Use these templates to manage paternity leave requests professionally.

---

Paternity Leave Request Form

Employee Copy

Detail	Information
Employee Name
Position
Department
Manager
Employment Start Date
Date of This Form

---

Section 1: Type of Leave

This request is for:

• Paternity leave (birth of child)
• Paternity leave (adoption)

---

Section 2: Birth Paternity Leave

Complete this section if requesting leave for birth of a child.

Partner's Details:

Detail	Information
Partner's name
Expected week of childbirth (EWC)	Week beginning [date]
Due date

Your Relationship:

I am the:

• Baby's biological father
• Mother's spouse/civil partner/partner
• Intended parent (surrogacy)

Declaration:

I declare that I will:

• Have responsibility for the child's upbringing
• Be taking leave to care for the child and/or support the mother

---

Section 3: Adoption Paternity Leave

Complete this section if requesting leave for adoption.

Adoption Details:

Detail	Information
Expected placement date
Date matched with child
Primary adopter's name	[If not you]

Your Relationship:

I am:

• The adopter (or joint adopter)
• The spouse/partner of the adopter

Declaration:

I declare that I will:

• Have responsibility for the child's upbringing
• Be taking leave to care for the child and/or support the primary adopter

---

Section 4: Leave Requested

When do you wish to take your paternity leave?

• Option 1: Starting on the date of birth/placement
• Option 2: Starting [X] days after the birth/placement
• Option 3: Starting on a specific date: [date]

Start date of leave: [Date]

Duration of leave requested:

• 1 week
• 2 weeks

Expected return to work date: [Date]

---

Section 5: Statutory Paternity Pay (SPP)

Do you wish to claim Statutory Paternity Pay (SPP)?

• Yes, I wish to claim SPP
• No, I do not wish to claim SPP

Average weekly earnings:

To qualify for SPP, you must have:

• 26 weeks' continuous service by end of 15th week before EWC/matching
• Average weekly earnings of at least £123

If you don't qualify, you'll receive form SPP1 explaining why.

---

Section 6: Contact During Leave

How would you like to be contacted during your leave?

• Emergency only: [phone number]
• Open to Keeping in Touch (KIT) days if needed
• Prefer no contact unless absolutely necessary

Preferred contact method:

• Mobile: ________________
• Email: ________________
• Home phone: ________________

---

Section 7: Keeping in Touch (KIT) Days

You may work up to 10 KIT days during paternity leave without losing SPP.

Would you be interested in working KIT days if needed?

• Yes, would consider it
• No preference
• No, prefer not to work during leave

---

Section 8: Change of Circumstances

I understand that I must inform my employer as soon as reasonably practicable if:

• The child is not born/placed by the expected date
• I wish to change my start date (with 28 days' notice)
• The birth/placement does not go ahead
• I want to change the length of my leave

---

Section 9: Additional Leave

Do you plan to take any annual leave before or after your paternity leave?

• Yes - [dates]
• No
• To be confirmed

Are you considering Shared Parental Leave?

• Yes - please provide information
• No
• Undecided

---

Section 10: Declaration

I declare that:

• The information provided is true and correct
• I will use the leave to care for the child and/or support the mother/primary adopter
• I meet the eligibility requirements for paternity leave
• I will inform my employer of any changes to the information provided
• I have read and understood the company's paternity leave policy

Employee signature: _________________ Date: _________

---

For Office Use Only

Detail	Information
Form received	[Date]
Received by	[Name]
Service check	Pass / Fail - [X] weeks at [date]
SPP eligibility	Eligible / Not eligible
Notification deadline met	Yes / No
Manager notified	[Date]
Payroll notified	[Date]

---

Employer Response Letter - Confirmation

---

[Company Name] [Company Address]

[Date]

[Employee Name] [Address]

Dear [Employee Name],

Confirmation of Paternity Leave

Thank you for your notification dated [date] of your intention to take paternity leave. Congratulations on your [forthcoming arrival/adoption placement].

I am writing to confirm your paternity leave arrangements.

Leave Details

Detail	Date/Information
Expected week of birth/placement	Week beginning [date]
Paternity leave start date	[Date as requested]
Duration of leave	[1 week / 2 weeks]
Expected return date	[Date]

Statutory Paternity Pay (SPP)

Based on the information provided and our records, you [are / are not] entitled to Statutory Paternity Pay.

[If entitled:]

You will receive SPP at the rate of £[current rate] per week (or 90% of your average weekly earnings if lower) for [1/2] week(s).

SPP will be paid through the normal payroll on your usual pay dates.

[If not entitled:]

Unfortunately, you do not qualify for SPP because [reason - e.g., insufficient service / earnings below threshold]. Enclosed is form SPP1 explaining this decision.

Enhanced Paternity Pay

[If applicable:] In addition to SPP, you are entitled to enhanced paternity pay under the Company scheme: [details of any enhanced pay].

Changing Your Plans

If your circumstances change and you need to change your start date, please give us at least 28 days' notice where possible.

You must inform us as soon as reasonably practicable if:

• The baby is not born by the expected week
• The birth/placement doesn't go ahead
• You want to change the duration or timing of your leave

Annual Leave

You will continue to accrue annual leave during your paternity leave. Please discuss with your manager if you wish to add annual leave to your paternity leave.

Keeping in Touch

You may work up to 10 Keeping in Touch (KIT) days during your leave if you wish, without affecting your SPP. This is entirely voluntary and would be discussed and agreed in advance.

Shared Parental Leave

If you and your partner are considering Shared Parental Leave (SPL), please let us know as soon as possible so we can provide you with the necessary information and forms.

Before You Leave

Please arrange a handover with your manager before your leave starts.

Contact During Leave

We will only contact you during your leave if absolutely necessary. If you have any questions before your leave starts, please contact [HR/Manager] on [contact details].

Congratulations again, and we wish you and your family all the best.

Yours sincerely,

[Name] [Job Title]

---

Not Eligible for SPP Letter

---

[Company Name] [Company Address]

[Date]

[Employee Name] [Address]

Dear [Employee Name],

Paternity Leave - Statutory Paternity Pay (SPP)

Thank you for your paternity leave notification dated [date].

I confirm that you may take [1/2] week(s) paternity leave starting [date].

Statutory Paternity Pay

Unfortunately, you do not qualify for Statutory Paternity Pay for the following reason:

[Select reason:]

• You have not completed 26 weeks' continuous service by the end of the 15th week before the expected week of childbirth/matching date
• Your average weekly earnings are below the Lower Earnings Limit (currently £123 per week)
• [Other reason]

Form SPP1

Enclosed is form SPP1 which confirms why you do not qualify for SPP. You may need this to claim other benefits.

Your Paternity Leave

Although you do not qualify for SPP, you are still entitled to take paternity leave.

[If company pays enhanced paternity pay:] You [will / will not] receive any company paternity pay during your leave. [Details]

[If unpaid:] Your paternity leave will be unpaid.

Other Benefits

You may be entitled to other benefits or support. Visit GOV.UK or contact your local Jobcentre Plus for information about:

• Income Support
• Universal Credit
• Other financial support

Your Leave Arrangements

All other aspects of your paternity leave remain as confirmed in your request:

Detail	Date
Leave start date	[Date]
Duration	[1/2 week(s)]
Expected return	[Date]

If you have any questions, please contact [HR/Manager].

Yours sincerely,

[Name] [Job Title]

---

Change of Paternity Leave Dates Letter

---

[Company Name] [Company Address]

[Date]

[Employee Name]

Dear [Employee Name],

Change to Paternity Leave Dates

Thank you for your notification on [date] that you wish to change your paternity leave start date.

Revised Leave Dates

Detail	Original	Revised
Start date	[Original date]	[New date]
End date	[Original date]	[New date]
Duration	[1/2 weeks]	[1/2 weeks]

Your request has been noted and approved.

[If insufficient notice:] Please note that we normally require 28 days' notice of a change, but we understand circumstances around birth/adoption can be unpredictable and have approved this change.

All other terms of your paternity leave remain as previously confirmed.

If you have any questions, please contact me.

Yours sincerely,

[Name] [Job Title]

---

Key Points for Employers

Eligibility Requirements

Requirement	Birth	Adoption
Service	26 weeks by end of 15th week before EWC	26 weeks by matching date
Relationship	Father, partner, intended parent	Adopter or partner of adopter
Purpose	Care for child / support mother	Care for child / support adopter
Timing	Within 56 weeks of birth	Within 56 days of placement

Notification Deadlines

Event	Deadline
Birth	By end of 15th week before EWC
Adoption	Within 7 days of matching
Change of dates	28 days' notice (where possible)

SPP Rates (2024/25)

• Standard rate: £184.03 per week, or
• 90% of average weekly earnings (whichever is lower)

Common Mistakes to Avoid

• Refusing leave to ineligible employees (leave is separate from pay)
• Not providing form SPP1 when SPP is refused
• Not allowing flexibility when birth date changes
• Treating differently from maternity leave requests
• Not keeping employee's notification confidential