Flexible working request acceptance letter template

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Use this model letter to provide an employee with formal acceptance of their flexible working request.

Why this letter is necessary

A Flexible working request acceptance letter is used to confirm to the employee that their request for a change in working arrangements has been approved by the employer, outlining the details of the new working arrangements.

The acceptance letter should confirm the start date and any changes to the employee's working hours, location, or pattern. It should also detail any additional terms or conditions that may apply to the new arrangements, such as the duration of the agreement or any trial period.

The purpose of the letter is to ensure that both the employer and the employee are clear on the new working arrangements and any expectations or responsibilities that arise as a result. It provides clarity and certainty for both parties and can help to avoid any misunderstandings or disputes in the future.

In addition, the letter serves as a record of the agreement and can be used as evidence in any future legal or employment-related matters. It is therefore important that the letter is drafted in a clear and professional manner and includes all necessary details and terms.

Overall, the purpose of the flexible working request acceptance letter is to formalize the agreement between the employer and employee and to provide clarity and certainty for both parties.

[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.


Workflow sequence

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Flexible working request acknowledgement letter template

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.

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Flexible working request acceptance letter template


Reading time icon
Time to read / prep / use
5 mins
Document specs icon
Word count / length
222 words, 1 page A4
Date last reviewed icon
Date last reviewed
1 July 2024
flexible working request acceptance letter template

[Company name]

[Sender address]



[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 to be more productive and efficient in your role.

[As discussed during our meeting, this arrangement will be reviewed after a trial period of [Trial Period Length] to ensure that it is working for both you and the business. If any issues arise during this time, we will work together to find a mutually acceptable solution.]

In accepting your flexible working request, we would like to remind you of your responsibilities to ensure that your work is completed to the required standard, and that you are available during your agreed working hours. You should also ensure that your colleagues are aware of your new working arrangements and how to contact you during your working hours.

If you have any questions or concerns about the new arrangements, please do not hesitate to contact us. We hope that this new arrangement will benefit both you and the business, and we look forward to continuing to work together.

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Yours [faithfully | sincerely],



[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]


[For, and on behalf of [Company name] ]

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