Flexible working

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Model documents and policies

Downloadable and customisable documents relating to flexible working. A Homeworker employment contract is also available from the Types of contract section.

For more information see the employment law pages on the right to request flexible working.
Table of contents

Letters

Word

Employer response to request for flexible working - accepting request

 (55 KB)
Last Modified: 01 Jun 2013
This letter should be used to accept an employee's request for flexible working. The letter includes example paragraphs for use in different scenarios: following an original request for flexible working; and alternative paragraphs for use following a successful appeal against an earlier refusal of flexible working. It is important to adapt this letter carefully and ensure that the amended terms reflect both parties’ intentions. If the new terms are not honoured there will be a contractual breach. Points to consider include covering all future eventualities.
Word

Employer response to request for flexible working - declining request

 (55 KB)
Last Modified: 20 Jun 2014
This letter should be used when declining an employee's request for flexible working. The letter includes example paragraphs for use in different scenarios: following an original request for flexible working; and alternative paragraphs for use following an unsuccessful appeal.
Word

Letter arranging trial period for flexible working

 (52 KB)
Last Modified: 01 Jun 2013
This letter confirms the dates of a trial period for a flexible working arrangement, detailing any salary alterations and what will happen once the trial period ends.
Word

Letter confirming an extension of time in relation to the flexible working process

 (52 KB)
Last Modified: 20 Jun 2014
This letter template informs an employee that the employer has been unable to conclude the decision-making process in response to their flexible working request within the three-month statutory time limit and confirms the reasons for this. The letter also confirms how long the extended timescale for considering the request will be and outlines what steps will be taken during this time.
Word

Letter confirming the outcome of a flexible working appeal

 (54 KB)
Last Modified: 01 Jun 2013
This template letter gives a summary of what was discussed during the flexible working appeal and notifies the employee of your decision. The letter includes options to either approve the request on a temporary or permanent basis and confirm new working patterns or to notify that the appeal has not been upheld. There is also an optional clause outlining an offer of an alternative flexible working arrangement.
Word

Letter for an employee to request flexible working

 (53 KB)
Last Modified: 20 Jun 2014
This letter should be used by employees to make an application to work flexibly. The letter confirms that the employee is eligible to make a request and outlines the hours/days and location of their requested working arrangement. The letter also includes sections for the employee to detail how a change in their working arrangement would affect their employer and colleagues and how this change could be dealt with.
Word

Letter inviting an employee to a flexible working appeal meeting

 (52 KB)
Last Modified: 20 Jun 2014
This template letter acknowledges an employee’s intention to appeal against a decision to refuse a flexible working request and invites the employee to a meeting to discuss the appeal. The letter confirms the time and date, and let the employee know that they are entitled to bring a colleague.
Word

Letter inviting an employee to a flexible working meeting

 (52 KB)
Last Modified: 20 Jun 2014
The template letter confirms the date and time of a meeting to discuss an employee’s request to work flexible and confirms the attendees and their roles. The letter also informs the employee that they are entitled to bring a colleague.
Word

Letter rescheduling a flexible working appeal meeting

 (52 KB)
Last Modified: 20 Jun 2014
This template letter arranges a revised time to meet an employee who is appealing a decision on flexible working. The letter confirms the attendees and their roles and lets the employee know that they can bring a colleague.
Word

Letter rescheduling a flexible working meeting

 (52 KB)
Last Modified: 20 Jun 2014
This letter reschedules a meeting to discuss a flexible working request, confirming the new time and date and the attendees and their roles. The letter also informs the employee that they are entitled to bring a colleague.

Policies

Word

Flexible working policy

 (61 KB)
Last Modified: 20 Jun 2014
This policy covers eligibility, contents of the request and the flexible working procedure.
Word

Flexi-time policy

 (61 KB)
Last Modified: 01 Aug 2014
Use this policy to outline the Company’s flexi-time system to employees, explaining how hours will be recorded, what are the flexible working hours (including core hours) and how the system will be monitored.
Word

Homeworking policy

 (63 KB)
Last Modified: 20 Jun 2014
This policy includes information on applying for homeworking, trial periods, training, management supervision, care and security, and the equipment that will be provided by the company.
Word

Job-share scheme

 (54 KB)
Last Modified: 20 Jun 2014
This document outlines an organisation's job share scheme, describing its key features, how employees can apply, the number of hours employees would be required to work and what happens when one half of the job share leaves.
Word

Term-time working policy

 (57 KB)
Last Modified: 16 May 2014
This policy covers aims and principles, eligibility, requests, dealing with requests, appeals, annual leave, remuneration and other terms and conditions, and termination of the term-time working arrangement.

Questionnaires

Word

Homeworking questionnaire

 (57 KB)
Last Modified: 01 Jun 2013
An employee's homeworking arrangements must comply with health and safety requirements. This questionnaire is to be completed by those employees applying to work from home.