Paternity leave is equally important as maternity leave. After the birth of a child, male employees can take a type of paid leave known as paternity leave to maintain a balance between their personal and professional lives. A formal application letter for paternity leave is one you would send to your employer asking for a few weeks of paid leave.
How to fill out a paternity leave application
The steps you can take to complete your paternity leave application are as follows:
1. Learn the leave policies
It’s crucial to research your employer’s leave policies before drafting your paternity leave application. This includes figuring out whether you should use an official application or if you can make your own. It also entails determining who you should ask for a leave of absence from, who may be your manager or a human resources representative. Furthermore, your employer might have guidelines on how to request paternity leave, how long you can take, and what information you must provide.
2. Apply for leave early
When you know you’ll need paternity leave, it’s beneficial to apply for it as soon as possible. This could be up to six months in advance, depending on your employer’s policies and how early you know you’ll need leave. By providing early notice, you enable your employer to prepare for your absence. Depending on how early it is and your circumstances, you may not yet know the precise dates you’ll need off, or you may have a plan in place for what dates you intend to take off, which can be useful for planning.
3. Address your application to the right person
To ensure that your application is approved in accordance with your employer’s policies, you’ll want to address and deliver it to the appropriate person. This might be your manager or an HR representative, depending on your employer. Additionally, it might be necessary for you to send the application to both your manager and an HR representative. In this case, you should address your letter to your manager but send a copy to HR. Researching who needs to receive your application can help you avoid issues with your leave request.
4. Consider discussing the leave in person first
While it’s always important to request a leave of absence in writing, you might find it helpful to speak with your manager first about your intentions. This lets them know what you intend to do in advance and may help you decide what steps to take to get your application approved. Depending on your organization, the applicable policies, and your relationship with your supervisor, it may be appropriate to discuss the request for leave with them first.
5. Decide how much detail you need to include
Some paternity leave applications are brief and only contain the bare minimum of information, while others are more thorough and contain information like the reasons for your request for leave or how you intend to cover your work while you are away. When writing your letter, deciding how much information to include can be helpful. It may also depend on the policies of your employer. For instance, you should provide context for how your work responsibilities will be handled during that time if your employer requests it.
6. Be clear about your request
Unless your employer requires a specific form, you should format your application when writing it in the same way you would a business letter. The first paragraph of your letter should clearly state your request. This will say that you’re asking for paternity leave and ought to say how much time you’re asking for. Your employer’s policies may determine this, or you may have a deadline that you must meet. If you are aware of the dates you will be on vacation, you should also mention them in your opening paragraph.
7. Provide relevant or required details
If your paternity leave application has a second paragraph, you should include any pertinent or required information. This could include the rationale behind your decision to take paternity leave, the justification for the requested amount of time, and suggestions for how your job should be handled while you are away. You can specify whether you’ll be handling your workload while you’re away or whether you want to speak with your manager about how those tasks can be delegated to others if you’re including plans for doing so.
8. Close politely
Your application should conclude politely if you aren’t using a form that your company has designed, with a brief paragraph thanking the recipient for their time and consideration and a formal closing salutation. Making the recipient feel good about you by doing this may increase the likelihood that your leave request will be approved.
What is a paternity leave application?
When you want to take paternity leave for the birth or adoption of a child, you must submit a paternity leave application to your employer. While most companies don’t require you to fill out an actual application, you can still apply by describing your plans in a letter. While some paternity leave applications are very succinct and only include the most crucial information, others are more thorough and include details like how you intend to manage your work while you are away.
Sample paternity leave applications
Here are two illustrations of paternity leave requests in various formats:
Brief
This paternity leave application is brief and contains few details:
Dear Nancy,
In response to the birth of my first child in October, I’m writing to ask for four weeks of paternity leave. My leave will start on October 4 and end on November 1, but these dates could change based on the situation and the wellbeing of my wife and child. I am aware that only the first two weeks will be compensated, and I plan to take unpaid leave for the remaining two weeks.
Please let me know as soon as possible if you will be approving my request for paternity leave. Thank you for your consideration and time.
Sincerely,
Ryan Silvia
Extended
Here is a longer, more detailed application letter for paternity leave:
Dear Ren,
My wife and I are expecting our second child in August, as we previously discussed, and I would like to request paternity leave for that occasion. The baby is due on August 16, and I plan to take off the week leading up to and the four weeks immediately following the birth. If everything goes according to plan, my leave would begin on August 9 and I would return to work on September 13.
I want to finish as many of the tasks that might be due during my leave as I can before I go. I would be happy to discuss how to proceed with any tasks that I am unable to finish for any reason, which may include saving some for when I return or assigning them to colleagues if they are time-sensitive. To lessen the burden on the team, it might be advantageous if you and I meet to discuss the best course of action.
I appreciate you considering my leave application. I’ll keep you informed right away if anything changes or the timing of my leave needs to be adjusted so we can plan accordingly. If my request for a leave of absence is approved, please inform me as soon as possible.
Thank you,
Deion Maynard
Paternity Leave Application | Format | Samples | Examples
FAQ
How do I email HR about paternity leave?
Additionally, I am sending my general manager and department head a request for paternity leave. I am aware that both must consent to my request and that I will only hold my position for one month. Once more, I want to express my gratitude for spending the time discussing my rights and obligations in this situation with me.
How do you write out of office for paternity leave?
I will be on parental leave starting on [insert start date] and will return on [insert end date]. I’ll be responding to emails when I’m next online because I’ll be checking them once a week. Please get in touch with [insert name] at [insert number] or [email] if your situation is urgent and demands a prompt response.
How do I announce my paternity leave?
In order to have the best chance of receiving enough time off of work to spend with his new family, the expectant father should make plans to send a paternity leave request letter to his employer at least 8 weeks before the desired date.
