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View full libraryThis Flexible Working Request Acceptance Letter confirms that an employee’s statutory flexible working request has been accepted. It provides a clear written record of the agreed working arrangement, when it will take effect and the contractual changes that will apply.
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If you are managing flexible or hybrid working, the toolkit brings together practical HR templates covering requests, assessment, discussion, decisions and review.
This template brings together the key information, sections and considerations you need to create a clear, comprehensive and professional HR document. Preview the document below.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Flexible Working Request Acceptance
Thank you for your flexible working request dated [Date of Request].
I am pleased to confirm that your request has been accepted in full.
Agreed flexible working arrangement
From [Effective Date], your working arrangement will change as follows:
| Current working arrangement: | [Current Hours / Days / Times / Location] |
| New working arrangement: | [New Hours / Days / Times / Location] |
| Effective date: | [Effective Date] |
| Working pattern: | [Details of New Working Pattern] |
Contractual change
This agreed flexible working arrangement will form part of your terms and conditions of employment from [Effective Date]. Your contractual working arrangements will therefore be updated to reflect the
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This letter provides a formal written confirmation that an employee’s flexible working request has been accepted. It can be used where the employer agrees to the employee’s requested change in full and provides a clear record of what has been agreed.
The letter confirms that the employee’s flexible working request has been accepted and identifies the date on which the new arrangement will begin. This gives both the employee and employer a clear record of the decision.
The letter sets out the practical details of the arrangement, such as working hours, working days, start and finish times, or changes to the employee’s normal place of work.
Where the flexible working arrangement changes the employee’s terms and conditions, the letter provides written confirmation of those changes. This can be retained with the employee’s employment records and contract documentation.
The letter can clarify expectations around the new working arrangement, including any agreed review period, operational requirements or arrangements that remain unchanged.
A written acceptance letter helps prevent misunderstandings about what has been agreed and provides a useful record for HR, the employee and their manager. Contractual changes should be recorded in writing within the required timescale.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Flexible working request acceptance letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
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.
Use these best practice actions, recommended timescales and process stages to understand when and how the Flexible working request acceptance letter should be used, helping ensure each step is handled consistently and appropriately documented.
Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.
No. Where the employer accepts the statutory flexible working request in full, there is no legal requirement to consult with the employee before making the decision. The employer should confirm the decision and agreed arrangement clearly in writing.
It can do. If the agreed arrangement changes contractual terms such as hours, working days or place of work, the change should be confirmed in writing and the employee's contractual records updated.
The start date should be agreed with the employee and clearly stated in the acceptance letter. This gives the employee, manager, payroll and HR a clear date from which the new arrangement applies.
Yes. An employer and employee can agree a review or trial arrangement where appropriate. If the arrangement is a permanent contractual change, any subsequent change should be discussed and agreed in accordance with the relevant contractual and legal requirements.
No. The acceptance letter should identify the specific terms that are changing. Unless otherwise stated, the employee's other contractual terms and conditions will normally remain unchanged.
HRDocBox templates are designed specifically for UK employers and structured around practical HR processes, employment law and recognised guidance. They provide a ready-to-use starting point that can be adapted to your organisation, rather than relying on an AI-generated document that may overlook important legal or practical requirements.
How this content is developed and reviewed
The Flexible working request acceptance letter template 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."
Whether you employ 5 people or 50, hrdocbox gives you the structure, documents and expertise needed to manage employees professionally and legally.
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