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Management document package
Flexible working document library

Flexible working request rejection letter template

When to use it

Use this letter to inform an employee that their request for flexible working has, unfortunately, been rejected and includes full rationale as to why.

Note, 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. 

Employees have the right to make a flexible working request if they have worked for their employer for at least 26 weeks, and they have not made any other flexible working request in the last 12 months.

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 notify the employee of its decision within three months of the request, or a longer period if agreed with the employee.

[Company 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:

  • [have a detrimental impact on operational performance]
  • [have a detrimental impact on quality]
  • [have a detrimental effect on the Company’s ability to meet its customers’ demands]
  • [impose an unreasonable burden of additional costs on

The full Flexible working request rejection letter template will be available once purchased.

Reviewed 1 April 2022

Free downloadable guides (.pdf format)

Flexible working explained

Flexible working is simply requesting to work a different pattern to that stated on the employee's terms and conditions of employment. Any employee with 26 weeks of service with the same employer has the right to make a request to work flexibly.

Examples of kinds of flexible working that can be requested include:

  • reducing hours to work part-time
  • changing start and finish times
  • having flexibility with start and finish time (sometimes known as ‘flexitime’)
  • working hours over fewer days (‘compressed hours’)
  • working from home or elsewhere (‘remote working’)
  • sharing the job with someone else (‘job share’)