Free Template

Paternity Leave Email Template

TL;DR

A paternity leave email should commit to taking the full leave you're entitled to, give clear dates, hand off responsibilities cleanly, and not apologize for being a parent. The most common mistake is hedging — 'I'll be checking email,' 'I can jump on calls if needed' — which signals that the leave isn't real and invites encroachment. If you wouldn't say it on maternity leave, don't say it on paternity leave.

When to use this template

Send a paternity leave notification to your manager 4-8 weeks before your expected leave start. Auto-reply turns on day one of leave and runs until your actual return. Use this template (vs. parental-leave-email) if your workplace and country distinguish between maternity, paternity, and shared parental leave.

Paternity Leave email templates

Scenario 1

Notification to manager

Subject

Paternity leave — [start date] through [return date]

Body

Hi [Manager],

Wanted to share my paternity leave plans. I'm planning to take the full [N weeks] starting around [target date], returning [return date]. Actual start may shift by a few days depending on when the baby arrives.

Coverage plan:
• [Responsibility 1] — [proposed cover, with brief context]
• [Responsibility 2] — [proposed cover]
• [Ongoing work item] — [proposed cover or 'pause until I'm back']

I'd like to have everything documented and a coverage check-in before I go. Want to find time in [timeframe] to walk through it?

Thanks,
[Your name]

Scenario 2

Heads-up to a key collaborator or client

Subject

Out on paternity leave [dates]

Body

Hi [Name],

Quick heads-up that I'm going to be out on paternity leave from [start] through [return]. Wanted to make sure we're set up well before then.

[Colleague] will be the point of contact while I'm out — I'll loop them in before my leave starts so the handoff is seamless. Happy to jump on a call before I go if there's anything we should walk through together.

Thanks,
[Your name]

Scenario 3

Auto-reply during leave — fully out

Subject

On paternity leave through [return date]

Body

Hi,

Thanks for your email. I'm on paternity leave through [return date] and am not checking messages — taking the full leave my new family deserves.

For anything that can't wait, please contact [colleague] at [email]. I'll respond when I'm back.

Best,
[Your name]

Tips for writing a better paternity leave email

1Take the full leave you're entitled to. A two-week paternity leave is short — anyone pressuring you to come back early or 'just check in' is undermining a basic policy.
2Don't sign off the auto-reply with 'I may check email occasionally.' You either are out or you're not.
3Use 'we' carefully. 'My partner and I' is fine; over-explaining your family setup isn't necessary in a work email.
4Push for an explicit handoff meeting before you leave — not a quick 'I'll cover for you' Slack message. Documented handoffs survive the first crisis without you.
5If your country has a 'use-it-or-lose-it' paternity leave provision, plan to use the full allocation. Untaken leave doesn't usually carry over.

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Frequently asked questions

How much paternity leave should I take?

Take the maximum your employer and country allow. Norms vary: US paternity leave often defaults to 1-2 weeks (FMLA gives 12 weeks unpaid, federally), Nordic countries offer months, and many companies now offer 8-16 weeks paid as a benefit. The decision is yours — but research consistently shows that fathers who take longer leave report better long-term involvement with their children and stronger marriages.

Should I be available for emergencies during paternity leave?

Define 'emergency' explicitly before you go, with your manager. If 'emergency' means actual fires (production outages, critical client losses), that's reasonable. If it means 'whatever feels urgent to whoever is asking,' that's expanding scope. The auto-reply should reflect your actual availability — don't say you're fully out and then check email every hour.

Should I split my paternity leave into multiple blocks?

It depends on your country and employer. Many countries (UK, Canada, Sweden) allow splitting; others (US under FMLA) generally require continuous blocks. Splitting can help with bonding at different developmental stages — e.g., 4 weeks at birth and 4 weeks at month 6 when your partner returns to work. Check your HR policy; some companies require continuous unless explicitly authorized.

Related email templates

Parental Leave Email Template →

Use the parental leave template when your situation doesn't cleanly map to traditional maternity/paternity categories — adoption, foster placement, same-sex partnerships, shared parental leave under UK/EU policy, or any time you prefer gender-neutral framing. The communication structure is identical to maternity/paternity; only the framing changes.

Maternity Leave Email Template →

Send a maternity leave notification email to your manager and HR 8-12 weeks before your expected leave date. Send a separate handoff email to clients and direct collaborators 2-4 weeks before. The auto-reply turns on the day leave starts and runs until you return — or beyond if you extend.

Out of Office Email Template →

Set up an out-of-office (auto-reply) email when you'll be away from work for a full day or longer — vacations, parental leave, business trips, extended PTO, or personal leave. Most email clients let you schedule the start and end dates.

View all email templates