Paternity Leave Policy Template for Private Companies

A paternity leave policy gives paid time off to an employee whose child is born, so that he can support his partner and care for the newborn in the first weeks. For private companies in India it is a benefit set by company policy rather than a fixed statutory entitlement, which makes clear written rules on days, timing and documents all the more important.

When to use it: Adopt it when you want to give new fathers a defined benefit instead of informal leave, during an annual benefits review, or when an employee asks what he is entitled to. HR proposes the number of days, finance confirms the cost and management approves it.

Paternity leave policy template

Copy the text below and replace everything in square brackets with your company details.

1. Purpose

This policy gives employees of [Company Name] paid leave on the birth of their child, so that they can support their family during the first weeks after the birth.

2. Scope

It applies to male employees, and to any employee whose spouse or partner gives birth, who have completed [3] months of service on the date of birth. Leave when a child is adopted is covered by the Adoption leave policy.

3. Entitlement

An eligible employee receives [10] working days of paid paternity leave for each birth, for up to [two] children during employment.
Paternity leave is paid at the employee's full salary.
It is in addition to other leave and does not reduce any leave balance.

4. When to take it

Paternity leave may be taken from [15] days before the expected date of delivery up to [3] months after the birth.
It may be taken in one spell or in up to [2] spells.
Leave not taken within the window lapses and is not encashed.
It may be joined with earned leave with the manager's approval.

5. Applying

The employee tells the manager the expected date of delivery at least [4] weeks ahead where possible.
He applies in the leave system, and the manager and HR approve the dates.
A copy of the birth certificate or hospital discharge summary is submitted within [30] days of the birth.
For a premature or emergency delivery, leave may start at once and be recorded on return.

6. Special situations

If the baby or the mother needs extended hospital care, the window for taking the leave may be extended by [1] month on request.
In the event of a stillbirth or the death of the child, the employee may still take the leave, together with leave under the Bereavement leave policy.

7. Responsibilities

Employee: give advance notice, plan a handover and submit documents.
Manager: plan cover and never discourage the employee from taking the leave.
HR: confirm eligibility, record the leave and track the entitlement for each child.

8. Exceptions

The HR head may relax the service condition for an employee who joins close to the expected date of delivery, such as a transfer from [a group company].

9. Review

HR reviews the number of days and the time window every [2] years, considering usage and what comparable employers in the industry offer.

What to include

A clear number of days

State the exact number of paid days, whether they are working or calendar days, and how many children the benefit covers. A clear number stops every case from being negotiated with the manager.

A window for taking leave

Allow the leave to be taken around the birth, for example from shortly before the due date to three months after. A window gives families room when the baby arrives early or the mother needs extra care.

Split spells

Allowing two spells lets a father be present at the birth and again when family help at home ends. It costs the company nothing extra and employees value it.

Documents after the event

Ask for a birth certificate or discharge summary within a reasonable time, not before the leave is approved. Families have more pressing things to do in the week of a birth.

A company benefit

For private employers, paternity leave is set by company policy rather than by the Labour Codes. Write it clearly into the leave framework so it is applied the same way to every eligible employee.

Common mistakes to avoid

Offering paternity leave informally, so the number of days depends on the manager.
Insisting the leave starts on the date of birth, with no flexibility.
Asking for documents before approving leave for an emergency delivery.
Deducting paternity leave from earned leave instead of treating it as separate.
Leaving adoptive fathers out of both the paternity and the adoption policy.

Run it in ZeniaHR

In ZeniaHR Leave Applications, the rules for the paternity leave type can restrict it by gender, employment type and minimum service, set the maximum days per spell and require a document after N days. Before applying, the employee sees exactly which days will be charged, the request goes to the reporting manager and then HR, and the birth certificate is kept in the employee's documents. The Leave Calendar helps the manager plan cover around the due date.

Leave management Employee documents

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Frequently asked questions

Is paternity leave mandatory in India for private companies?

The four Labour Codes do not set a paternity leave entitlement for private employers, so in most private companies it is a benefit decided by company policy. Check your state rules and any standing orders or settlements that apply to your establishment, then fix a clear number of days in the policy.

How many days of paternity leave should a company give?

It is a company decision. Five to fifteen working days is a practical range for many employers, and some offer more as part of a family benefits package. Pick a number your teams can cover, say whether it means working or calendar days and apply it to every eligible employee.

Can paternity leave be taken later, after the birth?

Yes, if the policy allows a window. A common approach lets the father take the leave any time from a couple of weeks before the due date to three months after the birth, in one or two spells. Leave not taken within the window normally lapses.

Is paternity leave available when a child is adopted?

It should be. Fathers who adopt need time to settle the child at home just as birth fathers do. Cover this either in the paternity leave policy or, more usually, in a separate adoption leave policy that applies to both parents according to their caring role.