A flexible work policy template is a structured framework that defines how your organisation accommodates non-traditional work arrangements — including flexitime, compressed hours, job sharing, part-time schedules, and location flexibility — while maintaining operational standards and legal compliance. Flexible work is no longer a perk; it is an expectation. Companies that lack a clear policy lose candidates to competitors who offer it and face legal challenges from employees who request it.
This guide provides a section-by-section template that covers the formal flexible working request process (required by law in many jurisdictions), the different types of flexible arrangement, and the governance framework that keeps everything running smoothly.
Key takeaways
- A complete flexible work policy defines types of arrangement, eligibility, the formal request process, approval criteria, and ongoing review.
- In the UK, the Employment Relations (Flexible Working) Act 2023 gives all employees the right to request flexible working from day one — not just parents and carers.
- Types of flexible work include flexitime, compressed hours, part-time, job sharing, staggered hours, and location flexibility.
- The formal request process must follow statutory timelines and requirements where applicable.
- Flexible arrangements should be trialled, reviewed, and adjusted rather than treated as permanent decisions.
Section 1: Purpose and scope
Template language:
This policy sets out [Company Name]’s approach to flexible working. It applies to all employees and supports the company’s commitment to providing working arrangements that balance business needs with employee wellbeing. The company recognises that flexible working benefits both the organisation and its people.
Section 2: Types of flexible working
Define the options available so employees can request an arrangement that fits their needs.
Template language:
The following flexible working arrangements are available:
- Flexitime: Employees work core hours [e.g., 10:00–16:00] and choose their start and end times around them
- Compressed hours: Employees work their full weekly hours in fewer days (e.g., 4 long days instead of 5)
- Part-time: Employees work reduced hours, typically [3-4] days per week
- Job sharing: Two employees share one full-time role, each working part of the week
- Staggered hours: Employees start and finish at different times to the standard schedule
- Location flexibility: Employees work from different locations (home, office, co-working) on an agreed pattern
Section 3: Eligibility
Template language:
All employees have the right to request flexible working from [date of hire / their first day]. Eligibility for specific arrangements depends on:
- The nature of the role and whether core duties can be performed flexibly
- Business and team operational requirements
- The employee’s performance record
- The impact on colleagues and customers
No employee is automatically excluded from flexible working based on their role level, contract type, or personal circumstances.
Section 4: The formal request process
In many jurisdictions, this process is legally prescribed. Follow it precisely.
Template language:
To request flexible working, employees must:
- Submit a written request to their manager (and HR), outlining the proposed arrangement, the start date, and any impact on the role or team
- The manager will acknowledge the request within [5] working days
- A meeting will be held within [X] weeks to discuss the request
- The employer will make a decision within [2] weeks of the meeting
- The decision and reasons will be provided in writing
Employees may make [2] flexible working requests per [12-month] period, though the company may accept additional requests at its discretion.
UK-specific: Under the Employment Relations (Flexible Working) Act 2023, employers must handle requests within 2 months and can only refuse on one of eight statutory grounds (additional cost, inability to reorganise work, detrimental impact on quality/performance, detrimental impact on ability to meet customer demand, insufficient work, planned structural changes, or other reasons deemed substantial).
Section 5: Approval and refusal
Template language:
Requests will be approved where the proposed arrangement can be accommodated without undue detriment to the business. Refusal will be based on one or more of the following grounds:
- Inability to reorganise work among existing staff
- Detrimental impact on quality or performance
- Detrimental impact on the ability to meet customer demand
- Insufficient work available during the proposed hours
- Planned structural changes to the team or department
- Additional costs that the business cannot reasonably absorb
Where a request is refused, the employee will receive a written explanation and may appeal the decision within [X] working days.
Section 6: Trial periods and review
Template language:
Approved flexible working arrangements will be trialled for an initial period of [3-6] months. At the end of the trial period, the manager and employee will review the arrangement and agree whether to make it permanent, adjust it, or return to the previous working pattern.
Flexible working arrangements may be reviewed at any time where there is a material change in business circumstances, team structure, or the employee’s role.
Section 7: Impact on pay and benefits
Template language:
Flexible working does not affect an employee’s hourly rate of pay or statutory entitlements (holiday, sick leave, pension). Where hours are reduced:
- Salary is adjusted proportionally for part-time arrangements
- Benefits are provided on a pro rata basis where applicable
- Bonuses and commissions are calculated based on actual hours worked or as specified in the relevant policy
Section 8: Record-keeping
Template language:
HR maintains records of all flexible working requests, including the request, meeting notes, decision, and any review outcomes. Records are retained for [6] years in accordance with [Applicable Act] requirements.
Downloadable flexible work policy checklist
- Purpose and scope with inclusive tone
- Types of flexible work defined (flexitime, compressed, part-time, job sharing, etc.)
- Eligibility criteria that do not exclude by role level or contract type
- Formal request process aligned with statutory requirements
- Approval criteria and refusal grounds documented
- Appeal process included
- Trial period and review process defined
- Impact on pay and benefits clarified
- Record-keeping responsibilities assigned
- Policy owner and annual review cadence established
Leave Balance tracks flexible working patterns alongside leave — so managers can see who is working when, approve schedule adjustments, and ensure coverage regardless of how the team’s hours are structured.
Frequently asked questions
Can an employer refuse a flexible working request?
Yes, but only on statutory grounds. In the UK, the employer must demonstrate one of the eight statutory reasons for refusal and provide a written explanation. The employee has the right to appeal. Refusals that are not based on legitimate grounds may constitute discrimination.
Does flexible working reduce salary?
It depends on the arrangement. Full-time compressed hours or flexitime should not reduce salary. Part-time arrangements typically result in proportionally reduced salary. The policy should clarify how each arrangement affects pay, and any changes should be agreed in writing.
How long does the employer have to respond to a flexible working request?
In the UK, the employer must handle the request within 2 months of receipt. This includes the time for discussion, consideration, and any appeal. Some companies respond faster, but the statutory maximum is 2 months.
Can I make multiple flexible working requests?
In the UK, employees can make one statutory request per 12-month period. However, the employer may agree to consider additional requests. Non-statutory requests (e.g., informal adjustments) may be made at any time.
Does flexible working affect career progression?
Flexible working should not affect career progression. Discriminating against an employee because they work flexibly is unlawful in many jurisdictions. The policy should explicitly state that flexible working arrangements are not considered in promotion, training, or succession planning decisions.
This article is general information, not legal advice. Consult qualified employment counsel for jurisdiction-specific guidance.