Applying for parental leave: A guide for NZ employers and parents
When an employee plans to take parental leave as a primary caregiver or partner, there are a few important steps — and deadlines — that both employers and employees must follow. Clear communication and a consistent process help reduce stress and ensure everyone’s on the same page. Here's what you need to know.
Applying for parental leave (time off)
Timeframe
Employees must notify their employer in writing about their intention to take parental leave. The required notice period depends on the type of care arrangement:
Birth parents: At least 3 months before the expected due date.
Taking permanent care of a child under 6, such as adoption: At least 14 days before the placement date
Request requirements
The written request must include:
Basic information
The leave types, including primary carer leave, partner's leave, extended leave and negotiated leave
The intended start and end dates for each leave type
The duration of each leave type
If the employee is sharing leave with their partner
The dates both parents plan to start and finish each period of leave
The employee’s partner's name and, if they’re working, their employer's name and address
Confirmation that both are eligible for the leave being applied for
Confirmation that total leave won't exceed 52 weeks (excluding partner's leave)
Required documentation
A birthing parent: A copy of the medical certificate from the doctor or midwife showing the name of the pregnant person and the baby's due date
A partner of a birthing parent: A written letter from their pregnant partner confirming the relationship and shared care responsibility
For permanent care of a child under 6: One of the following:
Certified copy of court order placing the child in your care/custody
Letter from the Ministry confirming you are/will be the primary carer
Copy of adoption/parenting order application plus statutory declaration
If none available: statutory declaration using wording from Parental Leave and Employment Protection Regulations 2016, Schedule 2, Form 1
Note for self-employed parents: If you're self-employed, you don't need to apply for leave from an employer. You simply need to stop working when you want your parental leave to begin.
Employer response timeline
Responding to a request for parental leave
Once an employer receives a parental leave request, the process can take up to 42 days total, depending on whether additional information is needed:
Stage 1: 7 days for the employer to ask for any additional information required
Stage 2: 14 days for the employee to provide that information
Stage 3: 21 days for the employer to provide a formal written response confirming:
Whether the employee is eligible for parental leave (and reasons if not)
The employee’s rights and obligations when taking parental leave
Whether the employee will be able to return to the same position
The date parental leave will end
Either the return-to-work date (if their job will be kept open) or the period of preference start date
Reminder about the 21-day notice requirement for return to work
Circumstances allowing early return to work
Any applicable organisational policies or enhanced benefits
Employment NZ provides a response template.
Post-leave confirmation
After an employee goes on leave, employers must confirm the final arrangements in writing within 21 days, including:
The date their parental leave will end
If their job is being kept open:
Their return to work date
A reminder that they need to write to the employer at least 21 days before they’re due back at work to confirm plans
If their job is not being kept open: The start date of their period of preference
Details of the circumstances in which they can return to work early.
Employment NZ provides a response template.
Applying for government-paid parental leave
Primary carers must apply separately to Inland Revenue for paid parental leave payments here. This doesn't happen automatically through the employer.
If you're self-employed, you still need to apply to the IRD for paid parental leave, even though you don't need employer approval to take time off.
See: Understanding your government-paid parental leave entitlements
When to apply
Earliest: The earliest a primary carer can apply is once they have official documentation confirming they’re expecting or assuming care of a child, such as:
A letter from a midwife or obstetrician
A court order for adoption or guardianship
Deadline: Primary carers must apply before the earlier of:
The child’s first birthday for birth parents or 12 months after becoming the primary carer of a child under six
Before the employee returns to work (except for Keeping in Touch hours).
Typically, employees apply for parental leave payments after their employer has agreed to their leave arrangements.
How to apply
Parents can apply for government-paid parental leave through the Inland Revenue website here.
Helpful links:
Understanding your government-paid parental leave entitlements (including the rules for transferring paid leave to a spouse or partner)
Premature baby: Understanding your NZ entitlements (including additional payments available for preterm babies born before 37 weeks)
Taking parental leave again
Employees can receive paid parental leave for each new child, but at least 6 months must have elapsed since their last period of parental leave ended. Payment eligibility must be reassessed each time.
Top tips
Managing parental leave well starts with getting the basics right on both sides. Timely notification, clear documentation, and a consistent response make a big difference.
Keep copies of all documentation and correspondence.
Parental leave (time off) and parental leave payments have separate eligibility requirements. Use our New Zealand Parental Leave Entitlements Estimator.
For parents: Consider how your leave might align with your partner's leave if you're planning to share caregiving responsibilities.
For further enquiries
While we work to keep our information current, the last word lies with the relevant government agencies:
Contact Inland Revenue (IRD) about government-paid parental leave, including payment eligibility, application processes and transferring payments.
For everything else related to parental leave entitlements, contact the Ministry of Business, Innovation and Employment (MBIE) through Employment New Zealand.
How Crayon can help
At Crayon, we specialise in helping New Zealand employers develop parental leave policies and processes that support both their business needs and the wellbeing of their team members
Book a free policy review to chat with us about optimising your return-to-work processes for all parents in your organisation.
Now for the important legal part: This article provides general information only and should not be relied upon as legal advice. For specific guidance related to your organisation's circumstances, please consult with a qualified employment law professional. The information in this article is current as at 11 April 2025.
Stephanie Pow
Founder & CEO of Crayon
