Paternity Leave Application: How to Write It Professionally + 9 Email Templates

Welcoming a new child is an important family milestone. If you need time away from work following the birth or adoption of a child, you may need to submit a paternity leave application to your manager or HR department.

A professional paternity leave request should clearly explain when you expect to take leave, provide your expected return date when known, and mention any necessary work handover arrangements.

You don't need to include unnecessary personal information. A concise and respectful email is usually sufficient, provided you also follow your employer's leave process.

This guide explains how to write a paternity leave application and provides 9 practical email templates for common situations.

Important: Paternity leave eligibility, duration, notice requirements, and documentation can vary depending on your employer, country, and applicable laws. Always check your company's current leave policy and follow the required HR process.

Quick Paternity Leave Application Template

Subject: Paternity Leave Request

Dear [Manager's Name],

I would like to request paternity leave from [Start Date] to [End Date] following the birth or arrival of my child.

Before my leave begins, I will complete my priority tasks and ensure that my ongoing responsibilities are properly handed over.

Please let me know if any additional information or documentation is required.

Thank you for your understanding and consideration.

Kind regards,
[Your Name]

How to Write a Paternity Leave Application

A paternity leave application doesn't need to be lengthy. Your manager or HR team generally needs a few basic details to understand and process the request.

Include:

  • Your planned leave start date
  • Expected end or return date, if known
  • A brief reason for the leave
  • Any relevant work handover information
  • Documents or information required by company policy

Keep the message professional and avoid including unnecessary personal details.

1. Choose a Clear Subject Line

Your subject line should make the purpose of the email immediately clear.

Examples:

  • Paternity Leave Request
  • Paternity Leave Application
  • Request for Paternity Leave
  • Planned Paternity Leave
  • Paternity Leave Request – [Dates]
  • Paternity Leave Application for Approval

Avoid vague subjects such as "Important" or "Leave."

2. Mention Your Leave Dates

Clearly state when you expect your leave to begin and, if possible, when you expect to return.

For example:

I would like to request paternity leave from [Start Date] to [End Date] and plan to return to work on [Return Date].

If your dates depend on the actual arrival of the child or another circumstance, mention that briefly and provide the best estimate you have.

3. Briefly Explain the Reason

You generally don't need to provide detailed family information.

A simple sentence is enough:

I would like to request paternity leave following the birth of my child.

For adoption or another situation covered by your employer's policy, adjust the wording accordingly.

4. Plan Your Work Handover

Before starting your leave, consider how your current responsibilities will be handled.

Depending on your role, you can mention that you have:

  • Completed priority tasks
  • Updated project information
  • Prepared handover notes
  • Shared important files with your team
  • Discussed ongoing responsibilities with a colleague

You don't need to include a detailed handover report in the email unless your employer requests one.

5. Follow Your Company's Leave Procedure

An email may not be the only step required.

Your employer may require you to:

  • Submit the request through an HR portal
  • Complete a leave form
  • Inform your manager
  • Contact HR
  • Provide supporting documentation
  • Follow a specific notice period

Check your company's policy before submitting the request.

Paternity Leave Subject Line Examples

 Purpose             Subject Line          
 General       Paternity Leave Request
 Formal application     Paternity Leave Application
 Manager approval     Request for Paternity Leave
 HR submission     Paternity Leave Application for Approval
 Planned leave       Planned Paternity Leave Request
 Specific dates     Paternity Leave Request – [Dates]
 Follow-up     Paternity Leave Handover Update

9 Professional Paternity Leave Email Templates

1. Standard Paternity Leave Application

Subject: Paternity Leave Application

Dear [Manager's Name],

I would like to formally request paternity leave from [Start Date] to [End Date] following the birth or arrival of my child.

I will complete my priority responsibilities and arrange a proper handover before my leave begins.

Please let me know if any additional information or documentation is required.

Thank you for your understanding.

Kind regards,
[Your Name]

2. Paternity Leave Request to Manager

Subject: Request for Paternity Leave

Dear [Manager's Name],

I am writing to request paternity leave beginning [Start Date].

I will make sure that my current projects are updated and that important responsibilities are properly handed over before my leave starts.

Thank you for your understanding and support.

Best regards,
[Your Name]

3. Paternity Leave Application to HR

Subject: Paternity Leave Application

Dear HR Manager,

I would like to formally apply for paternity leave from [Start Date] to [End Date], in accordance with the company's leave policy.

Please let me know if I need to complete any forms or provide supporting documentation to process my request.

Thank you for your assistance.

Regards,
[Your Name]
Employee ID: [Employee ID]

4. Planned Paternity Leave Request

Subject: Planned Paternity Leave Request

Dear [Manager's Name],

As we are expecting the arrival of our child, I would like to request paternity leave from [Start Date] to [End Date].

I will complete my priority work and coordinate the necessary handover before my leave begins.

Please let me know if there is anything else I need to complete before my leave.

Thank you for your consideration.

Kind regards,
[Your Name]

5. Paternity Leave Request When Dates May Change

Subject: Paternity Leave Request

Dear [Manager's Name],

I would like to request paternity leave beginning around [Expected Start Date].

As the exact timing may change, I will keep you informed if there are any changes to my planned leave dates.

I will also make the necessary arrangements for my ongoing responsibilities before my leave begins.

Thank you for your understanding.

Kind regards,
[Your Name]

6. Paternity Leave Extension Request

Subject: Paternity Leave Extension Request

Dear [Manager's Name],

I am writing to request an extension of my approved paternity leave until [New Return Date] due to circumstances requiring additional time away from work.

I understand that the extension is subject to company policy and approval. Please let me know if any additional information or documentation is required.

Thank you for considering my request.

Kind regards,
[Your Name]

7. Paternity Leave with Work Handover

Subject: Paternity Leave Application

Dear [Manager's Name],

I would like to confirm my paternity leave beginning on [Start Date].

I have completed my priority tasks and shared the relevant project information with my team. I will also complete any remaining handover activities before my last working day.

Please let me know if there are any additional items I should address before my leave.

Thank you for your support.

Best regards,
[Your Name]

8. Paternity Leave Follow-Up

Subject: Paternity Leave – Handover Update

Dear [Manager's Name],

I wanted to provide a quick update regarding my upcoming paternity leave.

I have shared the relevant project information and coordinated with my team regarding my ongoing responsibilities.

Please let me know if there is anything else I should complete before my leave begins.

Thank you for your support.

Kind regards,
[Your Name]

9. Return to Work After Paternity Leave

Subject: Return to Work After Paternity Leave

Dear [Manager's Name],

I would like to confirm that I currently plan to return to work on [Return Date] following my paternity leave.

Please let me know if there are any formalities, documents, or other steps I should complete before returning.

I look forward to rejoining the team.

Kind regards,
[Your Name]

When Should You Submit a Paternity Leave Request?

If you know your expected leave dates, it's generally helpful to notify your employer as early as reasonably possible.

Before submitting your request:

  • Check your company's paternity leave policy.
  • Confirm your expected leave dates.
  • Find out whether a notice period applies.
  • Inform your manager or HR team.
  • Complete important work where practical.
  • Prepare handover information for ongoing projects.
  • Ask whether supporting documents are required.
  • Update your employer if your dates change.

The exact process depends on your workplace and the leave rules that apply to you.

Common Mistakes to Avoid

1. Giving Too Little Notice

If you know your planned dates, don't wait unnecessarily before informing your employer. Early communication gives your team more time to plan.

2. Forgetting the Dates

Clearly state your expected start and end dates whenever possible.

3. Giving Too Much Personal Information

Your manager generally doesn't need detailed family information. Keep the explanation relevant to your leave request.

4. Forgetting About Work Handover

If you have ongoing responsibilities, make reasonable arrangements before your leave begins.

5. Assuming the Leave Is Automatically Approved

A leave application is generally a request. Follow your employer's approval process rather than assuming the leave has already been granted.

6. Ignoring Company Policy

An email alone may not be enough. Some employers require an HR portal, formal application, notice period, or supporting documents.

Best Practices for a Paternity Leave Application

A professional paternity leave request should be:

  • Clear about the purpose of the request
  • Specific about the expected dates
  • Brief about the reason
  • Professional in tone
  • Prepared with reasonable work handover arrangements
  • Consistent with your company's leave procedure

If your leave dates change, inform your manager or HR team as soon as reasonably possible.

Frequently Asked Questions

What is a paternity leave application?

A paternity leave application is a formal request for time away from work following the birth or arrival of a child, subject to the leave policy and rules applicable to the employee.

When should I submit my paternity leave application?

Submit your request as early as practical once your expected leave dates are known. Your employer may have a specific notice requirement.

Can I apply for paternity leave by email?

You can use email if your employer accepts email-based leave requests. Some organizations may also require an HR form or leave-management system.

Should I send the application to my manager or HR?

Follow your company's internal process. Some employers ask employees to notify their manager and separately submit the request through HR.

Can I extend my paternity leave?

An extension may be possible depending on your employer's policy and the rules applicable to your situation. If you need additional time, contact your manager or HR as early as possible.

What should I include in the application?

Generally, include your planned leave dates, a brief reason, expected return date, and any relevant work handover information.

What if my leave dates change?

Notify your manager or HR team as soon as possible and follow the company's process for modifying your leave request.

Do I need supporting documents?

Requirements vary between employers and leave policies. Check with HR or review your company's leave policy to determine whether documentation is required.

Final Thoughts

A paternity leave application doesn't need to be complicated. Clearly explain your request, provide your expected leave dates, and make reasonable arrangements for your work before you leave.

The templates in this guide can be adapted for planned leave, HR applications, changing dates, extensions, handover updates, and return-to-work communication.

Before sending your email, check your company's leave policy and make sure you have completed any required formalities.

If you're looking for a similar guide for maternity leave, see our Maternity Leave Application guide for professional templates and examples.

A Simple Way to Draft a Workplace Email

If you know what you want to communicate but don't want to start with a blank page, InstantMail can help you create a professional starting draft.

You choose:

Recipient → Reason → Tone → Length

InstantMail generates a draft based on your selections. You can then review it, make changes, and copy the final version.

No prompt writing. No signup.

Comments

Post a Comment

Popular posts from this blog

Work From Home Request Email: 7 Professional Examples & How to Ask

Image
Work From Home Request Email: 7 Professional Examples & How to Ask Need to work from home for a day, a few days, or on a temporary basis? A good work-from-home request email should explain your situation clearly and reassure your manager that your work will continue without disruption. Sometimes the reason is simple: you're not feeling well enough to commute, you have an important appointment, your usual transportation isn't available, or something unexpected has come up at home. The important part is not to write a long explanation. Your manager usually needs to know why you're requesting to work from home, when you need it, and whether you'll remain available and productive. In this guide, you'll find practical advice, subject lines, and professional examples you can adapt to your own situation. Quick Work From Home Request Email If you need to send your request quickly, you can start with this: Subject: Work From Home Request for Today Dear [Manager...
Read more

Resignation Email: How to Write It Professionally + 9 Templates

Image
Leaving a job is an important professional decision. Whether you're moving to another company, changing careers, taking a break, or leaving for personal reasons, it's important to communicate your resignation clearly and respectfully. A professional resignation email should clearly state your decision to leave, mention your intended last working day, and provide any information your employer needs to manage the transition. In most situations, a resignation email doesn't need to be long. A concise, professional message is usually enough. This guide explains how to write a resignation email and includes 9 practical templates for different situations. Note : Notice periods and resignation procedures can vary by employer, employment contract, and applicable rules. Before submitting your resignation, check your employment agreement and follow your company's required process. Quick Resignation Email Template If you need a simple resignation email, you can customize th...
Read more

Sick Leave Email to Manager: 7 Examples + How to Write One

Image
Being sick is stressful enough without having to spend time figuring out what to write to your manager. A professional sick leave email doesn't need to be long. Your manager usually needs to know that you're unable to work, how long you expect to be away, and whether anything important needs attention. I've had this problem myself. I sometimes found it difficult to write professional emails in English, so I used ChatGPT when I needed help with the wording. It was useful, but I still had to figure out what to ask and explain my situation clearly. Templates had a similar problem. I'd find one that was close to what I needed, but my actual situation was often slightly different. I would still have to edit the template before sending it. That made me think: what if I could simply choose a few options and get an email without having to figure out what prompt to write? That's one of the reasons I built InstantMail . In this guide, you'll find seven practical sic...
Read more