Call Us0333 0146 683
Knowledge centre

Paternity leave policy example template: free PDF download

3-minute read

Paternity leave policy example template: free PDF download
Anna Delves

Anna Delves

8 December 2016

If your business employs any staff, chances are at some point one or more of them will have a baby. You can get our maternity policy template here, but it’s also important to have a comprehensive paternity policy in place.

Paternity leave policy template - free PDF or Word download

Sign up for our special content and email newsletters to access these documents. Once you’ve filled that in you can select whether you want your template as a PDF or a Word document and it will be with you in moments.


Your email address will be used by Simply Business to keep you posted with the latest news, offers and tips. You can unsubscribe from these emails at any time. Simply Business Privacy policy.

Why use a Clarkslegal template?

As a small business owner, you’re well aware that your needs are vastly different to those of a large corporation. And that’s where Clarkslegal comes in. They've created templates particularly with the needs of small businesses in mind. We’ve joined forces with them to bring you quality, relevant legal documentation.

Paternity leave policy sample for small business

Our paternity leave template consists of six sections, covering both the legal requirements for paternity pay as well as optional and customisable sections. These are:

Entitlement to paternity leave

The first section explains what criteria an employee will have to meet in order to qualify for paternity leave. This includes both the relation to the child that is to be born, as well as how long you need to have worked for the company.

Additionally, when a couple adopts a child, the “primary adopter” is entitled to adoption leave and the partner may take paternity leave.

Notification of paternity leave

As an employer, it’s important you know if and when your employees are going to be absent. This section specifies that your employees need to tell you when their child is to be born or adopted, whether they wish to take one or two weeks off, and at what point their leave is going to start.

As well as that, it lets them know how far in advance they need to inform you of their upcoming paternity leave and how to go about doing so.

Paternity leave allowance

This section covers how much employees are entitled to, how they’re allowed to take that leave (as consecutive days or otherwise) and what benefits they’re entitled to while on paternity leave.

Time off to accompany a pregnant woman to antenatal appointments

As of 2014, employees are entitled to unpaid leave on two occasions of 6.5 hours each in order to accompany pregnant women or primary adopters to antenatal/adoption appointments. This section explains this right, including what relationship you need to have with the pregnant woman/primary adopter in order to qualify and how to claim the time off.

Statutory paternity pay (SPP)

As with maternity leave, fathers (or adopters) on paternity leave are entitled to statutory paternity pay. This is either the rate set by the government , or 90% of the employee’s average weekly earnings - whichever is lower.

This section explains SPP to employees, also stating how SPP will be paid and that National Insurance contributions and income tax are still deductible from SPP.

Rights on and after return to work

Legally, those returning from leave must be allowed to take up the same job with the same terms and conditions of employment as they had when they went on paternity leave.

If you wish to give these individuals further rights you can use this section to do so, but bear in mind that you must offer those returning from maternity/adoption leave the same benefits so as not to discriminate.

Shared parental leave

Some parents may wish to split their leave using shared parental leave. Mothers will always have to take the first two weeks after birth as leave for themselves, but they can then cut their maternity leave short for shared parental leave, where the days off are also taken by the father. Couples who adopt may also choose to take shared parental leave after the first two weeks.

Both parents can then choose how to split up the rest of the leave entitlement - of up to 50 weeks.

Using the Clarkslegal paternity leave policy template

The Clarkslegal paternity leave template can be used as is, or you can make your own edits to it. If you wish to do so, you should consult legal counsel to make sure any edits you make comply with the law.

Click here to download a PDF of the paternity leave policy template.

Paternity leave policy template - free Microsoft Word document for download

If you would like to make changes and don’t have Adobe Acrobat, you can also download our paternity leave policy template in Word format.

This document has been produced by Clarkslegal so we can’t take responsibility for its contents. We’d recommend you take professional advice before making any important decisions based on its contents.

Looking for employers' liability cover?

As the UK's biggest business insurance provider, we specialise in employers' liability insurance. We'll run you a quick, tailored quote right now online, and let you decide if we're a good fit.

Start your quote

Find this article useful? Spread the word.


Keep up to date with Simply Business. Subscribe to our monthly newsletter and follow us on social media.

Subscribe to our newsletter

© Copyright 2020 Simply Business. All Rights Reserved. Simply Business is a trading name of Xbridge Limited which is authorised and regulated by the Financial Conduct Authority (Financial Services Registration No: 313348). Xbridge Limited (No: 3967717) has its registered office at 6th Floor, 99 Gresham Street, London, EC2V 7NG.