Letter to Request Flexible Working

Request Flexible Working Letter UK

In the UK, all employees have the right to formally request a change to their working pattern. This process is known as making a statutory flexible working request. While many companies have their own forms, a well-crafted letter remains a powerful and professional way to present your case. This guide will help you understand how to write an effective letter for requesting flexible working in the UK, what your rights are, and how to navigate the process from submission to decision.

What is a flexible working request letter?

A flexible working request letter is a formal, written document you submit to your employer proposing a permanent change to your terms and conditions of employment. This change could relate to your hours, the times you work, or your place of work. Unlike an informal chat with your manager, this letter triggers a statutory procedure that your employer is legally obliged to follow. It puts your request on the record and ensures it is considered in a reasonable manner. The letter is your opportunity to make a compelling, business-focused case for the change you desire.

Key information to include in your letter

To be considered a valid statutory request, your letter must contain specific information. Omitting these details could give your employer grounds to reject it on procedural terms. Ensure your letter clearly states:

• Your personal details: Full name, job title, and the date of the request.
• A clear statement: That this is a statutory request for flexible working under UK law.
• The proposed change: A precise description of the new working pattern you are requesting and the date you wish it to start.
• Impact assessment: How you believe the proposed change might affect the business and your colleagues, and suggestions for managing any potential effects.
• Previous applications: A declaration if you have made any previous flexible working requests and when they were made.

How to structure your flexible working request letter

A logical structure helps your employer understand your request quickly and demonstrates your professionalism. Follow this framework:

1. Header and Date: Your address, employer's address, and the date.
2. Subject Line: Clearly state "Statutory Request for Flexible Working".
3. Salutation: Address it to your manager or the appropriate HR contact.
4. Opening Paragraph: State your name, position, and that you are making a formal, statutory request.
5. Detailed Request: Specify the exact change (e.g., "I propose to work from home on Mondays and Wednesdays each week").
6. Business Case: Explain the benefits to the company, such as increased productivity, better focus, or reduced overheads. Address potential challenges and propose solutions.
7. Closing Paragraph: Express your willingness to discuss the request further and to trial the arrangement.
8. Signature: Sign and print your name.

Understanding your employer's obligations

Upon receiving your statutory request, your employer has specific duties. They must deal with your request in a reasonable manner. This typically involves:

• Assessing the request: They must evaluate the merits of your application, considering the benefits and drawbacks for the business and your role.
• Holding a meeting: Your employer should arrange a discussion with you to explore your proposal in detail before making a decision.
• Providing a decision: They must notify you of their decision in writing. If the request is accepted, it will result in a permanent change to your contract.
• Right of appeal: If your request is rejected, you have the right to appeal the decision.

Organisations like ACAS provide detailed codes of practice that employers are encouraged to follow, promoting fairness and good communication throughout the process.

Common flexible working arrangements

Flexible working can take many forms. When writing your letter to request flexible working in the UK, being specific about the arrangement you want is crucial. Common types include:

• Part-time work: Working fewer hours than your full-time contract.
• Flexitime: Having flexibility around your start and finish times, often within a set "core hours" window.
• Compressed hours: Working your total weekly hours over fewer days (e.g., a four-day week).
• Remote or hybrid working: Working from home or another location for some or all of your working week.
• Staggered hours: Having different start and finish times to avoid peak commuting times.
• Job sharing: Splitting one full-time role with another person.

What to do if your request is denied

If your employer rejects your request, they must state the specific business reasons for the refusal, which are defined in law. These can include factors like additional costs, a detrimental impact on quality or performance, or the inability to reorganise work among existing staff. Do not be discouraged. First, consider exercising your right to appeal. Ask for the appeal procedure and submit a letter outlining why you believe the decision should be reconsidered. You can also seek advice from Citizens Advice or ACAS. If you feel the process was handled unreasonably or you were discriminated against, you may have grounds to take the matter further.

Legal rights regarding flexible working in the UK

The legal framework for flexible working requests is designed to be employee-friendly. Key points include:

• Eligibility: All employees have the legal right to request flexible working.
• Frequency: You can make one statutory request every 12 months.
• Employer's duty: Employers must deal with requests in a reasonable manner and can only refuse based on specified business grounds.
• No automatic right: It is important to understand that the law provides a right to request flexible working, not a right to receive it. The employer's business needs are a central part of the decision.

Recent legal updates have strengthened this right, making it more accessible to employees from the outset of their employment and introducing requirements for quicker consultation. Staying informed about these updates is advisable.

How do I request flexible working in the UK?

You request flexible working by submitting a formal written request to your employer. This is your formal request letter. Ensure it is dated, includes all the required statutory information, and proposes a specific new working pattern. Submit it to your line manager or the HR department. It is often good practice to discuss your intention to make a request informally first, but the formal letter is what triggers the legal process.

Does my employer have to accept my flexible working request?

No, your employer does not have to accept your request. They have a legal obligation to consider it in a reasonable manner and can reject it for specific business reasons, such as burden of additional costs or an inability to meet customer demand. The key is that the refusal must be based on facts and a proper assessment, not simply a blanket policy.

How to ask for flexible work options?

Asking effectively involves preparation. Before writing your letter, research how your proposed change could work in practice. Consider the impact on your team and clients. Frame your request positively, focusing on how the new arrangement could maintain or even improve your productivity and benefit the business. A well-structured letter can provide a useful starting point for presenting this argument.

How to write a letter requesting a change of shift?

A letter requesting a change of shift should follow the same statutory format. Be extremely precise: detail the exact hours you wish to work (e.g., "7am to 3pm instead of 9am to 5pm"). Explain the reason clearly (e.g., childcare commitments, better alignment with international colleagues) and proactively suggest how handovers or coverage during your proposed non-working hours will be managed.

How to submit a flexible working request in the UK?

Submission is straightforward. Provide your completed and signed letter to your employer. You can do this by email (which constitutes a written request), by handing a printed copy to your manager, or by sending it via internal mail to the HR department. Keep a copy for your own records and note the date you submitted it.

What is the new UK law on flexible working?

The law has been updated to strengthen employee rights. Significant changes aim to make the process more accessible and collaborative, including making the right to request available from the outset of employment and introducing requirements for quicker consultation.

Can you provide a template for a flexible working request?

Yes, a template provides a solid foundation. A good template will have placeholders for your personal details, a clear structure for outlining your proposed arrangement, and prompts to help you develop the business impact assessment. Using a template ensures you don't miss any of the legally required elements while saving you time.

Can you give me an example of a flexible work arrangement?

An example of a formal request for part-time work might propose moving from a standard 37.5-hour, five-day week to a 30-hour week worked over four days (Monday to Thursday). The letter would specify the new daily hours, argue that core responsibilities can be condensed efficiently, and propose a plan for handling communications on days not worked.

How to ask for a flexible working hours interview?

If your employer does not automatically arrange a meeting, you can proactively request one. After submitting your letter, you could send a follow-up email to your manager stating that you look forward to discussing your flexible working request at the forthcoming meeting. This demonstrates your engagement and ensures the process keeps moving.

Download our free flexible working request letter template and get started today! A well-prepared request is your strongest tool. Use our adaptable template to craft a professional, compliant letter that clearly presents your case for a better work-life balance.