Alex is Sprintlaw’s co-founder and principal lawyer. Alex previously worked at a top-tier firm as a lawyer specialising in technology and media contracts, and founded a digital agency which he sold in 2015.
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Flexible working requests are now a “business as usual” part of running a team - whether you’ve got five employees or fifty.
But even when your culture is supportive, the legal process still matters. If you handle a request informally (or inconsistently), you can accidentally create employment disputes, discrimination risk, and team morale issues.
In this guide, we’ll walk you through what a flexible working request template should cover, what you (as an employer) need to do when a request comes in, and how to respond clearly and lawfully - with practical copy-and-paste templates you can adapt.
Note: This article is general information for UK employers. Flexible working scenarios can be fact-specific, so it’s worth getting tailored advice before you refuse a request or propose changes.
What Counts As A Flexible Working Request (And What Changed In 2024)?
In the UK, “flexible working” is an umbrella term for changes to how, when, or where someone works.
Common examples include:
- Remote or hybrid working (eg 2 days from home per week)
- Part-time working (eg reducing from 5 to 4 days per week)
- Compressed hours (eg full-time hours over 4 longer days)
- Flexible start/finish times (eg 10am–6pm rather than 9am–5pm)
- Job sharing
- Term-time working
The Legal Framework Employers Need To Know
The statutory right to request flexible working sits under the Employment Rights Act framework and related regulations. In practical terms, the key points for employers are:
- Day-one right: employees can make a statutory request from the first day of employment (this is a major shift for small businesses used to the old 26-week qualifying period).
- Two requests per 12 months: an employee can make up to two statutory requests in a 12-month period.
- Decision timeframe: you must deal with the request within 2 months, unless you agree an extension with the employee.
- Consultation duty: you should consult with the employee before refusing (even if the request seems unworkable at first glance).
- Refusal must be for a permitted business reason: the law recognises specific grounds for refusal (more on these below).
Even when a request isn’t “statutory” (for example, a contractor asks informally, or an employee just chats to you about it), applying a consistent process is still smart - because flexible working can overlap with discrimination risks (eg childcare, pregnancy, disability, religion).
This is also why it helps to set expectations in your Workplace Policy and ensure your core terms are clear in your Employment Contract.
Flexible Working Request Template: What You Should Ask Employees To Include
Even though the request comes from the employee, many employers choose to provide a standard flexible working request template (or form) so:
- you get the information you actually need to make a decision;
- requests are consistent across your team (fairness); and
- you can show you handled the request in a reasonable way if challenged later.
Below is a practical template you can give employees. It captures what you need for decision-making and creates a clean record for your HR file.
Flexible Working Request Template (Employee Form)
1) Employee Details
- Employee name:
- Job title:
- Department/team:
- Line manager:
- Date of request:
2) Is This A Statutory Flexible Working Request?
- I confirm this is a statutory flexible working request: Yes / No
- If yes, is this your first or second statutory request in the last 12 months? First / Second
3) The Change Being Requested
- What change are you requesting? (eg change to hours/days/location/pattern)
- Please set out your proposed new working pattern clearly (days/times):
- Is the request permanent or temporary? Permanent / Temporary
- If temporary, what period do you propose?
4) Proposed Start Date
- When would you like the change to start?
5) Impact On The Business And Suggested Solutions
- What impact (if any) do you think this change may have on your role, your team, or the business?
- How do you suggest we could manage that impact? (eg handovers, coverage plan, revised duties)
6) Any Additional Information
- Any other relevant context you’d like us to consider?
7) Confirmation
- Employee signature (or typed name if submitted by email):
- Date:
Why This Template Works (From An Employer Perspective)
This structure does two important things.
First, it forces clarity. “I want flexibility” isn’t enough - you need the proposed pattern, the start date, and whether it’s temporary or permanent.
Second, it reduces risk. Asking the employee to suggest solutions encourages consultation, and it helps show you considered the request properly (rather than defaulting to “no”).
How To Handle Flexible Working Requests Lawfully (A Simple Employer Process)
If you’re a small business, you don’t need a complicated HR machine - but you do need a consistent process that you can follow each time.
Step 1: Acknowledge The Request In Writing
As soon as the request comes in, acknowledge it (email is fine) and confirm:
- the date you received it;
- that you’ll arrange a meeting to discuss;
- the timeframe you’ll aim to respond within (remember the 2-month deadline); and
- who will handle the decision (line manager vs director/HR).
This is particularly helpful if the request was made informally (eg in a chat or Slack message) and you want to bring it into a clear process.
Step 2: Meet And Consult (Before Any Refusal)
You should usually invite the employee to a discussion meeting. The goal isn’t to interrogate them - it’s to understand the proposal and explore workable alternatives.
In a typical meeting, you’ll cover:
- what the employee is asking for and why;
- how the change affects customer delivery, deadlines, supervision, and internal workflows;
- whether a trial period could work;
- alternative patterns that might meet the employee halfway; and
- any changes needed to duties, handovers, or team coverage.
If you’re considering monitoring output or changing how performance is tracked under the new arrangement, be careful - you may need to update your Acceptable Use Policy and make sure monitoring is proportionate and properly explained.
Step 3: Assess The Request Against Genuine Business Needs
A flexible working request isn’t automatically “right” or “wrong”. The question is whether you can accommodate it without harming the business.
A good assessment looks at things like:
- Customer demand: do you need coverage at certain times/days?
- Team structure: who else is available, and are there bottlenecks?
- Role requirements: does the job require on-site presence or live collaboration?
- Costs: will it create additional cost (eg hiring cover, overtime)?
- Quality and performance: will it impact deliverables, supervision, or training?
- Fairness: if you say yes here, can you handle similar requests later?
Also keep discrimination risk front of mind. Requests connected to childcare responsibilities (often impacting women), disability, or pregnancy may require extra care. Even if you have a valid business reason, a poorly-handled process can still create legal exposure.
Step 4: Decide, Confirm In Writing, And Update Documents
Once you decide, confirm it in writing. If you accept, treat it as a contractual change (unless you’re clearly running a trial only).
In practice, that means updating:
- the employee’s working pattern and location terms;
- any relevant policies (remote working, confidentiality, equipment use); and
- where appropriate, your Staff Handbook so your whole team has a consistent reference point.
How To Respond To A Flexible Working Request (With Employer Templates)
Your response letter (or email) is where many employers trip up.
Even if you’ve had a great meeting and everyone’s aligned, you still want a written record that’s clear, professional, and sets expectations.
Below are three practical response templates: acceptance, trial/modified acceptance, and refusal.
Template 1: Accepting A Flexible Working Request
Subject: Outcome Of Flexible Working Request
Hi ,
Thanks for your flexible working request dated .
Following our meeting on , we’re pleased to confirm that your request has been approved.
New working arrangements
- Proposed change:
- New working pattern:
- Work location:
- Start date:
- Review date (if applicable):
This change will be treated as a permanent variation to your terms and conditions of employment unless otherwise agreed in writing.
Please confirm your acceptance of these arrangements by replying to this email.
Kind regards,
Template 2: Agreeing With Changes / Trial Period
Subject: Outcome Of Flexible Working Request
Hi ,
Thanks for your flexible working request dated .
Following our meeting on , we can accommodate your request on a trial basis, with some adjustments to ensure business coverage.
Trial working arrangements
- Trial period: from to
- Working pattern during trial:
- Work location:
- How we’ll review this:
- Review meeting date:
At the end of the trial, we’ll meet to confirm whether the change will become permanent, whether it needs adjustments, or whether we’ll revert to your previous working arrangements.
Please reply to confirm you’re happy to proceed on this basis.
Kind regards,
Template 3: Refusing A Flexible Working Request (With Statutory Reasons)
Subject: Outcome Of Flexible Working Request
Hi ,
Thanks for your flexible working request dated .
We met on to discuss your request and we’ve carefully considered the proposal and any alternatives discussed.
After consideration, we’re unable to approve your request for the following business reason(s):
Explanation
If you would like to appeal this decision, please email by and set out the grounds of your appeal. We’ll then arrange an appeal meeting as soon as reasonably practicable.
Kind regards,
The Permitted “Business Reasons” For Refusal (Checklist)
Under the statutory scheme, employers can refuse a request only for recognised business grounds. These include:
- the burden of additional costs;
- detrimental effect on ability to meet customer demand;
- inability to reorganise work among existing staff;
- inability to recruit additional staff;
- detrimental impact on quality;
- detrimental impact on performance;
- insufficiency of work during the periods the employee proposes to work; or
- planned structural changes to the business.
Practical tip: pick the reason(s) that genuinely apply and explain them with real operational detail. A refusal that’s technically “on the list” but not backed by evidence or consultation is where small businesses can run into trouble.
What Else Employers Should Put In Place So Flexible Working Doesn’t Become A Headache
It’s easy to focus on the request letter itself - but flexible working usually triggers broader questions about consistency, confidentiality, performance management, and equipment.
Here are the “supporting documents” that help you stay protected from day one.
1) Clear Contract Terms And Variation Records
If you approve flexible working, you’re often changing contractual terms (hours, days, location). Make sure your variation is recorded properly and aligns with your Employment Contract.
If you’re unsure whether something is a contractual change or a discretionary arrangement, it’s worth getting advice - because accidental contractual changes can be hard to unwind later.
2) A Consistent Policy (So You Don’t Treat People Differently By Accident)
Having a consistent approach helps you avoid “why did they get it but I didn’t?” disputes.
A short flexible working section inside your Workplace Policy or handbook can cover:
- how requests should be submitted (template/form);
- expected timeframes;
- how meetings and trials work;
- how decisions are documented; and
- what factors the business will consider.
3) Data Protection And Device Rules (Especially For Remote Work)
Remote and hybrid working often means employees use home Wi-Fi, personal phones, or access customer data off-site.
That brings GDPR and data security into the conversation. Depending on your setup, you may need stronger privacy documentation and internal rules, such as a GDPR package and clear device/email usage standards.
4) Manage Performance Fairly (And Document Expectations)
If flexible working changes how someone is supervised, be proactive about expectations.
For example:
- set clear deliverables and deadlines;
- agree core hours for availability;
- agree how handovers happen; and
- diarise review points, especially for trial periods.
If performance becomes an issue later, having a consistent process matters - and many small businesses lean on structured performance management approaches like a Performance Improvement Plan when appropriate.
Key Takeaways
- A flexible working request template helps you collect consistent information, make better decisions, and keep proper records.
- Employees can make a statutory flexible working request from day one, and you generally need to conclude the process within 2 months (unless you agree an extension).
- You should consult with the employee before refusing a request - and consider alternatives like a trial period or modified pattern.
- If you refuse, your refusal should be based on a recognised business reason and supported with practical detail (not vague statements).
- If you approve flexible working, treat it as a proper variation: update terms in writing and align your contract and policies so expectations are clear.
- Flexible working often triggers wider needs around confidentiality, monitoring, data protection, and performance management, so make sure your internal documents keep up.
If you’d like help putting together a flexible working request process, updating your contracts and policies, or responding to a tricky request, you can reach us at 08081347754 or team@sprintlaw.co.uk for a free, no-obligations chat.
