Model documents and policies
Downloadable and customisable documents relating to paternity leave and pay. For more information see the employment law pages on paternity leave and pay.
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Paternity leave contract clause
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This paternity leave contract clause sets out the eligibility requirements for taking paternity leave and confirms that paternity leave is paid at the current statutory rate. The clause also refers to the organisation's paternity leave policy for further information on notice requirements.
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Declaration of eligibility for time off for ante-natal appontments (partners/fathers)
Declaration of eligibility for time off for ante-natal appontments (partners/fathers)
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This form should be given to an employee who wishes to take unpaid time off to accompany a pregnant woman at an ante-natal appointment. The form allows the employee to declare their eligibility and to outline the date and time of the appointment. The form also includes a definition of a ‘qualifying relationship’ which entitles the employee to accompany a pregnant woman.
Form for an employee to self-certify their eligibility for ordinary paternity leave and pay
Form for an employee to self-certify their eligibility for ordinary paternity leave and pay
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An employee should complete this form to show that they meet the criteria for ordinary paternity leave and pay by declaring expected dates of birth and their paternity of the child. They can also confirm that they understand the notice periods involved.
Paternity leave request form
Paternity leave request form
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This form details the information required from an employee who is requesting paternity leave. The form allows the employee to outline the expected week of birth (EWC) of the child or the expected date the child will be placed for adoption or the date the child was born/placed for adoption. The form also asks the employee to outline the dates of leave requested.
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Letter accepting paternity leave request
Letter accepting paternity leave request
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This letter confirms that a request for paternity leave has been accepted, setting out details on pay and terms of employment.
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Letter explaining that paternity leave request does not meet requirements
Letter explaining that paternity leave request does not meet requirements
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Send this letter to an employee who has submitted a request for paternity leave that does not meet the necessary requirements. The letter outlines that the request does not meet the requirements as paternity leave cannot be taken as a series of occasional days which adds up to two weeks and explains that the employee can resubmit their request in accordance with the guidelines set out in the letter.
Letter explaining the paternity rights to an employee whose baby died after birth
Letter explaining the paternity rights to an employee whose baby died after birth
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This letter should be sent to an employee to explain their right to paternity leave in the event of infant death. This letter confirms current or upcoming paternity leave entitlements and explains the statutory provision for unpaid time off for dependants. There are also options to offer the employee compassionate leave and counselling if applicable.
Letter explaining the paternity rights to an employee whose partner has suffered a miscarriage during the first 24 weeks of pregnancy
Letter explaining the paternity rights to an employee whose partner has suffered a miscarriage during the first 24 weeks of pregnancy
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This letter should be sent to an employee whose partner has suffered a miscarriage during the first 24 weeks of pregnancy. The letter informs the employee that under the circumstances they can no longer claim statutory paternity leave but may be able to take time off for dependants. It also gives details of compassionate leave and counselling if applicable.
Letter explaining the paternity rights to an employee whose partner has suffered a stillbirth
Letter explaining the paternity rights to an employee whose partner has suffered a stillbirth
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This letter should be sent to an employee whose partner has suffered a stillbirth after 24 weeks of pregnancy. The letter informs an employee that under the circumstances they are still entitled to current or intended paternity leave. It explains statutory time off for dependants as well as compassionate leave and counselling if applicable.
Letter offering contractual paternity leave and pay to an employee who is not entitled to statutory paternity leave and pay
Letter offering contractual paternity leave and pay to an employee who is not entitled to statutory paternity leave and pay
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This letter informs an employee that they are ineligible for statutory paternity leave and pay (with options for both biological and adoptive fathers). The letter explains why the employee is ineligible and goes on to offer contractual paternity leave.
Letter refusing paternity leave request
Letter refusing paternity leave request
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This letter sets out the reasons why a request for paternity leave has been refused by the organisation, including options for agency/casual workers, length of service and responsibility for the upbringing of the child.
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Letter requiring more details for paternity leave request
Letter requiring more details for paternity leave request
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This letter asks the employee to provide further information in support of an application for paternity leave and includes options such as the date the baby is due, the date that the child the employee is adopting is due to be placed with them and whether the employee wishes to take one or two weeks’ paternity leave.
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Paternity leave policy
Paternity leave policy
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The paternity leave policy covers eligibility, length of leave, paternity pay and paternity leave following adoption.
Note - this policy has been updated to reflect the introduction of parental bereavement leave from 6 April 2020.
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Policy on time off for ante-natal appointments (fathers and partners)
Policy on time off for ante-natal appointments (fathers and partners)
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This policy outlines the right of partners and fathers to take unpaid time off to accompany a pregnant woman at up to two ante-natal appointments. The policy outlines the eligibility requirements for this right and has an optional clause asking employees to submit a written declaration confirming their eligibility.