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View full libraryThis Flexible Working Request Rejection Letter provides a clear written outcome where a statutory flexible working request cannot be accepted. It explains the business reason for the decision, records the proposed working change and confirms the employee's opportunity to appeal where the organisation operates an appeal process.
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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 – Outcome
Thank you for your statutory flexible working request dated [date of request].
Your request was to:
| Current working arrangement | [Details] |
| Requested change | [Details of requested change] |
| Proposed start date | [Date] |
We have carefully considered your request and discussed it with you as part of the consultation process. We have also considered the potential impact of the proposed arrangement and any alternative arrangements discussed.
Having considered the information available, I am writing to confirm that your flexible working request is not accepted.
Reason for the decision
We have carefully considered your request and the information discussed during the consultation process. Unfortunately, we are unable to agree to the requested working arrangement for the following business reason(s):
[Please retain the applicable reason(s) below and remove
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This letter provides a structured way to communicate the outcome of a statutory flexible working request where the organisation has decided that the requested change cannot be accepted. It is designed to ensure the employee receives a clear explanation rather than simply being told that their request has been declined.
The letter records the flexible working arrangement requested by the employee, including the proposed change to hours, days, working pattern or place of work. This helps ensure that the decision clearly relates to the request that was actually considered.
A statutory request can only be refused for one or more of the permitted business reasons. The letter therefore identifies the relevant reason and explains how the requested arrangement would affect the organisation in practical terms.
Where the request is not accepted in full, the employee must be consulted before a decision is made. The letter can briefly record that the employee's views and any alternative arrangements discussed were considered before the final decision.
An employer may be able to agree part of the requested change, an alternative working pattern or a temporary arrangement. Where these options have been considered but cannot provide a workable solution, the decision letter can explain this without unnecessarily repeating the entire consultation discussion.
There is no statutory right of appeal against a flexible working decision, but offering an appeal is recommended by Acas as good practice. Where an appeal process is provided, the letter should explain how and when the employee can appeal and, where possible, ensure the appeal is handled impartially.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Flexible working request rejection letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
Our flexible working application meeting script template guides productive discussions, ensuring clear communication and mutual understanding of flexible work arrangements.
Our flexible working appeal letter template can help employees formally challenge a rejected flexible working request.
Use these best practice actions, recommended timescales and process stages to understand when and how the Flexible working request rejection 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.
Yes, but a statutory request can only be refused for one or more of the permitted business reasons. The employer must also consult the employee before refusing the request and should handle the process reasonably.
Yes. The written decision should clearly explain the specific business reason or reasons relied upon and provide enough information to explain how the requested arrangement would affect the organisation.
There is no statutory right of appeal against a flexible working decision. However, Acas recommends offering an appeal as good practice. If the organisation provides an appeal process, the outcome letter should explain how the employee can use it.
Yes. The employer and employee can discuss alternatives, including accepting part of the request, proposing a different working pattern or agreeing a temporary arrangement or trial. Any agreed permanent contractual changes should be confirmed in writing.
The statutory flexible working process still applies, but the employer must also consider whether the requested change or another change could be a reasonable adjustment under the Equality Act 2010.
HRDocBox templates provide a structured starting point designed for UK employers, combining practical HR wording with relevant employment law, Acas guidance and workplace best practice. AI can generate wording, but a structured HR template helps provide consistency and ensures the key elements of the process are not overlooked.
How this content is developed and reviewed
The Flexible working request rejection 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."
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