Paternity Leave Application: Format, Rules and 8 Samples
Updated
How to write a paternity leave application, with eight samples, the central government rule and tips for private employees.
A paternity leave application is a request from a new or expecting father to his manager or HR for leave around the birth or adoption of a child. State the expected or actual date of delivery, the leave dates you need, the type of leave (paternity leave as per policy, or earned leave if your company has no paternity leave), your handover plan and your return date. Central government employees can get up to 15 days of paternity leave under the leave rules; private-sector paternity leave depends on company policy.
This guide explains the rules, gives the format, a fill-in letter and eight samples.
Key Takeaways
- Apply in advance with the expected delivery date; update HR after the birth.
- Central government: up to 15 days, generally within six months of the birth, for employees with fewer than two surviving children.
- Private companies set their own paternity leave; check your HR policy.
- If there is no paternity leave, request earned or casual leave instead.
- Share a handover plan and stay reachable only if you want to.
Paternity Leave Rules at a Glance
| Employer type | What usually applies |
|---|---|
| Central government | Up to 15 days of paternity leave, before or within six months of delivery, for male employees with fewer than two surviving children |
| Central government (adoption) | Up to 15 days of paternity leave for adopting a child, as per the leave rules |
| State governments | Rules vary by state; check your service rules |
| Private sector | No general law requires paternity leave; it depends on company policy |
| No paternity policy | Use earned, casual or unpaid leave with approval |
Rules can change and differ by employer. Therefore, check the latest leave rules or your HR handbook before you apply. Many companies now offer one to four weeks of paternity leave, and some offer more.
Paternity Leave Application: Format
| Part | What to write |
|---|---|
| Subject | Paternity leave request: (dates) – (Name) |
| Greeting | Dear (Manager’s name), |
| Details | Expected or actual date of birth or adoption |
| Request | Leave type and exact dates |
| Handover | Who will cover your work and where files are |
| Availability | Whether you can be reached for urgent matters |
| Return | Date you will rejoin |
| Closing | Regards, name, employee ID |
Write Your Paternity Leave Application
Fill in the fields on the right. The application updates as you type; copy it into an email or print it.
Subject: Paternity leave request: [dates] – [your name]
Dear [Manager’s name],
[My wife is expecting our baby around ___.] I request [paternity leave] from [dates], as per company policy.
[Before I leave, I will hand over my work to ___ and update the project tracker.] [I will check email once a day for anything urgent.]
I will rejoin on [return date]. Kindly approve my leave.
Regards,
[your name]
Employee ID: [ID]
8 Paternity Leave Application Samples
Names and companies below are fictional. Each paternity leave application gives the dates, leave type and handover.
1. Private company (planned, before delivery)
Subject: Paternity leave request: 10 to 23 November – Vivek Rao
Dear Ms. Das,
My wife is expecting our first child around 12 November 2026. As per our paternity leave policy, I request two weeks of paternity leave from 10 to 23 November 2026.
Meera will handle my client accounts, and I will brief her by 6 November. I will rejoin on 24 November.
Regards,
Vivek Rao
Employee ID: 2291
2. After the baby is born (short notice)
Subject: Paternity leave from today – Sandeep Joshi
Dear Sunita,
I am happy to share that our daughter was born early this morning, a little before the expected date. I request paternity leave from today, 2 October, to 15 October 2026.
Ankit has access to the vendor tracker and will handle urgent payments.
Regards,
Sandeep
3. Central government employee
To,
The Head of Office,
Regional Office,
Bhopal
Date: 2 October 2026
Subject: Application for paternity leave
Sir,
My wife is expected to deliver our first child on 20 October 2026. I request 15 days of paternity leave from 18 October to 1 November 2026 under the applicable leave rules.
This is our first child, and I have not availed paternity leave earlier. My work will be handled by Shri R. K. Verma, Assistant.
Yours faithfully,
Amit Saxena
Upper Division Clerk
4. Adoption
Subject: Paternity leave for adoption: 1 to 14 December – Nikhil Batra
Dear Ms. Arora,
My wife and I will complete the adoption of our son on 30 November 2026. I request two weeks of paternity leave from 1 to 14 December 2026, as per our adoption leave policy.
Rahul will cover my weekly reports. I will rejoin on 15 December.
Regards,
Nikhil Batra
5. No paternity policy (earned leave)
Subject: Earned leave request for my child’s birth – Anil Verma
Dear Sir,
My wife is due to deliver on 25 October 2026. As our company does not have a separate paternity leave policy, I request 10 days of earned leave from 24 October to 2 November 2026.
Mohit will cover my queue. I will rejoin on 4 November.
Regards,
Anil Verma
6. Split paternity leave
Subject: Paternity leave in two parts – Rahul Gowda
Dear Sir,
Our baby is due on 15 November 2026. With your approval, I would like to take paternity leave in two parts: one week from 14 to 20 November, and one week from 14 to 20 December, when my mother returns home.
Suresh will supervise my shift during both periods.
Regards,
Rahul Gowda
7. Extension of paternity leave
Subject: Extension of leave till 30 November – Vivek Rao
Dear Ms. Das,
I am on paternity leave until 23 November. My wife needs more support after a caesarean delivery, and the doctor has advised rest for a few more days.
Kindly allow me earned leave from 24 to 30 November 2026. I will rejoin on 1 December.
Regards,
Vivek Rao
8. Short message to manager
Hi Sunita, our baby arrived this morning, and both mother and child are well. I will apply for paternity leave on the portal for two weeks from today. Ankit has my files. Thank you! – Sandeep
When to Apply
| Situation | When to inform |
|---|---|
| Planned delivery | Four to eight weeks before the due date, then confirm dates after the birth |
| Early delivery | On the day, by message or call, then apply formally |
| Adoption | As soon as the adoption date is known |
| Extension | Before your paternity leave ends |
Babies rarely arrive on the exact due date. Consequently, many managers accept flexible start dates. Therefore, write in your paternity leave application that you will confirm the exact dates after the birth.
Tips
- Read the policy. Check the number of days, the time limit and whether leave can be split.
- Keep proof ready. Some employers ask for a birth certificate or hospital discharge summary.
- Plan handover early. Share passwords, files and contacts before the due date.
- Set an out-of-office reply with a backup contact.
Mistakes to Avoid
- Waiting until the last day. Inform your manager early.
- No return date. Always say when you will rejoin.
- Missing the time limit. Government rules usually set a period after birth.
- Skipping the HR portal. Unrecorded leave may affect salary.
Related Leave Formats
For the general method, read how to write leave application. If you fall ill yourself, use the application for sick leave. For a quick draft of any letter, try our letter generator.
Frequently Asked Questions
How do I write a paternity leave application?
Write to your manager or HR, give the expected or actual date of birth or adoption, request the leave type and exact dates, explain your handover plan, give your return date and sign.
How many days of paternity leave do central government employees get?
Up to 15 days under the central leave rules, generally before or within six months of the birth, for male employees with fewer than two surviving children.
Is paternity leave mandatory in private companies?
There is no general law requiring it. It depends on company policy.
Can I take paternity leave for adoption?
Many employers allow it, and central government rules provide paternity leave for adoption too. Check your policy.
Can paternity leave be split?
Some companies allow it. Ask HR and mention the dates clearly.
What if my company has no paternity leave?
Request earned, casual or unpaid leave in your paternity leave application.
Do I need to attach a birth certificate?
Some employers ask for it or a hospital document after the birth.
Can I work from home instead of taking paternity leave?
Some employers allow a mix of leave and work from home after the birth. Ask your manager and state the dates in your paternity leave application.
Before You Send
Check your paternity leave application for dates, leave type and handover. More formats are in our leave applications section.
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