How to request flexible working

Not all requests for flexible working need to be formal. Some organisations will allow informal arrangements, either for employees who do not have the right to request flexible working or for temporary, short-term or occasional requirements. Some organisations also offer informal (but not necessarily contractual) approaches to flexible working, such as a hybrid working arrangements. It is a good idea to check with your manager or your organisation’s policy on whether requests need to be formal or informal. 
 
Even if you are making an informal request, it is still a good idea to set out to your manager the kind of flexible working you are seeking, how long you want such an arrangement if applicable, and how you think the organisation can benefit from and accommodate it. Check out the tips below for making a formal request to help you. 

The request should include:

• the date of the request
• the change you are requesting to the terms and conditions of your employment in relation to hours, times or place of work
• the date you would like the change to come into effect
• if and when you have made a previous request for flexible working to the employer (you can make two statutory requests for flexible working within any 12-month period).

You may have only one live request for flexible working with your employer at any one time.

Your employer can accept your request immediately, but they will also schedule a meeting to discuss your request in more detail. They may also talk to you about alternatives to the request you have made. Your employer may allow you to bring someone with you to the meeting such as a trade union representative or work-based colleague. 

Before your flexible working meeting, do some research to provide the rationale for the specific type of flexible working arrangement you’re proposing. Identify how it might benefit the organisation, and consider how any potential impacts of the request can be addressed. For example, consider the tasks that you can do at specific hours or those you can do outside of those hours, or if you are interested in a job share opportunity or moving to part-time hours, think about how tasks can be covered at the team level as well as within these jobs. You’re no longer required to do this under the new legislation but it can make for a better discussion with your employer if you’re prepared.

Consider whether or not you would be willing to undertake a trial of the flexible working arrangements you have requested if this is something your employer offers – this can benefit both parties as it allows the benefits and challenges to be identified. Communicate this to your employer during the discussions. 

After the meeting your employer will then assess the advantages and disadvantages of your application and make a decision and communicate this to you. If they are going to reject your request, they must confirm to you which of the statutory reasons they are relying on. These include additional costs or an inability to reorganise the work among other employees.

If your request is accepted your employer will usually confirm this to you in writing and agree a start date. If a trial period is agreed, they may also schedule a review period. 

If your request proves unsuccessful, your employer is not required by law to offer an appeal process although Acas recommend that they should. Check your company policy to see what it says about your ability to appeal a decision.
  
If you do appeal you should set out why you disagree with the decision or why you think it was unfair or unreasonable. If you do not think that your employer followed the law or their own policy, you should also include this in the appeal letter. Make sure to follow any timescales for appeal or other requirements detailed in your organisation’s policy.  

Your employer should finalise the entire process, including an appeal if they allow one, within two months of your application.