents once circumstances permit.
Please approve the same.
Yours sincerely,
[Your Name]
[Employee ID]
Paternity Leave Application for Adoption
Paternity leave applies equally to adoption scenarios, where fathers need time for legal formalities, bonding, and settling the child into their new home. Many organizations — including the Indian central government — formally recognize adoption under their parental leave policies. A paternity leave application for adoption should mention the adoption timeline, expected joining date, and any court or documentation requirements.
Sample 11 — Paternity Leave Email for Adoption
Subject: Paternity Leave Request — Adoption
Dear [Manager's Name],
I am writing to request paternity leave in connection with the adoption of a child. The adoption process is expected to be completed on [date], following which I would like to take leave from [start date] to [end date].
This period will allow me to complete necessary legal formalities and focus on initial bonding and care. I will ensure all work responsibilities are managed in advance, and handover details are shared with the team.
Please let me know if any documentation is required. I appreciate your support.
Kind regards,
[Your Name]
Sample 12 — Formal Paternity Leave Letter for Adoption
Date: [Date]
To,
[HR Manager / Authority Name]
[Organization Name]
Subject: Application for Paternity Leave — Adoption
Respected Sir/Madam,
I respectfully request a grant of paternity leave for adoption for [number of days], commencing from [start date], following the legal completion of the adoption process.
Relevant adoption documents (court order, adoption certificate) will be submitted for official records. I request approval as per company/government policy.
Yours sincerely,
[Your Name]
[Employee ID]
[Department]
For maternity scenarios, see our detailed maternity leave application guide.
Paternity Leave Application After Delivery
In many cases, fathers apply for paternity leave after the child is born rather than before. This is perfectly acceptable — especially when the delivery was earlier than expected or when you couldn't submit the application in advance. The key is to mention the actual date of birth, attach the birth certificate if available, and clarify your leave dates from the application date onward.
Sample 13 — Paternity Leave Application After Delivery (Email)
Subject: Paternity Leave Application — Post Delivery
Dear [Manager's Name],
I am happy to inform you that my wife delivered a healthy baby on [date of birth]. I would like to formally apply for paternity leave from [start date] to [end date] to support my family during this newborn care period.
I apologize for the post-delivery application — the delivery happened earlier than expected. I have shared all pending tasks with [Colleague's Name] and will submit the birth certificate for records shortly.
Thank you for your understanding and support.
Best regards,
[Your Name]
[Employee ID]
Common Mistakes to Avoid in Paternity Leave Applications
A poorly written application can delay your approval or create confusion with HR. Here are the most common mistakes — and how to avoid them.
- Writing an informal message — Avoid casual texts like "I won't come tomorrow, my wife is delivering." Always write a structured email or letter with dates, reason, and a professional tone.
- Not mentioning specific dates — Vague timelines ("sometime next month") cause delays. Always specify exact start and end dates.
- Skipping the handover plan — Managers approve leave faster when they see you've planned for task coverage. Always name a colleague.
- Sharing excessive personal details — Keep it professional. HR doesn't need a detailed medical history — just the reason and dates.
- Forgetting to check company policy — Applying for 30 days when your company offers 5 days creates friction. Verify entitlement first.
- Not attaching required documents — Some organizations need a medical certificate or expected delivery date proof. Check and attach proactively.
- Submitting too late — Last-minute applications (unless emergency) signal poor planning. Aim for 2–4 weeks in advance.
Reusable Handover & Work-Planning Lines
Including a short handover note in your paternity leave application shows responsibility and helps managers approve leave with confidence. Pick one or two of these lines and customize them for your application:
- "I have briefed [Colleague's Name] about my current projects, and they will handle urgent tasks in my absence."
- "All ongoing assignments are on track. I will ensure a complete handover before my leave begins."
- "To ensure a smooth workflow, I've documented key processes and shared file access with the team."
- "Please feel free to reach me via email in case of critical issues, although I may respond with some delay."
- "A detailed handover note has been sent to [Colleague's Name], and I am available for a briefing call before my leave."
- "I have prepared a task status document with deadlines, priorities, and contact information for all stakeholders."
What Documents Are Required for Paternity Leave?
Documentation requirements vary by employer and sector. Government employees typically face stricter requirements than private sector workers. Here's a quick reference checklist:
| Document | Govt Employees | Private Sector | When to Submit |
|---|---|---|---|
| Medical certificate / Expected delivery date | ✅ Required | May be required | With the application |
| Marriage certificate | ✅ Required | Rarely needed | With the application |
| Child's birth certificate | ✅ Required | ✅ Usually required | After delivery / on rejoining |
| Adoption certificate / Court order | ✅ Required (for adoption) | ✅ Required (for adoption) | With the application |
| Prescribed leave form (CCS format) | ✅ Required | ❌ Not applicable | With the application |
For medical leave scenarios, see our medical leave application formats.
✍️ About the Author
Sandhya B is a professional content writer and freelance communications specialist with over 15 years of experience crafting HR documents, business correspondence, and career-focused content. Her templates and guides have been used by thousands of professionals across India to navigate workplace communications — from leave applications to resignation letters. Sandhya is an active contributor on LinkedIn, where she regularly shares practical writing tips for working professionals.
Reviewed by: Eduyush Editorial Team
FAQs on Paternity Leave Applications
What is a paternity leave application?
A paternity leave application is a formal written request from a father to his employer seeking time off around the birth or adoption of a child. It includes leave dates, the reason for leave, and a brief work handover plan.
How many days of paternity leave do government employees get in India?
Central government employees are entitled to 15 days of paid paternity leave under Rule 551(A) of the CCS Leave Rules. The leave must be availed within 6 months of the child's birth or adoption and is limited to two children.
Is paternity leave mandatory for private companies in India?
No. There is currently no Indian law mandating paternity leave for private sector employees. According to a Taggd HR report, only about 18% of Indian companies voluntarily offer paternity leave, typically ranging from 5 to 15 days.
When should I submit my paternity leave application?
Submit your application at least 2–4 weeks before the expected due date. This gives your manager time to arrange task delegation and ensures smooth HR processing. For emergencies, notify immediately and submit a formal application as soon as possible.
Can I apply for paternity leave after the baby is born?
Yes. Post-delivery paternity leave applications are fully valid. Central government employees can apply up to 6 months after birth or adoption. Private sector timelines depend on your company's policy — submit as early as possible and attach the birth certificate.
Can I combine paternity leave with annual or casual leave?
Yes, many employers allow combining paternity leave with earned leave or casual leave to extend your time off. Mention this clearly in your application and get written approval from HR to avoid complications.
What documents are needed for a paternity leave application?
Common requirements include a medical certificate or expected delivery date, marriage certificate (for government jobs), and the child's birth certificate after delivery. For adoption, a court order or adoption certificate is required. Check your HR policy for specifics.
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How do I write a leave application for personal reasons without disclosing sensitive details?
Keep the application general but professional. Use phrases like:
"I am requesting leave from [start date] to [end date] due to personal reasons. I have made arrangements to manage my responsibilities in my absence."Avoid providing unnecessary details while ensuring professionalism.
How far in advance should I submit a leave application?
For planned leaves, submit your application at least 1-2 weeks in advance. This allows adequate time for approval and task delegation. For emergencies, inform the concerned authority immediately via email, phone, or in person.
How do I address last-minute leave requests due to emergencies?
- Begin with an apology for the short notice.
- Clearly state the emergency and the dates for the leave.
- Offer to handle urgent tasks remotely or delegate them.
Example:
"Due to an unforeseen family emergency, I request leave for [specific dates]. I apologize for the short notice and will ensure essential tasks are managed in my absence."
Can I take a leave of absence for maternity or paternity leave?
Yes, most employers are required to provide maternity and paternity leave to eligible employees. The specific terms of the leave, including the duration and whether it is paid or unpaid, may vary depending on the employer and the individual's situation.
Can I take a leave of absence for military service?
Yes, employees who are called to active military duty are entitled to take a leave of absence for military service. The specific terms of the leave, including the duration and whether it is paid or unpaid, may vary depending on the employer and the individual's situation.
How do I request a leave of absence from work?
To request a leave of absence, you should first check with your employer to see what their policies and procedures are for taking time off. In most cases, you will need to submit a written request for leave to your supervisor or HR department. Be sure to include the reason for your leave, the dates you plan to be out, and any other relevant information.
Can I take a leave of absence for personal reasons?
Yes, in most cases you can take a leave of absence for personal reasons. However, the specific reasons for which you are allowed to take time off will vary depending on your employer's policies and the laws in your state. For example, some employers may allow you to take time off for personal reasons such as to care for a sick family member, while others may only permit leaves for medical reasons.
What happens to my benefits while I am on leave?
Whether your benefits will continue while you are on leave will depend on the specific policies of your employer and the laws in your state. In some cases, your employer may continue to provide benefits such as health insurance and paid time off during your leave, while in other cases, you may need to pay for these benefits yourself or they may be suspended during your leave.
Do I have to pay taxes on my leave pay?
Whether you will have to pay taxes on your leave pay will depend on the specific type of leave you are taking and the laws in your country.
For example, if you are taking a leave under the Family and Medical Leave Act (FMLA) in the US, the pay you receive during your leave may be tax-free.
However, if you are taking a personal leave of absence without pay, you will not receive any pay and therefore will not have to pay taxes on it.
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