Becoming a father brings incredible joy and equally incredible responsibility. Your new role as a dad means being present during those crucial early weeks when your family needs you most. Yet many new fathers struggle with how to communicate their paternity leave needs professionally and effectively.
The way you request paternity leave can make the difference between a smooth transition and workplace tension. Your email sets the tone for your entire leave period and demonstrates your commitment to both your family and your professional responsibilities. Getting this communication right protects your job security while ensuring you can focus on what matters most during this special time.
The samples ahead will show you exactly how to craft a compelling paternity leave request that gets results.
Paternity Leave Request Email Samples
These carefully crafted email templates address different workplace situations and communication styles. Each sample provides a complete framework you can adapt to your specific circumstances.
1. Standard Formal Request
Subject: Paternity Leave Request – [Your Name]
Dear [Manager’s Name],
I am writing to formally request paternity leave following the upcoming birth of my child. My wife’s due date is [Date], and I would like to begin my paternity leave on [Start Date] and return to work on [Return Date], for a total of [Number] weeks.
During my absence, I will ensure all current projects are completed or properly handed over to team members. I have already begun documenting my ongoing responsibilities and will provide detailed transition notes to minimize any disruption to our department’s operations.
I understand that paternity leave is provided under our company policy and federal FMLA guidelines. Please let me know what documentation you require and if there are any forms I need to complete. I am happy to discuss the timing and any adjustments needed to accommodate business needs.
I appreciate your understanding during this important time for my family. Please feel free to contact me if you need any additional information or clarification.
Thank you for your consideration.
Sincerely,
[Your name and designation]
2. Early Planning Request
Subject: Advance Notice – Upcoming Paternity Leave Request
Hi [Manager’s Name],
I wanted to give you early notice that my wife and I are expecting our first child in [Month/Year]. With the due date approximately [Number] months away, I’m planning ahead to ensure a smooth transition when I take paternity leave.
I’m anticipating taking [Number] weeks of paternity leave beginning around [Approximate Date]. This advance notice gives us plenty of time to plan project timelines and discuss coverage arrangements that work best for the team.
Over the coming months, I’ll be preparing comprehensive handover documentation and identifying colleagues who can handle urgent matters during my absence. I’m committed to ensuring my responsibilities are well-managed while I’m away.
Could we schedule a brief meeting in the next few weeks to discuss this further? I’d appreciate your guidance on company procedures and any specific requirements I should be aware of.
Thanks for your support as we prepare for this exciting new chapter.
Best regards,
[Insert sender’s name and role]
3. Urgent Short-Notice Request
Subject: Immediate Paternity Leave Request – Baby Arrived Early
Dear [Manager’s Name],
I’m writing to inform you that my son was born unexpectedly early this morning at [Time]. Both mother and baby are healthy, but this early arrival means I need to begin my paternity leave immediately.
I had originally planned to start leave on [Original Date], but due to these circumstances, I need to begin today, [Current Date]. I will still plan to return on [Return Date] as previously discussed.
I’ve sent urgent project updates to my team members and forwarded all pending client communications to [Colleague’s Name]. My project status document is saved in the shared drive under [Location], and all passwords and access information are documented in my emergency contact file.
I apologize for the short notice and any inconvenience this may cause. I’ll check email periodically over the next few days to handle any critical handover items, but will be primarily focused on my family during this time.
Thank you for understanding this unexpected situation.
Warmly,
[Sender’s name and designation]
4. Flexible Schedule Proposal
Subject: Paternity Leave and Return-to-Work Plan
Hello [Manager’s Name],
I’m reaching out to discuss my paternity leave plans and explore options for my return to work. My wife is due on [Date], and I’d like to take [Number] weeks of full paternity leave starting [Start Date].
After my initial leave period, I’d appreciate the opportunity to discuss a gradual return-to-work schedule. Perhaps I could work part-time for the first two weeks back, then transition to full-time hours. This approach would help me balance my new family responsibilities while maintaining my commitment to our team.
I’ve been cross-training with [Colleague’s Name] on my key accounts and have created detailed process documentation for all recurring tasks. My goal is to make this transition as seamless as possible for everyone involved.
Would you be available for a conversation next week to discuss these options? I value your input on what arrangement might work best for our department’s needs.
I’m grateful for your continued support and look forward to hearing from you.
Best,
[Your name and designation]
5. Team-Focused Approach
Subject: Paternity Leave Planning – Team Coverage Strategy
Dear [Manager’s Name],
I’m excited to share that my wife and I are expecting our second child on [Date]. I’m writing to discuss my paternity leave plans and how we can best support our team during my absence.
I propose taking [Number] weeks of paternity leave beginning [Start Date]. To ensure continuity, I’ve already begun working closely with [Colleague 1] and [Colleague 2] to distribute my responsibilities. [Colleague 1] has agreed to handle the [Specific Project] while [Colleague 2] will manage daily client check-ins.
I’ve created a comprehensive coverage plan that includes emergency contacts, client preferences, and step-by-step procedures for all ongoing projects. This document is shared with the team and stored in our project management system for easy access.
My priority is ensuring our clients continue receiving excellent service while I’m away. I’m confident this coverage plan will maintain our high standards and keep all projects on track.
Let’s schedule time to review this plan together and make any adjustments you think necessary.
Thanks for supporting both me and our team through this transition.
Sincerely,
[Insert sender’s name and role]
6. Client-Conscious Request
Subject: Paternity Leave Request and Client Transition Plan
Hi [Manager’s Name],
I wanted to inform you that I’ll be requesting paternity leave starting [Date] when our baby arrives. I’m planning to be away for [Number] weeks and return on [Return Date].
Understanding the importance of maintaining strong client relationships, I’ve developed a detailed transition strategy for each of my accounts. [Colleague’s Name] will serve as the primary contact for [Client A] and [Client B], while [Another Colleague] will handle [Client C] and new prospect inquiries.
I’ve already introduced my temporary replacements to key clients and provided them with comprehensive account histories, preferences, and current project status. Each client has been personally notified of the temporary arrangement and assured of continued excellent service.
All client files, contact information, and ongoing project documentation are updated and accessible to the coverage team. I’ve also prepared response templates for common client inquiries to maintain consistency in our communications.
I believe this thorough preparation will ensure zero disruption to client satisfaction during my absence. Please let me know if you’d like to review any aspect of this transition plan.
Thank you for your understanding and support.
Best regards,
[Sender’s name and designation]
7. Small Company Personal Approach
Subject: Paternity Leave Request
Dear [Owner’s/Manager’s Name],
I hope this email finds you well. I wanted to personally reach out to share some wonderful news and discuss how it affects my work schedule.
My wife and I are expecting our first child on [Date], and I’d like to request [Number] weeks of paternity leave starting around that time. I know how important each team member is to our small company, so I want to make sure we plan this properly.
Since we all wear multiple hats here, I’ve been thinking about how to handle my various responsibilities. I’d love to sit down with you to discuss which tasks are most critical and how we might temporarily redistribute some duties among the team.
I’m committed to making this transition as smooth as possible. Whether that means working extra hours beforehand, training colleagues on specific processes, or being available for urgent questions during leave, I’m willing to do whatever it takes to support our business.
Could we grab coffee sometime this week to talk through the details? I value your perspective on timing and coverage options.
Thanks for being such an understanding employer. This flexibility means everything to my growing family.
Warmly,
[Your name and designation]
8. Remote Work Integration
Subject: Paternity Leave Request with Remote Work Proposal
Hello [Manager’s Name],
I’m writing to request paternity leave following the birth of our child, expected on [Date]. I’d like to take [Number] weeks of full leave starting [Start Date], with a proposed return date of [Return Date].
Given our team’s remote work capabilities, I’d like to propose a hybrid return approach. After my initial leave period, I could work remotely part-time for two weeks before returning to full-time responsibilities. This would allow me to maintain family support while gradually resuming my full workload.
During my complete absence, I’ll ensure all digital files are organized and accessible to team members who will be covering my responsibilities. I’ve documented all recurring tasks with step-by-step instructions and will provide login credentials for any tools my colleagues might need.
All client communications will be set up with appropriate out-of-office responses directing inquiries to [Colleague’s Name] for immediate assistance. I’ll also prepare template responses for common questions to maintain consistency.
I believe this approach balances my family needs with our business requirements. I’d appreciate the opportunity to discuss this plan with you further.
Thank you for considering this request.
Best,
[Insert sender’s name and role]
9. Educational Tone Request
Subject: Paternity Leave Request and Process Questions
Dear [HR Manager’s Name] and [Direct Manager’s Name],
I’m reaching out to formally request paternity leave and ensure I’m following all proper procedures. My wife’s due date is [Date], and I’d like to begin leave on [Start Date] for [Number] weeks.
As a first-time father, I want to make sure I understand all requirements and complete necessary paperwork correctly. Could you please provide information about what documentation I need to submit and any deadlines I should be aware of?
I’ve reviewed our employee handbook regarding paternity leave policies, but I have a few specific questions about how leave time is calculated and whether I need to coordinate with other departments for benefit continuation.
To prepare for my absence, I’m creating detailed handover documentation for all my current projects and responsibilities. I plan to complete this process two weeks before my leave begins, allowing time for my colleagues to review everything and ask questions.
I’m committed to making this transition smooth for everyone involved. Please let me know the next steps in this process and if there’s anything else I should be doing to prepare.
I appreciate your guidance and support during this exciting time.
Respectfully,
[Sender’s name and designation]
10. Collaborative Planning Style
Subject: Let’s Plan My Paternity Leave Together
Hi [Manager’s Name],
Great news! My wife and I are expecting our baby on [Date]. I’m hoping we can work together to plan my paternity leave in a way that supports both my family and our team’s success.
I’m thinking about taking [Number] weeks off starting around [Start Date]. What I’d really value is your input on timing and how we can make this work best for our current projects and deadlines.
Here’s what I’m thinking for coverage: [Colleague A] could handle the [Specific Task], [Colleague B] might take on [Another Task], and I could wrap up [Current Project] before I leave. Does this seem reasonable to you?
I’m also wondering if there’s flexibility in my return date. If we have a big deadline coming up, I could potentially come back a few days early, or if things are quiet, maybe extend slightly if needed.
What matters most to me is that we make this work for everyone. I want to be present for my new family while also being a reliable team member you can count on.
Can we set up some time to brainstorm the best approach together?
Thanks for being such a supportive manager.
Cheers,
[Your name and designation]
11. Detailed Logistics Focus
Subject: Paternity Leave Request – [Start Date] to [End Date]
Dear [Manager’s Name],
I am formally requesting paternity leave from [Start Date] through [End Date] following the expected birth of my child on [Due Date]. This request encompasses [Number] weeks of leave as outlined in our company’s parental leave policy.
To ensure comprehensive coverage during my absence, I have prepared the following arrangements:
Project handovers are scheduled for [Date] with detailed documentation provided to [Colleague’s Name] for [Project A] and [Another Colleague’s Name] for [Project B]. All client contact information, project timelines, and deliverable specifications are compiled in shared project folders.
Daily operational tasks will be distributed as follows: [Specific Task 1] to [Team Member 1], [Specific Task 2] to [Team Member 2], and urgent decision-making authority delegated to [Senior Colleague’s Name].
My out-of-office messages will be activated on [Date] with clear instructions directing contacts to appropriate team members. Emergency contact protocols are documented and shared with the management team.
All necessary forms and documentation will be submitted to HR by [Date]. I have confirmed my benefits continuation and understand the process for maintaining insurance coverage during leave.
Please confirm receipt of this request and let me know if additional information is required.
Thank you for your consideration.
Professionally,
[Insert sender’s name and role]
12. Casual Workplace Style
Subject: Paternity Leave Heads Up
Hey [Manager’s Name],
Hope you’re having a good week! I wanted to give you a heads up that my wife and I are expecting our little one to arrive around [Date]. I’m planning to take some paternity leave starting then.
I’m thinking about [Number] weeks off, which would have me back in the office around [Return Date]. I know that might seem like a lot, but I really want to be there for my wife and help get our family settled into our new routine.
Don’t worry about the work stuff – I’ve got it covered. I’m already chatting with [Colleague’s Name] about taking over my accounts, and I’ll make sure everything is documented properly before I head out.
I know you’re always flexible with the team, and I really appreciate that. This time with my new baby is going to be incredibly important, and knowing I have your support makes all the difference.
Let me know if you want to grab lunch sometime soon to talk through the details. I promise I’ll make sure everything runs smoothly while I’m gone.
Thanks for being such an awesome manager!
Talk soon,
[Sender’s name and designation]
13. Second Child Experience
Subject: Paternity Leave Request – Baby #2 on the Way
Dear [Manager’s Name],
I’m excited to let you know that my wife and I are expecting our second child on [Date]. Based on my experience with my first paternity leave two years ago, I’d like to request [Number] weeks off starting [Start Date].
Having been through this process before, I have a much better understanding of how to balance family needs with work responsibilities. This time, I’m planning a more structured approach to my leave and return.
I’ve learned that the first two weeks are crucial for family bonding and supporting my wife’s recovery, so I’ll be completely offline during that period. For the remaining time, I could be available for truly urgent matters if needed, though I’d prefer to keep this to a minimum.
My handover process will be more comprehensive this time around. I’ve already identified which colleagues handled different aspects of my work previously and what worked well versus what could be improved.
Our toddler will also need extra attention during this transition, so having adequate time at home is essential for helping our whole family adjust to the new addition.
I appreciate your continued support as we grow our family. Let’s schedule time to discuss the timing and coverage plan.
Best regards,
[Your name and designation]
14. Performance-Conscious Request
Subject: Paternity Leave Request – Maintaining Excellence
Dear [Manager’s Name],
I’m writing to request paternity leave following the anticipated birth of my child on [Date]. I would like to take [Number] weeks beginning [Start Date] and return on [Return Date].
As someone who takes pride in delivering consistent high-quality work, I want to ensure my absence doesn’t impact our team’s performance standards. I’ve been working overtime recently to get ahead on deliverables and have completed [Specific Achievement] ahead of schedule.
My preparation strategy includes comprehensive documentation of all processes, early completion of time-sensitive projects, and thorough briefings with colleagues who will provide coverage. I’ve also built buffer time into all current project timelines to account for my absence.
I understand that my role is important to our department’s success, which is why I’m committed to making this transition seamless. The skills and knowledge I bring to our team will be even stronger when I return, refreshed and motivated after this important family time.
I’m confident that with proper planning, my paternity leave will not compromise the excellent service our clients expect from us. I welcome the opportunity to discuss how we can make this work optimally for everyone involved.
Thank you for your understanding and continued trust in my professional commitment.
Sincerely,
[Insert sender’s name and role]
15. Grateful and Personal Approach
Subject: Paternity Leave Request – A Personal Note
Dear [Manager’s Name],
I hope this message finds you well. I’m writing to share some personal news that fills me with incredible joy and to discuss how it affects my work schedule.
My wife and I are blessed to be expecting our first child on [Date]. This pregnancy has been a journey of anticipation and preparation, and now we’re approaching the most exciting part – welcoming our little one into the world.
I would be grateful for the opportunity to take [Number] weeks of paternity leave starting around [Start Date]. This time will allow me to support my wife during recovery, bond with our baby, and establish routines that will help our family thrive.
I’ve always appreciated how our company values work-life balance and supports employees during major life transitions. Your understanding during this special time means more to my family than I can adequately express.
Over the next few weeks, I’ll be preparing everything needed for a smooth transition. I’m committed to ensuring that my absence doesn’t create additional stress for you or our team members.
Becoming a father represents a profound change in my life, and I’m grateful to work for an organization that recognizes the importance of family. Thank you for creating an environment where employees can pursue both professional success and personal fulfillment.
I look forward to discussing this further and planning the best approach for everyone involved.
With sincere appreciation,
[Sender’s name and designation]
Conclusion
Writing an effective paternity leave request email requires balancing professionalism with personal authenticity. Your communication style should reflect your workplace culture while clearly conveying your needs and commitment to maintaining work quality during your absence.
The most successful paternity leave requests demonstrate advance planning, consideration for colleagues and clients, and flexibility in timing when possible. Whether your workplace is formal or casual, the key elements remain consistent: clear dates, comprehensive coverage plans, and genuine appreciation for your employer’s support.
Remember that requesting paternity leave is both your right and responsibility as a new father. Your family deserves your presence during this crucial time, and your employer benefits from having a well-rested, motivated employee upon your return. Use these templates as starting points, but personalize them to reflect your unique situation and workplace relationships.
The way you handle this request sets the foundation for your ongoing work-life balance as a parent. Approach it with confidence, preparation, and gratitude. Your future self – and your family – will thank you for advocating for this important time together.