How long does an employer have to respond to a flexible working request?

Usually 2 months from the date of the request, including any appeal, unless the employee agrees a longer period. Employers should build this deadline into their template letters and workflow.

Does approving flexible working change the employment contract?

Often yes. Changes to hours, location or pattern should usually be confirmed in writing so both sides understand the new contractual arrangement.

Can an employer ask questions before deciding?

Yes. Employers can meet with the employee, ask for clarification and discuss alternatives, provided they still handle the request reasonably and within the timeframe.

Should an employer offer an appeal against refusal?

Yes, that is good practice and usually expected within a fair process. A clear appeal stage also improves employee relations.

Flexible Working Request Template: Employer Letters

A flexible working request template is now a core HR document, not a nice-to-have. In the UK, employers must deal with statutory flexible working requests in a reasonable manner and give a decision within 2 months, unless a longer period is agreed. That deadline includes any appeal. citeturn877147search11turn877147search8

This guide explains what an employer response letter should contain, how to structure acknowledgement, meeting, approval and refusal letters, and how the process fits with the current 2026 employment law direction. The government has also consulted on making it harder to reject requests unreasonably, so employers should already be tightening their process and record-keeping. citeturn877147search1turn877147search5turn124431search6

What should a flexible working request template include?

A complete template pack should include:

request acknowledgement letter
invite to discuss the request
approval letter
partial approval or trial period letter
refusal letter with business reason
appeal invitation and appeal outcome letter

The 2-month clock matters

The statutory process should finish within 2 months of the request unless both sides agree an extension. Template letters should make that deadline visible.

What should an employer response letter say?

A strong response letter should:

confirm the date the request was received
summarise the change requested
record any meeting or clarification points
set out the decision
explain the contract impact if agreed
explain the business reason if refused
confirm appeal rights if relevant

How should employers assess a flexible working request?

Employers should consider operational impact, service delivery, supervision, team coordination, customer demand, data security, cost and fairness across the workforce. The process should be reasoned rather than formulaic. A weak refusal letter often fails because it states a generic reason without tying it to the actual role and business evidence.

Can employers refuse a flexible working request?

Yes, but the refusal should be reasonable, evidence-based and linked to the recognised business grounds. GOV.UK says employers must consider requests in a reasonable manner and decide within 2 months. Current government reform proposals point towards an even clearer requirement that rejections should only happen where it is reasonable to do so. citeturn877147search11turn877147search5turn877147search1

Do not use a stock refusal paragraph

A generic paragraph about business needs is rarely enough. The letter should explain why this request causes a real operational problem in this specific role.

How do flexible working letters fit with contracts and handbooks?

If the request is approved, the change will often alter contractual terms such as hours, place of work or working pattern. Employers should reflect that in a variation letter or contract amendment and make sure the policy in the handbook is still accurate. See the flexible working requests UK 2026 guide, the employment contract essentials UK guide, the staff handbook guide and the employee handbook generator.

What documents should the manager keep?

Keep:

the original request
notes of meetings
business impact analysis
the response letter
any trial review notes
the appeal correspondence

Flexible working response letter checklist

Before sending a letter, check that it:

identifies the request clearly
is issued within the statutory timeframe
states whether the change is permanent or trial-based
explains refusal grounds with specifics
signposts appeal rights
aligns with your right to disconnect guide if remote work is involved

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Use trial periods where the business case is unclear

A trial arrangement can reduce risk when a request might work in practice but the long-term impact is still uncertain.

Frequently asked questions

Free Template: Flexible Working Response Letters

Download acknowledgement, approval, refusal and appeal letter templates for statutory flexible working requests.

flexible-working-response-letter-pack.pdf

Key takeaways

Flexible working templates need to do two things well: protect the decision-making process and communicate clearly with the employee. Keep the 2-month deadline front and centre, explain decisions with specifics and update contracts where changes are agreed. For related support, see the managing flexible working requests employer guide, the employment contract template UK and the day one employment rights UK 2026 guide.