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Use this model letter to provide an employee with formal acceptance of their flexible working request.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Acceptance of Flexible Working Request
I am writing to confirm that we have reviewed and accepted your request for flexible working. We are pleased to inform you that your proposed changes to your working pattern have been approved.
Your new working pattern will commence on [Start Date], and your working hours will be [New Working Hours]. [This will enable you to better balance your work and personal commitments and will allow you
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A flexible working request acceptance letter confirms that the employer has approved the employee's request for changed working arrangements. It outlines the start date, any changes to working hours, location, or pattern, and any additional terms, such as the duration or trial period.
The letter ensures both parties are clear on the new arrangements and expectations, helping to prevent misunderstandings or disputes. It also serves as a formal record of the agreement for future reference.
In essence, the letter formalises the agreement, providing clarity and certainty for both the employer and employee.
Check which resources should be implemented before and/or after the Flexible working request acceptance letter template, to understand the workflow.
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.
This Flexible working request acceptance letter template incorporates relevant UK laws and HR standards, including those listed below:
[GB: All employees have the right to make a flexible working request from day 1 of employment | NI Employees with at least 26 weeks’ continuous service with you have the right to make flexible working requests] and you have a duty to consider those requests in a reasonable manner.
You must consider any flexible working request within 2 months of the application (including any appeal), unless the employee agrees to extend this period.
Here are some UK employment legislations that support the implementation of a flexible working request acceptance letter:
The Employment Rights Act 1996: This legislation gives employees the legal right to request flexible working arrangements.
The Equality Act 2010: This legislation requires employers to consider flexible working arrangements as a reasonable adjustment for employees with disabilities, to ensure that they are not discriminated against in the workplace.
The Part-Time Workers (Prevention of Less Favourable Treatment) Regulations 2000: This legislation requires that part-time workers are not treated less favourably than full-time workers in relation to their pay and conditions, including the right to request flexible working arrangements.
The Flexible Working Regulations 2014 and The Flexible Working Regulations (Northern Ireland) 2015: This legislation sets out the procedural requirements that employers must follow when considering a flexible working request, including the requirement to respond to the request in writing.
The Data Protection Act 2018: This legislation requires that any personal data collected during the flexible working request process is handled and stored in accordance with data protection laws.
The GDPR: This legislation requires that employers obtain explicit consent from employees before collecting their personal data during the flexible working request process, and that they handle the data in accordance with GDPR regulations.
Yes. This template has been designed for organisations of all sizes, including small businesses, charities and growing employers. It follows UK employment law best practice and can be adapted to suit your organisation.
Our templates are developed with UK employment legislation, Acas guidance and HR best practice in mind and are reviewed and updated as relevant requirements change. However, every employment situation is different, so the template should be adapted to the circumstances and checked against the employee's contract and your organisation's procedures before use.
Yes, we highlight the areas of the document 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.
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable format (such as .doc or .xls) so you can customise them easily, and in PDF format for easy sharing.
If you're looking for broader support, we also offer toolkits and library bundles that include the Flexible working request acceptance letter template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
AI can produce a document quickly, but effective HR documentation needs to be more than well-written words. It needs to reflect relevant UK employment law, HR best practice, practical considerations and the circumstances in which it will be used. These resources have been professionally developed around that wider HR context, drawing on extensive practical experience, rather than simply generating a generic document from a prompt.
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 and appeal processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
"Darryl has proven himself to be reliable, professional and conscientious. He provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"Darryl is someone I trust; he is consistent, dependable, and committed to doing things properly. I have confidence in him and no hesitation in recommending him."
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