An employer must allow a trade union representative reasonable paid time off from their usual work. This allows them to carry out certain trade union duties.
This right applies to representatives in certain roles.
Important: This is a preview of new advice. On 30 October 2026, it will replace the Acas booklet 'Trade union representation in the workplace'.
How much time off is reasonable
The law does not say exactly how much time a representative needs. What is reasonable depends on each situation.
This is because the amount of time off needed varies between representatives. It can depend on:
- the size of the organisation and the number of workers
- the type of organisation or sector
- the organisation's work processes
- the need to maintain a service to customers
- the safety and security of workers and customers
- the role and responsibilities of the representative
- the complexity of work that needs to take place
- the number of representatives and how they work together
- how time-sensitive consultation needs to be
- geographical locations and travel time
Sometimes representatives can work on one large piece of work. This can involve months of intense consultation. This particularly applies to collective redundancy, TUPE transfers and dealing with big organisational changes.
Other representatives might have a more steady flow of ongoing trade union work.
Representatives with more than one role
Some union representatives may take on multiple roles.
The employer, union and representative should agree together:
- the best way for a representative to carry out multiple roles
- what the priorities are
- how much flexibility a representative has around when they take time off
The union and the employer should make sure a representative is not overloaded. They have a joint interest to encourage other union members to become representatives. This can be especially important in specialist roles that are different from traditional trade union activities. For example, union equality representative.
Agreeing time off
By law, an employer must allow a representative reasonable paid time off for certain duties.
The legal right applies during someone's usual working hours. This is unless a duty needs to be done at a different time.
For example, Sam works night shifts. They need to accompany a worker to a disciplinary hearing during the day. Sam's employer pays them for this time.
The employer, trade union and representative should work together to agree what's reasonable.
It's good practice to have a formal agreement with clear guidelines on how requests for time off are handled. This can help to avoid confusion and minimise problems.
Find out about creating an agreement on time off for representatives
Giving notice
Representatives should give their employer as much notice as possible when asking for paid time off. This can help to maintain good working relationships and make it easier to arrange work cover. If a formal agreement is in place, they should follow that.
They should tell their employer:
- the purpose of the time off
- the intended location
- when they need time off
- how much time off they need
They should keep certain information confidential. For example, any personal information relating to workers involved in grievance or disciplinary matters.
Representatives should be as flexible as possible when asking for time off. This can help to minimise business disruption. This is especially important where unexpected requests might make it difficult to provide work cover.
They should tell their employer as soon as possible if they need to change or cancel time off.
Responding to requests
Employers and managers should consider requests for time off on a case-by-case basis. If a formal agreement is in place, they should follow that.
They should consider if a request is reasonable. This should include looking at:
- time off already taken or planned
- further time off likely to be requested in future
By law, an employer must agree to a request for reasonable time off for certain duties.
Employer responsibilities
The legal responsibility for allowing time off lies with the representative's employer. It does not lie with any associated employer, unless that's been agreed.
If organisations are on the same site, they may have joint negotiating and consulting arrangements. Legal responsibility lies with each representative's employer.
For multi-employer and multi-site arrangements, employers and trade unions should make special arrangements. This should be part of any agreement on time off.
Examples of when this could apply include:
- collective bargaining and joint consultation take place among a group of employers
- representatives cover different sites of an organisation
- collective bargaining meetings take place at a regional or national level
- a small trade union has representatives who need to cover a large number of establishments
Trade union responsibilities
Trade unions should tell an employer as soon as possible:
- when a new representative is appointed – and the role they've been appointed to
- if a representative resigns from a trade union role
This is so an employer knows which employees have the legal right to paid time off.
It's a good idea to do this in writing. For example, in a letter or email.
There are extra requirements for union equality and learning representatives. By law, a trade union must tell an employer in writing that an employee:
- is a union learning representative or union equality representative
- has met the training requirements – find out more about time off for training
Payment for time spent on union duties
An employer must pay representatives for reasonable time off for certain trade union duties.
This must be either:
- the representative's usual pay
- an amount calculated using the representative's average hourly earnings – this applies where someone's pay varies with the work done
An employer should include different types of payments that a representative receives. For example, shift premiums, performance-related pay, bonuses and commission.
Dealing with problems
If an employer does not allow reasonable time off, the representative can raise it with their employer.
If this does not resolve the problem, there are other options. For example, they could make a claim to an employment tribunal.
Find out more about dealing with problems
Find out more
For more details, use this advice alongside the Acas Code of Practice on time off for trade union duties and activities.