Paternity Leave Application: Samples, Writing Tips, & More
According to a survey, about 31% of SMEs and start-ups and 57% of large enterprises provide paternity leave. Does your company have provisions for the same? In this blog, we will discuss a paternity leave application, the provision of paternity leave in India, and how to write an application for paternity leave with the help of various samples provided.
What is a Paternity Leave Application?
An application for paternity leave is a formal application submitted by a male employee to request his employer to allow him a paid leave to care for his newborn or adopted or foster child. The leave is granted to the new fathers to bond and provide necessary care and support to the child.
Fathers who avail paternity leave are not penalized for taking some time off work since they are to look after their newborn. It is beneficial to the mothers as well since they get support from their husbands during the early stages of parenthood. Not only is their workload reduced, but they also get time to rest and heal. To learn how to write such applications with ease and improve your communication skills, pursue a business communication course.
Paternity Leave Provisions in India
The provisions for paternity leave in India are specified in Central Civil Services (Leave) Rule 551 (A), 1972. According to it, all male central government employees can apply for paternity leave for up to fifteen days. There are certain conditions attached to the leave. The parents must be legally wedded and have less than two children for the father to be eligible to apply for this leave. Also, the leave should be availed within six months before or after the birth of the child.
There is no mandatory legal provision for paternity leave in unorganized and private sectors in India. Several organizations and companies have made provisions for paternity leave, but it remains relatively new for most in our country. It is, thus, advisable for employees to discuss leaves early on in their job, that is right after applying for job vacancies.
How to Write a Paternity Leave Application?
Here are steps to writing an application for paternity leave that is professional.
1. Write a Formal Salutation:
Your request should start with a formal salutation. For clarification on whom to address this email/letter to, ensure to read the paternity leave policy of your organization well.
2. State the Purpose of the Letter:
Mention in the first few lines why you are writing the letter. The purpose should be accompanied by the date from when you would like to avail the paternity leave.
3. Include the Duration:
Though you must have specified the dates, mention the number of days or weeks you will not come to work.
4. Mention the Return Date:
Do not forget to mention when you will return to work. It could be a tentative date but specifying it assures the employer that you do have the idea of returning to work in your mind. If you have a work-from-home job or a part-time job, specify the date you will be next available.
5. Specify Reason for Leave:
In a paragraph, explain to the employer how you wish to bond with your child and look after your wife who would need support at such a time, and hence, you are applying for paternity leave.
6. Show Gratitude:
Let the employer know that you appreciate them for considering your paternity leave.
7. Furnish Contact Details:
your phone number and email address for the employer to contact you in case they need to discuss any work-related matters during your leave.
8. Include Concluding Salutation:
End the application with a salutation such as ‘sincerely’ and write your full name under it along with your signature.
Paternity Leave Application Format
The following is a paternity leave mail sample for drafting a paternity leave application.
| To: [HR’s Email Address] CC: [Manager’s Email Address] BCC: Subject: Application for paternity leave. Dear [Employer Name]/To the HR Department I would like to inform you that my wife is about to deliver our child next week. During this critical period, I wish to stay with her. After the delivery, she will need my help in caring for the newborn until she recovers. Hence, I request you grant me a paternity leave from [start date] to [end date]. As per the company’s policy, I can avail paternity leave for [number of days]. I will be returning to work on [date]. In case there arises a situation of emergency during my absence, you can contact me at [phone number] or [email address]. I hope you will understand my situation and accept my application as soon as possible. Sincerely [Your Name] |
Paternity Leave Application Format
Here are some paternity leave letter samples for drafting a paternity leave application.
1. Paternity Leave Mail to Manager Before Delivery
The following is a sample paternity leave request mail before delivery.
2. Paternity Leave Mail to Manager After Delivery
The following is a sample paternity leave request mail after delivery.
| To: [HR’s Email Address] CC: [Manager’s Email Address] BCC: Subject: Application for paternity leave. Dear Raj I hope you are doing well. I am writing to inform you that my wife delivered a baby girl on [date]. Both she and the child are doing well. Since my parents live abroad, they cannot be present to help us which is why I need to be at home during this time to help my wife look after our newborn. Hence, I would like to request paternity leave from [start date] to [end date]. According to the company’s policy, I am entitled to fifteen days of paid paternity leave. Please be informed that my pending work is completed in advance and I have spoken to a colleague, [name of colleague], about handling my future projects in my absence. S/he has agreed to manage everything until I return. I will be available back in the office on [date]. In case of an emergency, you can contact me at [phone number] and [email address]. I thank you in advance for approving my application. Sincerely N. Kamal |
3. Emergency Paternity Leave Application
The following is a sample leave application for paternity leave in an emergency related to the wife or the child.
| To: [HR’s Email Address] CC: [Manager’s Email Address] BCC: Subject: Application for paternity leave. Dear Raj I am elated to tell you about the new addition to my family. Yesterday my wife and I welcomed a baby boy. As per company policies, I would like to utilize my paid paternity leave. The duration of the leave will be from [start date] to [end date]. Apologies for notifying you on such short notice about this leave. My baby has arrived earlier than we had expected and the doctor has asked her to be kept under observation in the hospital. All the relevant documents are attached to this letter for your reference. In my absence, [colleague name] will be in charge of the work assigned to me. Further, if someone wishes to reach out to me for work-related queries, then I am available on my email [email address]. I appreciate your understanding and cooperation. Hope my leave will be approved at the earliest. Sincerely N. Kamal |
4. Paternity Leave for Central Government Employees
The following is a sample leave application for paternity leave for government employees to seek paternity leave.
| N. Kamal J-34 Karol Bagh New Delhi 11 August 2023 Raj Vyas Manager ABC Insurance Corporation Subject: Application for paternity leave. Dear Raj I am writing this letter to extend my request for paternity leave according to the [government policy] for government employees. My wife’s expected due date is [date]. I wish to be there with her at home providing the necessary care. Therefore, I request you grant me a leave from [start date] to [end date]. To ensure the work is least affected when I am not in the office, I have asked [name of the colleague] to handle my responsibilities. Contact me at [phone number] in case you or the team need to discuss something about the ongoing project. I appreciate your support and understanding. Sincerely N. Kamal |
5. Paternity Leave for Private Sector Employees
The following is a paternity leave mail sample for employees to seek paternity leave in private sector.
| To: [HR’s Email Address] CC: [Manager’s Email Address] BCC: Subject: Application for paternity leave. Dear Raj I am happy to share with you that my wife and I are expecting our second child by the first week of next month. Since my first child is still very young, I will have to spend some extra time with my family to take care of them over the next few weeks. Therefore, I request you grant me paternity leave for a period of [number of days/weeks] from [start date] to [end date]. Since I will not be available at work for a long time, I am in the process of handing over my responsibilities to [name of colleague] from my team. The details will be finalized by the end of the day. I hope you sanction my leave at the earliest. Thank you. Sincerely N. Kamal |
6. Paternity Leave Application for Teachers
The following is a sample of paternity leave for teachers to seek paternity leave.
| N. Kamal J-34 Karol Bagh New Delhi 11 August 2023 Raj Vyas Principal ABC School Subject: Application for paternity leave. Dear Sir I am elated to share the exciting news of my daughter’s arrival with you. I would like to apply for paternity leave since I want to look after both my wife and my child. Therefore, I would like to utilize the paternity leave that the school policy allows. The period of the same will be from [start date] to [end date]. I have already discussed this with my fellow teachers and they have agreed to help me with my classes during the days I am unable to attend school. Apologies for the inconvenience caused. I will ensure that I complete my pending work before going on break. Thank you in advance for considering my application. Sincerely N. Kamal |
7. Paternity Leave for Government Employees
The following is a sample application for paternity leave for state government employees to seek paternity leave.
| N. Kamal J-34 Karol Bagh New Delhi 11 August 2023 Raj Vyas Manager ABC Insurance Corporation Subject: Application for paternity leave. Dear Raj I am writing this application letter to make a request for paternity leave that I am eligible for according to the state government’s policy. My wife is expecting and her delivery date is due soon. Since she has to frequent the hospital these days, I want to be there with her. Please allow me a leave from [starting date] for [number of days] days. Mr. [name of the colleague] and I have discussed and decided that he will be helping me with my pending work until I am back in the office. Please feel free to contact me for work-related questions. I assure you my assistance in the same. My contact details are [phone number] and [email address]. Thank you Sincerely N. Kamal |
8. Paternity Leave Application in Case of Adoption
The following is a sample application for employees to seek paternity leave for adoption of a child.
| To: [HR’s Email Address] CC: [Manager’s Email Address] BCC: Subject: Application for paternity leave. Dear Raj I Hope everything is well. I am writing this request to apply for paternity leave as per the policy of the company. Two years ago my wife and I had applied to adopt a child. It is only now that the process is complete and we have welcomed a baby girl into our family. Since the environment is new for her, we wish to get her accustomed to it gradually by spending as much time as possible with her. Hence, I have decided to take some time off work. Please grant me a [number of days] leave for the same, starting from [date]. I have had a discussion with my team leader regarding this. They have accepted my request to make necessary changes in the schedule to ensure the team is not affected by my absence. I understand that the short notice might be inconvenient, but I hope you can accommodate my request. Thank you for your consideration in advance. Sincerely N. Kamal |
Tips for Writing Paternity Leave Application
The following are some tips that employees can use for a professional paternity leave format.
1. Follow the Company’s Policy
Make sure that you have read the policy of your company or the government policy well in advance. This will help you apply for leave according to the rules specified.
2. Plan Ahead
Submit your application before the start date of your leave to give time for your employer to process your request and make the necessary arrangements.
3. Be Clear and Concise
Write the application clearly and concisely. Mention the start date, end date, and the purpose of the leave.
4. Provide Relevant Details
Provide your employer with all the relevant details such as your contact information and a tentative date of return. You can attach any medical documentation to support your claims of emergency.
5. Use Professional Tone
Ensure that the application is written using a formal tone and language. An informal tone will make your application look unprofessional.
6. Express Gratitude
It is always a good practice to express gratitude towards the employer for providing paternity leave and supporting work-life balance.
7. Proofread
Before applying make sure to read your application carefully and correct any errors or mistakes. A letter free of grammatical and spelling errors will be easy to read and understand for the employer.
Conclusion
A paternity leave is important for new fathers as it helps them maintain a work-life balance. They get time to bond with their newborn and take care of their partner. One should write a paternity leave application well in advance to ensure easy and early processing of it. The samples provided above can be used by a variety of professionals be it government or private employees. Make sure to customize them according to your requirements.
If you found this article helpful, check out our blog on how to write a leave application for the office.
FAQs
Answer: A paternity policy is a provision under which fathers are allowed to take some time off work to take care of their newborn or newly adopted child.
Answer: The paternity leave in India is for fifteen days. It can be taken within six months of the birth or adoption of a child.
Answer: Yes, paternity leave is legal in India. Central government employees are eligible for up to fifteen days of paternity leave under Central Civil Services (Leave) Rules, 1972. Currently, there is no law providing paternity leave in the private sector.
Answer: It is advisable to submit a paternity leave application as early as possible to allow the employer to process your application and plan for your absence accordingly. You should hand in this application at least 30 to 60 days in advance of the expected birth or adoption date.
Answer: A paternity leave application should ideally include the following:
– Leave duration
– Start and end dates for which leave is applied
– Reason for absence – childbirth or adoption
– Details of colleagues who will take over work responsibilities in your absence
– Your contact details
– Documentation details
