Flexible working compromise letter template
Supporting information
Employment law compliance
Documentation sequence
Decision-making milestones
Our flexible working compromise arrangement letter template simplifies finding mutually beneficial solutions while considering both employee and company needs.
Flexible working compromise letter
[Add Logo]
[Company name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
I refer to our meeting held on [date] in which we discussed your request for a change to your pattern of working. As explained to you at the meeting, the working pattern you requested would have [been impractical for the organisation to accommodate/created unacceptable difficulties for [the organisation/your colleagues]].
However, we discussed possible alternative patterns of working for you and reached agreement on a compromise. I am therefore pleased to confirm that, as from [date], the terms of your employment contract will change. Your new terms will be as follows:
Your hours of work as from the above date will be [state days and hours of work]. This represents a working week of [number] hours.
[AND/OR
You will work [number] hours out of your total working week in your home, instead of at the organisation's premises. These hours will be [state days and times during which the employee will work at home].
OR
You will work [number] hours out of your total working week in your home, instead of at the organisation's premises. The actual hours worked at your home and in the organisation's premises each week will be as agreed with your manager on a flexible basis.]
These new agreed terms represent a permanent variation to your contract of employment.
We are confident that the new working pattern that we have agreed for you will be of benefit both to yourself and to the organisation.
Please sign the attached copy of this letter and return it to [name] to signify your agreement to the changes detailed above.
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Yours [faithfully | sincerely],
[Sender name]
[Sender job title]
[Sender telephone]
[Sender email]
[For, and on behalf of [Company name] ]
What is this for?
An employer may issue a flexible working compromise arrangement letter when unable to fully accommodate an employee's flexible working request, proposing a mutually beneficial solution that balances both parties' needs and maintains a positive working relationship.
The letter aims to find a compromise that meets the employee's personal needs while considering the company's operational requirements.
Employment law compliance
The typical timelines for handling flexible working requests in the UK are as follows:
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Employee Submits Request: The employee submits a written request for flexible working arrangements, specifying the changes they are seeking and the reasons for the request. The employer should acknowledge receipt of the request promptly, usually within one or two working days.
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Initial Consideration: The employer reviews the request and arranges a meeting with the employee to discuss the proposal and any potential alternative arrangements. This meeting should take place within 28 days of receiving the request.
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Decision and Notification: Following the meeting, the employer must inform the employee of their decision in writing. This notification should be sent within 14 days of the meeting. If the employer agrees to the request, they may implement the flexible working arrangements as agreed.
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Appeal Process (optional): If the employer refuses the flexible working request, the employee may have the right to appeal the decision. The employer should provide a process for the employee to appeal, and the appeal meeting should take place within 14 days of receiving the appeal.
It's important for employers to follow this timescale to ensure that they are complying with the law and treating their employees fairly. Failing to follow the correct procedure or timescale could result in a complaint to an employment tribunal.
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The Employment Rights Act 1996 allows employees to request flexible working arrangements.
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The Equality Act 2010 prohibits discrimination against employees based on their flexible working requests.
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The Flexible Working Regulations 2014 and The Flexible Working Regulations (Northern Ireland) 2015 provide guidelines for employers to consider and discuss flexible working requests in a reasonable manner.
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The Code of Practice on Flexible Working Practices offers guidance for employers and employees on flexible working arrangements.
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The ACAS guidance on Handling Flexible Working Requests helps employers understand the process of handling such requests effectively.
Documentation sequence
Flexible working application review meeting plan template
Our Flexible Working Application Review Meeting Plan template guides productive discussions, ensuring clear communication and mutual understanding of flexible work arrangements.
Decision-making milestones
| Step | Description | Responsibility | Timing |
| 1 | Employee submits flexible working request | Employee | N/A |
| 2 | Employer evaluates the request and unable to accept fully, but would like to suggest a compromise | HR Manager | Within 2 months (extended by agreement) |
| 3 | Arrange a meeting with the employee to discuss the proposal. Send invitation letter. | HR Manager | As above |
| 4 | Hold meeting and discuss potential compromise arrangements | HR Manager | 3 working days from letter being issued |
| 5 | If agreement is reached, issue the flexible working compromise arrangement letter | HR Manager | Within a day of meeting being held |
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