Flexible Working Policy Template

What is this flexible working policy template?

A flexible working policy is a set of guidelines and procedures established by a business to govern flexible work arrangements for its employees. These arrangements typically include options such as flexible working hours, remote or hybrid work, compressed workweeks, job sharing and other non-traditional work structures. The flexible working policy will set out the business’s legal obligations in relation to flexible working requests, and tell employees the process that they should follow if they want to make a request.

What is flexible working?

Flexible working is a broad term used to describe any working arrangement that meets the needs of both the employee and the employer regarding when, where and how an employee works. Examples include, but are not limited to:

• part-time working;
• homeworking;
• hybrid working;
• flexitime;
• job sharing;
• compressed hours;
• annualised hours;
• term-time working; or
• team-based rostering.

Why does your business need a flexible working policy?

Legal compliance: From 6 April 2024, all employees have had the right to request flexible working from their first day of employment - a day-one right. It is therefore essential for businesses to have a clear, structured policy in place to handle such requests effectively and ensure compliance with UK flexible working legislation.

Cultivate a transparent culture: one of the main purposes of flexible working is to provide employees with greater autonomy and work-life balance while maintaining or even improving business productivity and efficiency. Having a flexible working policy that outlines the terms and conditions under which employees can request and participate in flexible working arrangements ensures clarity, transparency and consistency across the business.

Retain talent: by implementing a flexible working policy, businesses can create a more inclusive and adaptable work environment, attract and retain top talent and ultimately achieve greater employee satisfaction and productivity.

What does the flexible working policy template include?

Key provisions: Docue’s dynamic flexible working policy template includes the option to include the following provisions:

1. About the policy - this section tells readers what the purpose of this flexible working policy is. It is intended to provide guidance to employees about your company's rules on flexible working, including how employees can make requests for flexible working.
2. Application of the policy - this section confirms who this policy applies to. Under the Employment Relations (Flexible Working) Act 2023, all employees will have the right to request flexible working from day one of a new job (a day one right). This policy is therefore intended to apply to all employees of a business.
3. Responsibility for the policy - this section sets out details of who in your company has responsibility for this policy and updating it.
4. What is flexible working? - this section tells employees what flexible working is and the different types of flexible working available, e.g. remote working, hybrid working, compressed hours, part-time working, job sharing.
5. Business needs - this section sets out how the business's needs will be balanced against employees' flexible working requests. Employers must agree to a flexible working request unless there is a genuine business reason not to.
6. How to submit a flexible working request - this section sets out the process for employees to submit a flexible working request, including where to send their request and the details that must be contained within the request. It also tells employees that they are entitled to make two statutory flexible working requests in any 12-month period.
7. Process for considering flexible working requests - this section includes the process for considering flexible working requests, including arranging consultation meetings with employees. Under flexible working laws, employers must not reject a request without first consulting the employee. Unless the employer decides to agree to the employee's written request in full, they must consult the employee before they make a decision. In such cases, the employer should invite the employee to a consultation meeting to discuss the request. This section includes details about such meetings.
8. Decisions about flexible working requests - this section sets out the process for approving or rejecting flexible working requests, and how the decision is communicated to employees. All requests, including any appeals, must be decided and communicated to the employee within a period of two months from when the employer first receives the request. The employer and employee may agree to extend this period. If an extension is agreed, the employer should confirm this in writing to the employee.
9. Procedure in the event of an unsatisfactory outcome - this section sets out the process for an employee to appeal a decision where their flexible working request has been rejected. There is no statutory right of appeal against a decision about a request for flexible working. However, allowing an employee to appeal is good practice.

How can Docue help your business?

Content made by lawyers: Docue’s flexible working policy template allows you to create a top-quality document in minutes. The service includes model clauses designed by lawyers to help you draft the policy yourself and tailor it to your needs. And don’t worry if you get stuck along the way - Docue’s lawyer-drafted guidance notes are there to help you navigate through the process.

Secure archive: After you have created your bespoke flexible working policy, you can store it (and any other documents) in Docue’s secure storage vault, Docue Drive.

Tags: flexible working policy, flexible working policy template, flexible working arrangements, flexible working law, flexible working request uk