How to make a flexible working request

Over the last few years, many employees across the UK have become accustomed to flexible working. However, as some organisations began asking staff to return to the office, more and more people have opted to request arrangements that suit them.

Whether you’re seeking better work-life balance, accommodating family responsibilities, or reducing commute times, flexible working can offer numerous benefits. However, making a request involves a structured approach to ensure it meets both your needs and those of your employer.

Here's a step-by-step guide to making a successful flexible working request.

Flexible working changes 2024: what should I know? 

From 6 April 2024, all employees have the right to make a statutory request to make permanent changes to their contract from their first day of employment. Previously, you must have worked for your employer for at least 26 weeks, however now you can immediately ask for changes to how long, when and where you work. 

In addition to this, employees can make two requests in any 12-month period, rather than the previous single request. Employers must reach a decision on the request within two months of receiving it and must consult with the employee if they’re unable to accept the request. 

Types of flexible working 

Flexible working can take various forms, such as:

Job sharing: Two people doing one job and splitting the hours.

Remote working: Doing some or all of your work from home or another location other than the usual workplace. 

Part-time: Working fewer hours than a full-time position (often working fewer days).

Compressed hours: Working full-time hours but over fewer days, for example doing your usual 37.5 hours over 4 working days. Or having a 9-day fortnight, meaning the employee has a day off every other week and makes the hours up over the other days. 

Flexitime: Having flexibility over when to start and finish work, this might mean your ‘core hours’ are 10am-4pm meaning you must work then but can make up the rest of your time earlier in the morning or later in the evening. 

Annualised hours: Working a certain number of hours over the year but with some flexibility about when you work.

Staggered hours: Having different start, finish, and break times from other workers.

Requesting flexible working 

The basic steps when it comes to requesting flexible working are as follows: 

• Employee writes to employer. 
• Employer discusses employee’s request with them and makes a decision on it within two months – or longer if this is discussed and agreed with the employee. 
• If the employer agrees to the request, they need to change the terms of the employee’s contract. 
• If the employer disagrees with the request, they must tell the employee offering business reasons for their decision. The employee may be able to appeal or complain to an employment tribunal. 

Making a flexible working request

Flexible working requests should be made in writing, either by letter or email. Employees may be asked to use a standard form that should be provided. 

In your request, you should include:

• The date of the request.
• An explanation that this is a statutory request for flexible working.
• The arrangement you would like to put in place and when you would like the change to start.
• The date of any previous flexible working requests you have made.
• Explain why you are making the request – you don’t have to give a reason, but it could help your case. 

Improving your chances

There are a number of things you can do while making your request to improve the chances of the decision going in your favour.

Think commercially

A company can only reject a flexible request for one of the following business reasons:

• The burden of additional costs.
• An inability to reorganise work amongst existing staff.
• An inability to recruit additional staff.
• A detrimental impact on quality and/or performance.
• A detrimental effect on ability to meet customer demand.
• Insufficient work for the periods the employee proposes to work.
• A planned structural change to your business.

Put yourself in the shoes of the employer and try to work through each potential issue, coming up with a solution as to why the change would actually benefit the business and your colleagues.

Be open minded

It is best to be prepared for a negotiation, and you may well need to compromise on what you want to ensure the employer is satisfied and that it will not have an adverse effect on the business.

Think about what arrangements you would be willing to accept if you cannot get exactly what you were looking for.

If you feel unable to handle negotiation, you can try and seek the help of your trade union, if you belong to one, asking them to take on this for you. If this isn’t something you want, or can, do then you may be able to an advice worker.

Rehearse

Once you have submitted your request, your employer should invite you for a meeting to discuss your proposed working arrangements.

It is a good idea to practice your ‘pitch’, getting clear in your mind the motivations behind it, the business opportunities that come with it and preparing for any pushback you may encounter during the conversation.

Employer response 

If the employer agrees to the application, they must write to the employee with: 

• A statement of the agreed alterations. 
• A start date for the flexible working to begin. 

They must also change the employee’s contract to reflect the agreement. This should be done as soon as possible, but not later than 28 days after approving the request. 

However, if the employer refuses the application, they can do so for the following reasons: 

• Extra costs that will damage the business.
• The work cannot be reorganised among other staff. 
• People cannot be recruited to do the work.
• The quality of work will be impacted.
• Performance will be affected.
• The business will not be able to meet customer demand.
• There’s a lack of work to do during the proposed working times.
• The business is planning changes to the workforce.

Conclusion

Making a flexible working request involves clear communication and understanding the potential impacts on your role and the business. By following these guidelines, you can increase the likelihood of your request being approved, leading to a more balanced and satisfying work life.

For more detailed information and guidance, visit the UK Government's official page on flexible working.

If you would like some further advice get in touch with our team today, we would be more than happy to offer some tailored advice. You can also search our latest jobs.