flexible working request examples: 10 templates & tips

In today's workplace, flexibility isn't just a perk; it's a priority. More employees are seeking arrangements that offer a better work-life balance, from hybrid models to compressed hours. However, successfully securing this flexibility hinges on how you ask. A well-structured, professional request demonstrates your commitment to both your role and the company's success, making it far more likely to receive a positive response. A poorly framed request, on the other hand, can create unnecessary friction and lead to a quick refusal.

This guide provides a comprehensive collection of practical and effective flexible working request examples. We will go beyond generic templates, offering detailed breakdowns for various scenarios, including remote work, part-time hours, job sharing, and compressed schedules. For each example, you will find:

• Formal and informal wording to suit your company culture.
• A breakdown of the business case and how to address potential concerns.
• Actionable takeaways and a quick submission checklist to ensure you cover all bases.
• Key legal and best-practice notes relevant to UK employment law.

We will deconstruct what makes a request compelling, showing you how to present a proposal that is difficult for a manager to ignore. Whether you are an employee crafting your proposal or an HR manager looking to standardise the process, these examples will provide the clarity and confidence needed to navigate the conversation successfully. We will also touch on how tools like LeaveWizard can help organisations manage these arrangements seamlessly, ensuring fairness and transparency.

1. Part-Time Hours Request Template

A part-time hours request is a formal proposal to reduce your contracted weekly hours while remaining in your current role. This arrangement is one of the most common flexible working request examples, offering a direct way to rebalance professional duties with personal commitments like childcare, further education, or managing health conditions. It involves a permanent or long-term change to your employment contract, distinct from temporarily reducing hours.

The core of a successful request is demonstrating how your responsibilities can be effectively managed within a shorter timeframe. This isn't just about asking for fewer hours; it's about presenting a viable operational plan.

When to Use This Request

This template is ideal for employees seeking a significant, structural change to their work-life balance. Consider using it if you are:

• A parent or carer needing a predictable schedule to manage family responsibilities.
• Pursuing further education or professional qualifications that require dedicated study time each week.
• Looking to phase into retirement or manage a long-term health condition.
• Aiming to start a small business or personal project alongside your employment.

Strategic Tips for Your Request

To increase the likelihood of approval, your request must be business-focused. Address potential concerns proactively and show you’ve thought through the implications of your proposed change.

• Propose a Trial Period: Suggest a 3 or 6-month trial. This lowers the perceived risk for your employer and gives both parties a chance to assess the new arrangement.
• Outline a Coverage Plan: Clearly state how your duties will be covered on your non-working days. This could involve creating detailed handover notes, delegating specific tasks, or ensuring colleagues are briefed on ongoing projects.
• Focus on Output, Not Hours: Frame the conversation around maintaining productivity and achieving key objectives within the new hours, rather than simply the reduction in time.
• Address Pro-Rata Adjustments: Acknowledge that your salary and benefits, such as holiday entitlement, will be adjusted on a pro-rata basis. For more details on this, you can learn about calculating holiday for part-time workers. This shows you understand the full scope of your request.

2. Remote Working/Hybrid Work Request Template

A remote or hybrid working request is a formal proposal to perform your role either entirely from home or by splitting your time between the office and a remote location. This has become one of the most sought-after flexible working request examples, enabling employees to gain more autonomy over their work environment. The request outlines how you will maintain performance, communication, and collaboration while working outside the traditional office setting.

A strong proposal goes beyond personal convenience, focusing on the business case. It must demonstrate that your productivity will be sustained or even enhanced, and that you have a clear plan for staying connected with your team and fulfilling all job responsibilities.

When to Use This Request

This template is ideal for employees whose roles can be performed effectively without a constant physical presence in the office. Consider using it if you are:

• In a role like software development, marketing, or finance where tasks are primarily computer-based.
• Seeking to reduce a long or costly commute, improving focus and well-being.
• Needing a quieter environment to concentrate on deep work and complex tasks.
• Part of a geographically distributed team where remote collaboration is already standard practice.

Strategic Tips for Your Request

To build a compelling case, your request should anticipate and address your manager’s potential concerns about productivity, security, and team cohesion.

• Propose Specific In-Office Days: If requesting a hybrid model, suggest a fixed schedule (e.g., in the office Tuesday-Thursday). This provides predictability for team meetings and collaborative sessions.
• Emphasise Productivity and Output: Frame your request around the benefits to the business, such as increased focus and higher output on remote days. Mention specific tasks you will complete more efficiently at home.
• Address Technology and Security: Confirm you have the necessary equipment, a stable internet connection, and understand the company's cybersecurity protocols for remote access. This shows professionalism and foresight.
• Outline Communication Practices: Specify how you will remain accessible, such as using instant messaging, maintaining core online hours, and providing prompt responses. This is crucial for leaders looking to effectively manage remote teams, and you can find guidance on how to manage remote teams.

3. Job Share Request Template

A job share request proposes splitting one full-time role between two employees. This arrangement allows two individuals to work part-time, sharing the responsibilities, hours, and salary of a single position. It’s a creative solution that retains valuable talent while offering significant flexibility. Unlike a simple part-time role, a job share is a partnership that requires deep collaboration and a clear division of duties to function effectively.

The success of a job share hinges on creating a seamless experience for colleagues and clients, making it appear as if one person is in the role. Your request must present a robust plan for communication, handover, and accountability between the two partners. This is one of the more complex flexible working request examples, but highly effective when structured correctly.

When to Use This Request

This template is perfect for professionals who want to reduce their hours but are in roles that are difficult to perform on a standard part-time basis due to workload or the need for consistent coverage. Consider using it if you are:

• In a role with a high volume of work that cannot be scaled down for one part-time employee.
• Returning from parental or long-term leave and wish to ease back into a demanding position.
• Part of a team where another colleague also desires a part-time schedule, creating a natural partnership opportunity.
• A specialist wanting to retain your senior role while pursuing other commitments, like caring responsibilities or a portfolio career.

Strategic Tips for Your Request

A successful job share proposal must prove it benefits the business by retaining two skilled employees instead of one. Your plan should address collaboration and continuity head-on.

• Propose a Partner: If possible, identify a colleague with complementary skills who is also interested in a job share. Presenting a pre-arranged partnership significantly strengthens your business case.
• Create a Detailed Handover Plan: Outline exactly how you will manage the handover. A common model is for one partner to work Monday to Wednesday and the other Wednesday to Friday, using the overlapping day for joint meetings and strategic planning.
• Establish a Shared Communication System: Propose a shared email inbox, a communication log, or a dedicated Teams channel to ensure nothing is missed. This demonstrates your commitment to seamless continuity.
• Define Responsibilities Clearly: Document how tasks and projects will be divided. Will you split client accounts, project phases, or specific days of the week? A clear division prevents confusion and ensures full accountability.

4. Compressed Hours Request Template

A compressed hours request is a proposal to work your full contracted hours over fewer days. This flexible working arrangement allows you to maintain full-time status, pay, and benefits while gaining an extra day off each week or fortnight. For example, a standard 37.5-hour, five-day week could be condensed into four longer days of roughly 9.5 hours.

This model has gained significant traction, popularised by successful trials in Iceland and by companies like Microsoft in Japan. The key to a successful proposal is proving that productivity can be maintained or even enhanced, and that team collaboration and service delivery will not be negatively affected by your new schedule.

When to Use This Request

This request is ideal for employees who want more consecutive personal time without reducing their overall work commitment or salary. Consider it if you:

• Want a better work-life balance to pursue hobbies, travel, or manage personal appointments.
• Need a full day for dependents or caring responsibilities without reducing your income.
• Find you are most productive working in longer, more focused blocks of time.
• Are looking to reduce commuting time and costs by making fewer trips to the office.

Strategic Tips for Your Request

A well-structured request anticipates and resolves potential operational challenges. Your goal is to present the arrangement as a business-positive solution, not just a personal convenience.

• Propose a Team-Friendly Schedule: If possible, suggest a schedule that staggers your day off with other team members to ensure consistent departmental coverage throughout the week.
• Create a Communication Plan: Clearly outline how colleagues and clients can reach you for urgent matters on your non-working day, and how routine tasks will be handled in your absence. This demonstrates foresight and responsibility.
• Address Well-being: Acknowledge the challenge of longer workdays. Mention your strategies for managing fatigue, such as taking structured breaks, to reassure your manager you can sustain the pace.
• Suggest a Trial Period: Proposing a three-month trial is one of the most effective strategies for this type of flexible working request. It gives management a low-risk way to evaluate the impact on productivity, team dynamics, and client service before making a permanent change.

5. Flexible Start and End Times Request Template

A flexible start and end times request proposes an arrangement where you can vary your daily work schedule outside of a set of “core hours.” This is one of the most popular flexible working request examples as it gives employees autonomy over their day while ensuring availability for key collaborative periods. The total number of contracted hours remains the same, but you gain control over when you begin and finish your workday within agreed-upon limits.

The essence of this request is to demonstrate that you can fulfil all your duties and be present for essential team interactions, even with a non-traditional schedule. It shifts the focus from rigid timings to consistent availability during peak periods and overall output.

When to Use This Request

This template is perfect for employees who can complete their work independently but need to adjust their schedules to accommodate personal commitments. Consider using it if you:

• Need to manage school runs or childcare drop-offs and pick-ups.
• Want to avoid peak-hour commutes to improve well-being and productivity.
• Need to attend regular personal appointments, such as for health or therapy.
• Are a “morning person” or a “night owl” and wish to align your work schedule with your most productive hours.

Strategic Tips for Your Request

A successful request will reassure your manager that flexibility will not disrupt team collaboration or reduce your accountability. Proactively address potential concerns to build a strong business case.

• Define Clear Core Hours: Propose specific core hours (e.g., 10 a.m. to 3 p.m.) when you will always be online and available for meetings and team tasks. This provides predictability for colleagues.
• Emphasise Communication: Outline how you will maintain clear communication about your working hours, perhaps by updating your calendar or team status message daily.
• Focus on Results, Not Presence: Frame your request around maintaining or even improving your productivity and quality of work. Emphasise that your performance will be measured by output, not by the time you are at your desk.
• Suggest a Review Period: Offer a trial period of three months to demonstrate the arrangement's effectiveness. For more guidance on this, explore these strategies for managing flexible work arrangements. This shows commitment to making it work for the business.

6. Career Break and Sabbatical Request Template

A career break or sabbatical request is a formal proposal for an extended, authorised period away from your job, typically lasting several weeks or months. Unlike annual leave, this arrangement is for significant personal or professional development, such as further education, extensive travel, or managing a major life event. It’s a more substantial type of flexible working request that requires careful negotiation around job security and terms of return.

The success of a sabbatical request hinges on presenting a compelling case for the long-term value it brings, both to you and the organisation. It’s not just about taking time off; it's about investing in skills, well-being, or experience that can enrich your role upon your return.

When to Use This Request

This template is best suited for employees seeking a significant, planned pause from their career for a specific purpose. Consider using it if you are:

• Planning to pursue an advanced degree or intensive professional qualification, like an MBA.
• Seeking an extended period for travel, cultural immersion, or volunteering.
• Needing dedicated time to care for a family member or manage a personal health and wellness situation.
• An experienced professional aiming to prevent burnout and return to work re-energised and with a fresh perspective.

Strategic Tips for Your Request

A sabbatical request is a significant ask, so your proposal must be exceptionally well-planned and considerate of the business's needs. Proactively addressing potential operational gaps is crucial.

• Align with Company Policy: First, check if your company has a formal sabbatical policy. If it does, your request should directly reference its terms and conditions. If not, your request will help set a precedent.
• Create a Detailed Handover Plan: This is non-negotiable. Document all key responsibilities, ongoing projects, critical contacts, and system passwords. Your plan must ensure a seamless transition for the person or team covering your role.
• Frame it as a Mutual Benefit: Emphasise how the experience will benefit the company. For example, highlight new skills you’ll acquire, a global perspective you'll gain, or how returning refreshed will boost your productivity and innovation.
• Propose a Phased Return: Suggest a structured return-to-work plan. This could involve an initial week of re-onboarding and handover meetings, demonstrating your commitment to a smooth re-integration into the team. This forethought shows you are thinking about the business's stability as well as your own needs.

7. Phased Retirement/Gradual Return to Work Request Template

A phased retirement or gradual return request is a formal proposal to systematically adjust your working hours over a set period. This flexible working arrangement is designed to ease significant career transitions, such as an employee gradually reducing their commitment before full retirement or an individual incrementally increasing their hours after a long-term absence like maternity leave or illness.

This approach benefits both the employee, who gets a supported transition, and the employer, who retains valuable knowledge and ensures a smoother handover of responsibilities. It is a strategic tool for managing workforce changes with minimal disruption.

When to Use This Request

This template is ideal for employees navigating a major change in their working life, requiring a structured, transitional period rather than an abrupt switch. Consider using it if you are:

• Approaching retirement and wish to ease out of your role while mentoring a successor.
• Returning from extended leave (e.g., maternity, paternity, or adoption leave) and want to reacclimatise to the workplace.
• Recovering from a long-term illness or disability and need to gradually build back to your full capacity.
• An employer looking to retain an experienced employee’s expertise for longer during a succession planning period.

Strategic Tips for Your Request

A successful request for a phased transition hinges on a clear, well-documented plan with mutually agreed milestones. Your proposal should inspire confidence by showing meticulous planning for continuity.

• Propose a Detailed Timeline: Create a clear schedule outlining the specific changes to hours and responsibilities over the transition period (e.g., moving from 5 to 4 days in month one, then to 3 days in month six).
• Create a Knowledge Transfer Plan: For phased retirement, document how your crucial knowledge and skills will be passed on. This could involve mentoring, creating procedure manuals, or leading specific training sessions.
• Clarify Financial Implications: Acknowledge and seek clarity on how the phased approach will impact your salary, pension contributions, and benefits. This demonstrates you have considered the full picture.
• Schedule Regular Check-ins: Suggest periodic reviews with your manager to discuss progress, address any challenges, and make adjustments to the plan as needed. This shows a commitment to making the arrangement work for everyone.

8. Term-Time Only Working Request Template

A term-time only working request is a proposal to align your work schedule with school term dates, meaning you work during the school term and take unpaid leave during school holidays. This arrangement is a popular flexible working request example for parents and carers, providing a structured way to manage childcare responsibilities, particularly during the long summer, Easter, and half-term breaks. While standard in the education sector, it is becoming more recognised across various industries.

The success of this request hinges on presenting a clear, manageable plan for how your responsibilities will be handled during your extended leave periods. It is a significant contractual change that requires careful planning from both you and your employer.

When to Use This Request

This template is specifically designed for employees whose personal commitments are directly tied to academic calendars. It is an ideal solution if you are:

• A parent of school-aged children needing to eliminate the high cost and logistical challenges of holiday childcare.
• A carer whose responsibilities increase significantly during school holiday periods.
• An employee in a role with natural peaks and troughs that align with school terms, such as in education-adjacent businesses.
• Someone whose family structure necessitates being present during holidays. For those whose flexible working request is influenced by family needs, understanding various parenting schedules for co-parents can be crucial when formulating your proposal.

Strategic Tips for Your Request

To secure approval, you must demonstrate that the business can operate effectively without your presence during school holidays. Your proposal should be a comprehensive solution, not just a request for time off.

• Propose a Detailed Handover and Coverage Plan: Go beyond a simple handover. Document key processes, provide contact lists for emergencies, and outline exactly who will cover critical tasks. A well-prepared plan for your absence is your strongest asset.
• Clarify Salary and Leave Calculations: Acknowledge that your salary will be pro-rated. Often, this is calculated over 12 months to ensure a consistent monthly income, even during unpaid leave. Mention that you understand your paid holiday entitlement will also be adjusted.
• Define the "Term-Time" Calendar: Do not assume your employer knows your local school's calendar. Provide the official term dates for the upcoming academic year with your request and suggest an annual review to accommodate future changes.
• Focus on Business Benefits: Frame your request around the benefits to the company. This could include higher morale and retention, increased focus and productivity during term time, and a well-structured plan that minimises disruption during predictable periods.

8 Flexible Working Request Templates Compared

Your Next Steps to a More Flexible Work Life

Navigating the landscape of flexible working can feel complex, but as we've explored, a successful request hinges on a simple, powerful principle: framing your proposal as a win-win scenario. By moving beyond personal preference and building a robust business case, you transform your request from an ask into a strategic proposal. The diverse flexible working request examples detailed in this guide, from part-time arrangements to compressed hours and job-sharing, are more than just templates; they are blueprints for a more effective and persuasive conversation with your employer.

The core thread connecting every successful example is the emphasis on continuity, productivity, and proactive problem-solving. A well-crafted request anticipates potential concerns and offers solutions before they are even raised. This demonstrates not only your commitment to your role but also your strategic thinking and consideration for the team and the wider business objectives. Remember, the statutory right to request flexible working provides the framework, but the quality of your business case determines the outcome.

Key Takeaways for Crafting Your Proposal

To synthesise the strategies discussed, keep these crucial points at the forefront of your planning:

• Focus on Business Benefits: Always lead with how the proposed change will benefit the company. Will it improve your focus and productivity, reduce overheads, enhance service coverage outside of standard hours, or improve your well-being, leading to better performance? Make this the central theme of your application.
• Provide Concrete Details: Vague requests create uncertainty. Be specific about the days, hours, and communication methods you propose. Detailing how handovers will occur in a job-share or how you will remain accessible during core hours in a remote setup removes ambiguity and builds management confidence.
• Address Potential Impacts Head-On: Acknowledge how your change might affect colleagues or workflows. Then, immediately present your mitigation plan. This shows foresight and a collaborative mindset, proving you have thought through the practicalities.
• Suggest a Trial Period: Proposing a trial period is perhaps the most powerful tool at your disposal. It lowers the perceived risk for your manager, making them far more likely to say yes. It provides a structured opportunity to demonstrate that the arrangement works, backed by tangible results.

Actionable Steps to Take Today

Feeling motivated and ready to proceed? Here is your immediate action plan to put these insights into practice:

1. Identify Your Ideal Arrangement: Review the examples provided. Which model-compressed hours, remote work, a phased return-best aligns with your personal needs and professional responsibilities? Be clear on what you want before you start writing.
2. Gather Your Evidence: Start documenting your performance and contributions. Collect data on your key responsibilities and think about how you will continue to meet or exceed expectations under your proposed new schedule.
3. Draft Your Business Case: Using our templates as a guide, begin writing your formal request. Focus on structuring a compelling argument, customising the language to reflect your specific role, industry, and company culture.
4. Schedule a Conversation: A formal written request is essential, but it should ideally be preceded or followed by a face-to-face or video conversation. This allows you to add context, answer questions directly, and reinforce your commitment in a personal, professional manner.

Embracing flexible work is a transformative step for both individuals and organisations. For employees, it offers a path to greater work-life integration, reduced stress, and renewed focus. For businesses, it is a critical strategy for attracting and retaining top talent, boosting morale, and building a resilient, modern workforce. Beyond the specific templates, embracing flexible work can be a fundamental change that significantly contributes to overall employee happiness and well-being. To learn more about broader strategies to improve employee satisfaction, you can explore how small adjustments can lead to major gains in team morale and loyalty.

Ultimately, the journey towards a more flexible work life is about partnership. By presenting a thoughtful, well-reasoned, and business-focused proposal, you are not just asking for a change; you are co-creating a better way of working that benefits everyone.