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what is a flexible working policy?
a flexible working policy sets out the flexible working arrangements that are available within a workplace. flexible working policies inform staff members and managers about the types of flexible working available and explain how to make flexible working requests.
this document is gdpr compliant.
when should i use a flexible working policy?
use this flexible working policy:
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to explain the statutory flexible working rules to staff and managers
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to clarify how the employer will treat flexible working requests reasonably, in accordance with the law
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for staff located in england, wales, or scotland
this flexible working policy is updated to cover the changes to flexible working law introduced on 6 april 2024.
sample flexible working policy
the terms in your document will update based on the information you provide
about flexible working policies
learn more about flexible working policies
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how to make a flexible working policy
making your flexible working policy online is simple. just answer a few questions and 2022世界杯32强抽签时间 will build your document for you. when you have all the information prepared in advance, creating your document is a quick and easy process.
you’ll need the following information:
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what is the employer’s name (ie the business’ name)?
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who should employees contact about matters related to flexible working? you’ll need their job title.
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common terms in a flexible working policy
flexible working policies set out how a business will handle flexible working and flexible working requests, and how these can be made. to do this, this policy template includes sections headed:
statement and purpose of policy
the policy starts by identifying the business subject to its provisions. it then sets out the reasons why the business is creating the policy and highlights its commitment to promoting equal opportunities and a work-life balance for employees.
the section explains that the policy is primarily intended to communicate employees’ statutory rights regarding flexible working, although the policy itself (eg the section on informal requests) may be changed by the employer at any time.
what is flexible working?
this section provides a definition of flexible working and provides examples of flexible working arrangements.
who can make a formal request for flexible working?
the eligibility requirements for making flexible working requests are set out in this section. this section also notes that any approved requests will result in changes to an employee’s employment contract.
process for making a flexible working request
this section sets out the recommended procedure, including the recommendation that employees speak to the person responsible for flexible working matters about their intentions before making a request.
written application
next, the policy explains that employees should make a written request, ideally at least 2 months before the date they want the changes to take effect. it sets out what should be included in the request, for example, information about the desired working arrangements and how the changes are likely to impact the business and other workers.
meeting/discussion
this section explains that the employer will usually arrange a meeting to discuss a request with the employee. it explains how the meeting should be organised and what will occur during it. it also notes that managers are encouraged to consider whether they can facilitate requests.
formal flexible working request decision
this section sets out how a decision about a request will be communicated once made. it notes the option of the employer agreeing to a request on a trial basis, and the requirement that the employee signs a formal letter confirming that they agree to their employment contract changing (ie to accommodate the new working arrangement).
it’s explained that refusals should only be made on the basis of one of the permissible reasons set out in the flexible working regulations 2014 and sets out these reasons. refusals should include the reason for the refusal and an explanation of how this reason applies, as well as information about appeals.
formal procedure: appeal
employees’ right to appeal refusals is set out here. the section explains when and how employees can make appeals and what the procedure is for dealing with them.
timing
this section sets out the employer’s intention to, where reasonable, handle requests within 2 months.
companions
the employee’s right to bring a companion to meetings is explained in this section, along with who may be chosen as a companion.
withdrawal of your formal flexible working application
this section explains that, if an employee withdraws a request after its made, this request will still count as one of the 2 formal requests that they may make within any 12 month period.
making an informal flexible working request
this section sets out the procedures the employer will follow if a worker wishes to make an informal flexible working request. it also sets out a list of what an informal request should ideally include.
note that this section is not a summary of statutory rights, as the sections above on formal requests are.
data protection
this section makes statements about the employer’s compliance with data protection laws whilst handling flexible working requests. for example, it explains that staff members’ personal data will be held securely and dealt with in line with various data protection policies.
if you want your flexible working policy to include further or more detailed provisions, you can edit your document. however, if you do this, you may want a lawyer to review the document for you (or to make the changes for you) to make sure that your modified flexible working policy complies with all relevant laws and meets your specific needs. use 2022世界杯32强抽签时间 ’s ask a lawyer service for assistance.
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legal tips for employers
make sure everybody complies with the law when handling flexible working requests
having this policy in place helps ensure that managers and other relevant people know how to properly handle any flexible working requests that they receive. however, just having the policy in place is not enough. for example, the employer must make sure that all formal requests are truly considered and only refused for permitted reasons.
in particular, ensure that any managers or other staff who handle flexible working requests are informed of the changes to flexible working law that were introduced on 6 april 2024.
for more information, read flexible working.
take into account the benefits of flexible working
flexible working doesn’t just benefit employees. letting employees work in a way that works with their other commitments, or even just their preferred working styles, can help improve their wellbeing and, consequently, productivity at work. offering flexible working arrangements can also help employers to attract and retain talented employees who may otherwise seek alternative employment to meet their needs. therefore, when you receive flexible working requests, encourage managers to truly consider whether the requested arrangements may be accommodated.
consider having other relevant policies in place
allowing flexible working is only one of the ways employers can make their workplaces forward-thinking, considerate and pragmatic. you could also create other workplace policies, for example:
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a working from home policy - to explain your approach to employees working from home and how requests for working from home arrangements may be made
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a working time directive opt out letter - to help workers work more hours across multiple jobs, if they desire
for information about more policies you may want to put in place as an employer, read hr policies and procedures.
understand when to seek advice from a lawyer
in some circumstances, it’s good practice to ask a lawyer for advice to ensure that you’re complying with the law and that you are well protected from risks. you should consider asking for advice if:
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you want to change an existing flexible working policy that is contractually binding
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you need assistance with allegations of discrimination made in connection with a flexible working request
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flexible working policy faqs
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what is included in a flexible working policy?
this flexible working policy template covers:
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types of flexible working
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who is eligible to make a statutory flexible working request
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how flexible working requests must be considered
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legitimate reasons for refusing a request
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the effect of a successful request on an employment contract
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how to make an informal flexible working request (ie a request outside of the statutory regime)
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why do i need a flexible working policy?
having a flexible working policy isn’t a legal requirement, but creating one does ensure that staff are informed about the types of flexible working they can request and how to do so. it helps them understand the processes for dealing with requests.
having a policy also helps your business to comply with the law (eg the employment rights act 1996) and shows that your business is pragmatic and eager to offer staff a good work-life balance.
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what is flexible working?
flexible working is any working arrangement that is different to a workplace’s default arrangement (eg 9-5, monday-friday). agreeing on flexible working arrangements with an employee lets them perform their work in a way that accommodates their personal needs, which can help them to perform at their best.
examples of flexible working arrangements, which are covered in this policy, include:
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working part-time
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working annualised or compressed hours
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term-time working
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job-sharing
for more information, read flexible working.
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what are the qualifying criteria for making a statutory flexible working request?
to be eligible to make a formal (ie statutory) request for flexible working, a staff member must:
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be an employee (ie not a worker or a consultant)
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not be an agency worker (unless they have employee status and are returning from parental leave)
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not have already made 2 requests to the employer within the preceding 12 months, and
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not have an outstanding (ie not yet decided) formal flexible working request with the employer (eg they’re not waiting on the outcome of an appeal)
if a worker is not eligible to request flexible working under this formal process, they can always make an informal request outside the statutory regime.
for more information, read flexible working.
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what is the process for making a formal flexible working request?
the process of making a flexible working request should start with an informal discussion with a line manager. this should be followed by the employee submitting a flexible working request in writing, setting out the proposed new working pattern. the request should ideally be submitted at least 2 months before the employee wants the changes to take effect.
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