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View full libraryManage flexible and hybrid working with a complete, practical set of HR templates covering requests, assessment, discussion, decisions and review — helping you follow a clear, consistent and fair process.
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If you have received a flexible working request, this model guide sets out an effective, legal framwork to follow when handling it, and determining your response.
This guide looks at the legislation and best practises for home working, covering the statutory right of qualified workers to request to work from home and how line managers may effectively address the practical challenges that come with it.
A practical manager’s guide to sabbaticals, covering how to assess requests, manage approvals, and support employees before, during, and after leave.
Our Guide to Trialling a Hybrid Working Model offers comprehensive insights and step-by-step instructions for organisations to effectively implement and evaluate a hybrid work arrangement.
Our Flexible Working Policy outlines guidelines for employees seeking alternative work arrangements, fostering work-life balance and productivity.
Our Flexitime Policy Template outlines the guidelines and procedures for flexible working hours, promoting work-life balance and productivity while maintaining operational efficiency and meeting business needs.
Our Homeworking or Remote Working Policy Template establishes clear guidelines and expectations for employees working remotely, ensuring productivity, communication, data security, and compliance with company policies while working from home.
Our Flexible Working Agreed Decision Extension Letter Template streamlines extension requests, ensuring efficient communication and flexibility.
Our Flexible Working Application Meeting Invitation Letter template invites employees to discuss flexible work arrangements, promoting work-life balance and open communication.
Our flexible working compromise arrangement letter template simplifies finding mutually beneficial solutions while considering both employee and company needs.
Our flexible working appeal letter template can help employees formally challenge a rejected flexible working request.
Flexible working rejection appeal outcome letter template for UK employers.
Our Flexible Working Request Letter Template simplifies the process, enabling employees to request flexible arrangements with confidence and clarity.
Use this model letter to provide an employee with formal acceptance of their flexible working request.
Use this model letter to notify the employee that their flexible working request has been received and that a meeting will be set up to discuss it with them.
Flexible working rejection letter template explaining business reasons clearly and compliantly.
Our Flexible Working Trial Period Confirmation Letter template formally confirms the upcoming trial period, outlining expectations and terms for the flexible work arrangement.
Our Hybrid Working Move Confirmation Letter Template ensures clarity, guiding seamless transition and expectations for employees.
Hybrid working confirmation letter for confirming permanent home and office working arrangements following a successful hybrid working trial.
Our Hybrid Working Trial Period Announcement Letter Template formally informs employees about the upcoming trial period for hybrid work arrangements, outlining the details and expectations clearly.
Hybrid working trial period progress update letter for UK employers to review performance, communication, collaboration, concerns and agreed actions during a trial.
Our Invitation to Discuss Hybrid Working Application Letter Template formally invites an employee to discuss their hybrid work application, promoting open communication and alignment on expectations.
Sabbatical agreement letter confirming approved leave dates, pay, benefits, employment arrangements, contact requirements and return-to-work arrangements.
Sabbatical request letter template for UK employees to request extended leave, covering proposed dates, reason, handover arrangements and return to work.
Sabbatical request refused letter for employers confirming a declined sabbatical request and explaining the decision clearly and professionally.
Our Hybrid Working Trial Period Feedback Form Template gathers valuable input from employees, facilitating the evaluation of the trial period and shaping future hybrid work policies.
Homeworking agreement template for UK employers.
Our flexible working application meeting script template guides productive discussions, ensuring clear communication and mutual understanding of flexible work arrangements.
Our Flexible Working Application Review Meeting Plan template guides productive discussions, ensuring clear communication and mutual understanding of flexible work arrangements.
A structured template to review hybrid working arrangements, assessing performance, attendance, collaboration, and ongoing suitability.
More than just templates, the Flexible and hybrid working Knowledge Hub brings together practical HR guidance, real-world experience and tried-and-tested resources to help you understand the subject, manage it effectively and make informed decisions.
Flexible and hybrid working allows employees to work in different patterns or locations where the role and organisation's needs permit. The subject covers flexible working, hybrid working, home working, working patterns, flexible working requests, remote working and workplace arrangements, and forms an important part of effective people management and, where relevant, workplace compliance.
For employers, getting this area right involves more than having a policy or form in place. Employers need a clear framework that balances operational requirements with employee needs and legal rights. Decisions should be considered consistently, with appropriate attention to discrimination, caring responsibilities, health needs and the statutory flexible working process where applicable. The process should be proportionate to the circumstances, applied consistently and supported by accurate records so that managers understand what to do and employees understand what is expected of them.
The Flexible and hybrid working Templates Toolkit brings these requirements together in a practical collection of HR documents covering flexible working requests, hybrid working arrangements, decision records, expectations, reviews and communications. The templates are designed to support the key stages of the process, from planning and communication through to meetings, decisions, follow-up actions and record keeping.
This approach can help employers improve consistency between managers, reduce avoidable administration and create a clearer audit trail. It can also help organisations identify issues earlier, make better-informed decisions and manage the employee experience more effectively.
HRDocBox templates are developed from practical UK HR experience and are designed around the processes employers and HR professionals actually need to manage. The content takes account of relevant UK employment law, ACAS guidance and established HR practice, while recognising that individual circumstances and organisational policies will determine how a particular situation should be handled.
HRDocBox regularly reviews and updates its template library as employment law, ACAS guidance and practical HR requirements develop. This means employers have a professionally considered starting point that can save the time and effort involved in creating, maintaining and continually reviewing their own HR documentation from scratch. Templates should still be tailored to the organisation's circumstances and used alongside its own policies, procedures and appropriate professional advice where required.
A flexible and hybrid working process helps employers establish and manage alternative working arrangements. It will typically follow these key stages:
Flexibility should work for both sides. Clear expectations around availability, performance and communication help avoid problems later.
Understand the common mistakes employers can make when managing this area of HR, helping you reduce risk, prevent unnecessary costs and ensure the process is handled fairly, consistently and correctly.
Here we show you which resources to use to effectively respond to a request for flexible working, taking into account the different decisions and directions that are likely / possible.
Following this flowchart will ensure that you factor in all eventualities, follow legal / code of conduct or best practice processes, communicate effectively, and reduce the risk of things going wrong.
An employee requests hybrid working. The manager considers the role and operational impact, discusses alternatives, records the decision and agrees a review date for the arrangement.
The manager and HR then follow the relevant flexible and hybrid working process, making sure the facts are established, responsibilities are clear and the employee or other parties involved understand what is expected. Key decisions, evidence and actions are recorded so that the business has a clear and proportionate record of how the matter was handled.
The position is reviewed afterwards rather than treating the initial action as the end of the process. Any outstanding actions, training, support, adjustments, payments, documentation or follow-up meetings are given clear ownership and timescales. This helps the organisation demonstrate consistent practice, identify recurring issues and reduce the risk of the same problem happening again.
Flexible working describes arrangements that change when, where or how an employee works. Examples include changes to hours, working patterns, compressed hours and remote or hybrid working.
Eligible employees have a statutory right to request flexible working. Employers must consider requests in accordance with the applicable statutory process.
Hybrid working combines working from different locations, typically a mixture of workplace and remote working. Expectations should be clearly established.
Yes, a request can be refused for one or more of the statutory business reasons. Employers should follow the correct process and explain their decision appropriately.
Regular reviews can help employers and employees assess whether an arrangement continues to work effectively.
HRDocBox combines real-world HR experience, subject-matter expertise and commercial understanding to support effective flexible and hybrid working with practical, tried-and-tested resources. With instant access, editable documents, ongoing updates and 12 months' access, you get practical HR support when you need it.
How this content is developed and reviewed
The Flexible and hybrid working templates toolkit is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates and supporting information are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing flexible and hybrid working HR processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
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