Samples Of Paternity Leave Applications 

Welcoming a baby is one of the most beautiful phases in life – and for working fathers, it also means planning some time away from work to be there for their family. A well-written paternity leave application not only shows professionalism but also helps the team manage work smoothly during the absence. Whether it’s your first child or not, applying for paternity leave in a respectful and clear manner makes a lasting impression at work.

Crafting a proper paternity leave letter or paternity leave email is easier than it sounds. The key is to express joy, gratitude and responsibility while clearly mentioning your leave duration and contact details. This blog shares step-by-step guidance on how to write a paternity leave application along with 10 ready-to-use sample formats that can be customized for any situation – from formal office requests to short, simple emails.

How To Write A Paternity Leave Application? 

Writing a paternity leave application is all about being clear, polite and professional. It should express happiness for the new arrival while keeping the tone formal enough for workplace communication. The main goal is to inform your employer about your leave dates and ensure that work responsibilities are managed smoothly in your absence. Here’s a simple format to follow when writing a paternity leave application:

1. Subject Line: Keep it short and to the point. Example- “Application for Paternity Leave” or “Request for Paternity Leave from [Start Date] to [End Date]”

2. Salutation:Address your manager or HR politely- “Dear [Manager’s Name],” or “Dear HR Team,”

3. Opening Line: Start with a positive tone expressing joy and purpose. Example- “I am writing to inform you that my spouse and I are expecting our baby soon…”

4. Mention The Leave Duration: Clearly specify the dates you will be away from work and if possible, mention the expected date of joining.

5. Offer Work Handover: Briefly assure that you have delegated important tasks or will complete pending work before your leave begins.

6. Express Gratitude: Thank your manager or HR for their understanding and support during this special time.

7. Closing Line: End on a polite and professional note. Example- “Looking forward to your approval.”

10  Paternity Leave Application Samples

1. Simple Paternity Leave Application

Subject: Application for Paternity Leave Dear [Manager’s Name], I am writing to formally request paternity leave as my spouse and I are expecting the arrival of our baby. I would like to take leave from [start date] to [end date] to support my family during this time. I have ensured that my ongoing tasks are up to date and have briefed my team about the pending work. Please let me know if any formalities are required before I proceed. I truly appreciate your support during this special time for my family. Regards, [Your Name] [Your Employee ID] [Department Name]

2. Short Paternity Leave Email For Office

Subject: Paternity Leave Request Dear [Manager’s Name], I am happy to inform you that my spouse and I are expecting a baby soon. I would like to request paternity leave for [number of days] starting from [start date] to [end date]. I have completed my current deliverables and will hand over any urgent work before my leave begins. Kindly approve my request so I can make necessary arrangements at home. Best regards, [Your Name]

3. Formal Paternity Leave Letter To HR

Subject: Request for Paternity Leave Dear [HR’s Name], I would like to formally apply for paternity leave from [start date] to [end date] as my spouse is due to deliver around that period. I hope to utilize this time to assist my family and care for the newborn. I will ensure all my tasks are completed before my leave and provide necessary handover notes to my colleague, [Colleague’s Name]. Please let me know if there is any documentation required for record purposes. I am grateful for your cooperation and understanding. Regards, [Your Full Name] [Designation] [Employee ID]

4. Paternity Leave Mail For Private Company Employee

Subject: Request for Paternity Leave from [Start Date] to [End Date] Dear [Manager’s Name], I am pleased to share that my spouse and I are expecting a baby soon, and I would like to avail paternity leave starting from [start date] to [end date]. I have coordinated with my team to ensure smooth workflow during my absence and have handed over key responsibilities to [Colleague’s Name]. I will stay available over email if any urgent help is needed during my leave period. Best regards, [Your Name]

5. Paternity Leave Application For Government Employee

Subject: Application for Paternity Leave Respected Sir/Madam, I am writing to request paternity leave for [number of days] starting from [start date] to [end date], as my spouse is expected to deliver around this time. I would be grateful if my request could be considered under the applicable leave provisions. I have arranged for the completion of all official tasks before proceeding on leave. Thank you for your kind support and guidance. Regards, [Your Name] [Designation] [Employee Code] [Department Name]

6. Paternity Leave Application For Adoption

Subject: Application for Paternity Leave (Adoption) Dear [Manager’s Name], I am writing to inform you that my spouse and I are in the process of adopting a child and I would like to request paternity leave from [start date] to [end date] to support the transition and bonding period. I have completed all major assignments and briefed my colleague [Colleague’s Name] to handle any urgent matters in my absence. I truly value your support and understanding during this important phase in our lives. Best regards, [Your Name]

7. Paternity Leave Email For Extended Duration

Subject: Request for Extended Paternity Leave Dear [Manager’s Name], I would like to extend my gratitude for granting my initial paternity leave. However, due to unforeseen medical reasons and family requirements, I would like to extend my leave until [new end date]. I assure you that I will resume work on [expected joining date] and remain available via email for urgent matters. I apologize for any inconvenience caused and appreciate your continued understanding. Regards, [Your Name]

8. Paternity Leave Application For Emergency Situation

Subject: Emergency Paternity Leave Request Dear [Manager’s Name], I am writing to inform you that my spouse has gone into early labor, and I need to take immediate leave from today, 2025. I expect to be on leave for approximately [number of days]. I apologize for the short notice and will ensure to update you once the situation stabilizes. Thank you for your patience and understanding during this sudden situation. Best regards, [Your Name]

9. Paternity Leave Application For A Short Leave

Subject: Paternity Leave Application Dear [Manager’s Name], I am writing to request a short paternity leave for [number of days] from [start date] to [end date] to support my spouse and family during the delivery. I have adjusted my schedule to ensure that no urgent work is pending and will resume my duties immediately after the mentioned period. I appreciate your approval and understanding. Regards, [Your Name]

10. Paternity Leave Email With Gratitude And Handover Note

Subject: Application for Paternity Leave Dear [Manager’s Name], I am delighted to share that my spouse and I are expecting a baby soon, and I would like to take paternity leave from [start date] to [end date]. All my current projects are up to date and I have handed over my key responsibilities to [Colleague’s Name]. I am thankful for your kind consideration and the flexibility extended by the company during this time. Best regards, [Your Name]

Mistakes To Avoid 

1. Writing An Informal Message: Avoid casual messages like “I won’t come tomorrow, my wife is delivering.” Always write a polite email or letter with dates, reason and gratitude.

2. Not Mentioning Dates Clearly: Always specify the start and end date of your leave. Missing this can create confusion and delay approval.

3. Skipping The Handing-Over Note: Mention if you have completed tasks or handed them to a colleague. This shows responsibility and professionalism.

4. Using Overly Personal Tone: Keep your application professional. Share only necessary details about family responsibilities, not personal stories.

5. Forgetting To Express Gratitude: End with a thank-you line like “Thank you for your understanding” or “I appreciate your support.” It leaves a positive impression.

Conclusion

A paternity leave application should be simple, respectful and well-structured. When written clearly, it helps maintain professionalism while ensuring a smooth transition at work during the leave period.

With the right format and a considerate approach, the leave process becomes straightforward and stress-free, allowing the focus to remain on family and this important life moment.

Related Reads:

• Formats & Tips To Write A Maternity Leave Application
• Leave Application Samples & Tips 
• How To Write Medical Leave Application For Office?

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