Flexible Working Policy Template [Free Download]

Flexible working arrangements are becoming incredibly popular, and businesses of all sizes are looking to keep up with the growing demand for employees who request adjustments. 

Make sure your business is prepared by using our flexible working policy template to create a flexible working policy for your business. 

What is a flexible working policy template?

A flexible working policy template is an important document for businesses to have in place. It outlines how your employees can request changes to their work hours, patterns, or location.

It sets out the procedure for making a request, how employers will handle it and the types of adaptable arrangement available to employees. This could include:

• Remote working
• Part-time hours
• Compressed hours
• Job sharing

Using our flexible working policy template will help you create a robust flexible working policy template for your business.

What’s included in the flexible working policy template?

• An introduction to flexible working
• Eligibility requirements
• How to make requests
• Employer response procedure
• Grounds for refusal
• Appeals process
• Implementation and monitoring

Why is a flexible working policy important?

Ensures legal compliance

HR compliance is essential for all businesses. UK employment law gives all employees the right to request adaptable arrangements from day one. A clear policy helps business owners and HR professionals ensure their company is meeting legal obligations. It also ensures that requests are handled fairly and consistently, which reduces the risk of disputes or discrimination claims. 

Boosts employee engagement

Offering more adjustable arrangements through a flexible working policy is likely to boost employee engagement and improve job satisfaction. This is all good news for your business as it can lead to lower turnover and a stronger employer brand. 

Improves productivity

Productivity is essential for all businesses, especially growth focussed ones. When employees have greater control over how and when they work, they often perform better. Adaptable schedules can help to reduce absenteeism, improve focus, and allow staff to work at times when they are most productive.

How to use this flexible working policy template

We’ve created a free, flexible working policy template that business owners and HR managers can use to introduce their flexible working policy. It can help businesses to manage requests, eligible employees learn more about adjustable arrangements, and provide guidelines that should be followed. 

By downloading the template, you have instant access to a ready-to-publish flexible work policy template that can be modified and implemented at your company.

All you need to do is replace the highlighted text boxes with information relevant to your company and get your employees to acknowledge the policy.

Download the template now.

FAQs

Do I legally need a flexible working policy template?

There is no legal requirement to have a written flexible working policy, but it is strongly recommended. Having a clear policy helps ensure consistency, transparency, and compliance with employment law, especially since all employees in the UK have the legal right to request flexible working from day one of employment (as of April 2024).

Can an employee request flexible hours?

Yes. Under UK law, all employees have the right to request flexible working from their first day of employment. This can include changes to start and finish times, working days, or the number of hours worked.

The request must be made in writing and employees can make 2 applications for flexible working in any 12-month period.

How do I respond to a flexible working request?

Employers must consider requests in a reasonable manner and respond within two months of receiving the request (unless an extension is agreed). You can only refuse a request for one or more of the following valid business reasons:

• extra costs that will damage the business
• the work cannot be reorganised among other staff
• people cannot be recruited to do the work
• flexible working will affect quality
• flexible working will affect performance
• the business will not be able to meet customer demand
• there’s a lack of work to do during the proposed working times
• the business is planning changes to the workforce

Employers must discuss the request with employees before making a decision.

Does a policy cover part-time or compressed hours?

Yes. A flexible working policy template typically covers a range of working arrangements, including part-time hours, compressed hours (working full-time hours over fewer days), remote or hybrid working, job sharing, and flexitime. The policy should mention each option and explain how requests for these arrangements are handled.

Stay compliant with Employment Hero

Staying compliant is essential for any business, and having a flexible working policy template in place is part of that. But we get it, as a business owner or HR professional, it can be hard to keep up with all compliance documents. 

This is where Employment Hero’s Employment Operating System comes in handy. It takes the traditional isolated aspects of employment and integrates them into a seamless, human and AI-powered solution that empowers employers, employees and job seekers alike. 

Get access to policies, receive HR compliance advice from our HR Advisory team, find and hire top talent with SmartMatch, seamlessly onboard new hires, automate complex payroll, drive employee engagement and more!

Download our template now.