Flexible working request rejection letter template
Our Flexible Working Request Rejection Letter Template ensures clear, fair communication of a declined request, outlining business reasons and offering next steps.
This letter should only be used if the employer is rejecting the employee's request and any alternatives that were raised at the meeting with the employee.
- 2 pages / 341 words.
- Last updated 30/09/2025.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Flexible working request rejection letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Rejection of flexible working request
Following receipt of your flexible working application and our meeting on [date], I have considered your request for a new, flexible working pattern.
Unfortunately, having given full consideration to your application, I regret that the Company is unable to accommodate your request. The reasons for this are set out below.
You requested a change to the pattern of your working hours to [describe the proposed changes].
It is the Company's view that agreeing to these changes would:
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[have a detrimental impact on operational performance]
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[have a detrimental impact on quality]
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[have a detrimental effect on the Company's ability
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A flexible working request rejection letter is a formal letter sent by an employer to an employee who has requested to change their working arrangements, such as their hours of work, their place of work, or their work pattern. The letter is used to inform the employee that their request has been denied.
The letter should provide clear reasons why the request has been rejected, and it should be written in a professional and respectful tone. The employer should explain any relevant policies or procedures that have been considered in the decision-making process, and the employee's right to appeal the decision should also be outlined.
It is usually delivered to the Employee by the Employer / HR.
It should be actioned within 14 days of the flexible working application meeting taking place.
Compliance
Compliance
This Flexible working request rejection letter template incorporates relevant UK laws and HR standards, including those listed below:
Employees have the right to make a flexible working request from day 1 of employment (they must have 26 weeks service in NI), provided they have not made more than 1 flexible working request in the last 12 months (no more than 1 per year in NI).
There is no set procedure for employers to follow when dealing with statutory requests for flexible working, but they must deal with such requests in a reasonable manner. The employer must complete the process (including responding to an appeal) within two months of the request, or a longer period if agreed with the employee.
You should refuse the original request for one or more of the permitted eight business reasons, as follows:
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Burden of additional costs.
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Detrimental effect on ability to meet customer demand.
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Inability to reorganise work among existing staff.
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Inability to recruit additional staff.
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Detrimental impact on quality.
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Detrimental impact on performance.
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Insufficiency of work during the periods you propose to work.
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Planned structural changes.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Flexible working request rejection letter template, to understand the workflow.
Flexible working application meeting script
Our flexible working application meeting script template guides productive discussions, ensuring clear communication and mutual understanding of flexible work arrangements.
Flexible working rejection appeal letter
Our flexible working appeal letter template can help employees formally challenge a rejected flexible working request.
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Flexible working request rejection letter template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise it for my organisation?
Yes, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
