Flexible working request outcome letter template

For an employer to give their decision on an employee's statutory flexible working request. Free to use.

You can copy and paste the template text into an email or document.

You must follow the legal procedure for statutory flexible working requests. This includes:

  • accepting the request unless there's a genuine business reason not to
  • consulting the employee before making a decision, unless accepting the request in full
  • making a final decision, including any appeal, within 2 months

Find advice on statutory flexible working requests

Template

[Today's date]

Dear [name of your employee],

I am writing to confirm our decision on the statutory flexible working request you made on [date]. 

[Use Option A, B, or C]

[Option A: if you've decided to accept the request in full]

I'm pleased to confirm we can accept your request in full as follows:

  • [give details of agreed working arrangement]

If you'd like to discuss next steps or clarify any details, please contact me at [give contact details].

We will confirm any contract term changes in writing within 1 month of the new arrangement starting. 

[Option B: if you've decided to accept an alternative option]

After reviewing your request and discussing with you on [date of consultation meeting with employee], we can accept the following working arrangement:

  • [give details of agreed working arrangement]

If you'd like to discuss next steps or clarify any details, please contact me at [give contact details].

We will confirm any contract term changes in writing within 1 month of the new arrangement starting.

Unfortunately we could not accept your original request in full for the following business [reason / reasons]:

  • [list the business reason or reasons that apply, as listed in point 9 of the Acas Code of Practice on requests for flexible working]

If you would like to appeal this decision, [give details on how to appeal].

[Option C: if you've decided to not accept a request]

After reviewing your request and discussing with you on [date of consultation meeting with employee], unfortunately we cannot accept this working arrangement.

This is for the following business [reason / reasons]:

  • [list the business reason or reasons that apply, as listed in point 9 of the Acas Code of Practice on requests for flexible working]

[Optional] To help make this decision, we took into account [include any additional information that helps explain your decision. For example:

  • the steps you took to investigate whether you could accept the request 
  • any practical aspects of the job that prevented you accepting the request 
  • any alternative options you considered 
  • any data you used to help make your decision – for example staffing levels or recruitment costs
  • any health and safety considerations related to the request]

If you would like to appeal this decision, [give details on how to appeal].

Yours sincerely,

[Your name]
[Your job title]
[Organisation name]

Download this template

If you need the template in a different format, email digital@acas.org.uk

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