Flexible Working Policy Template

Flexible Working Policy

Purpose of Flexible Working Policy

This Flexible Working Policy sets out [Company Name] approach to flexible working arrangements. The purpose is to support a productive and inclusive workplace by providing clear guidance on eligibility, application, decision making, and the responsibilities of employees, managers, and HR when considering changes to working hours, location, or pattern.

Scope

This policy applies to all employees of [Company Name] unless otherwise stated in an employment contract or a collective agreement. Contractors, consultants, and temporary workers may be considered for flexible arrangements at the discretion of management and subject to the requirements of their engagement terms.

Eligibility

Employees may apply for flexible working arrangements after completing any probationary period identified in their contract. Eligibility may vary by role and business needs. Approval is not guaranteed and will be assessed in line with operational requirements and fairness across the team.

Types of Flexible Working Arrangements

Examples of arrangements that may be considered include:

• Remote work or hybrid working
• Part time working
• Flexible start and finish times or flexitime
• Compressed working hours
• Job sharing
• Adjusted working patterns to manage caregiving or medical needs

Application Process

Employees wishing to change their working arrangements should make a formal request in writing to their line manager with a copy to HR. The request should include the proposed change, proposed start date, anticipated impact on duties and colleagues, and any preferred trial period.

Managers should acknowledge receipt of the request promptly and consult with HR where required. Decisions should be communicated in writing within a reasonable timeframe and should include details of any agreed trial, review period, or changes to terms and conditions.

Decision Criteria

Requests will be considered against business needs, the impact on service delivery, team workload, health and safety requirements, ability to meet contractual obligations, and any potential for reasonable adjustments. Where necessary, alternatives that meet both employee and business needs should be explored.

Trial Periods and Review

Where appropriate, approved flexible arrangements may begin with a trial period to assess suitability. A trial period length will be agreed at the point of approval and followed by a formal review. If an arrangement is not meeting agreed objectives the arrangement may be adjusted or ended in accordance with the review outcome.

Changes to Terms and Conditions

Changes to working hours, location, or employment patterns that alter pay, benefits, or contractual terms require written confirmation and, where necessary, a formal variation to the employment contract. Salary, holiday entitlement, and pension contributions will be adjusted pro rata where applicable.

Equipment, Expenses and Work Environment

[Company Name] will clarify what equipment or expenses are provided for approved remote or hybrid working. Employees remain responsible for maintaining an appropriate work environment and must follow any company guidance on equipment use, data protection, and expense reimbursement.

Health, Safety and Data Security

Employees are responsible for maintaining a safe work environment and must report work related injuries to their manager and HR. Employees must comply with [Company Name] policies on information security and data protection when working remotely or using personal devices for work.

Communication and Availability

Employees and managers must agree expectations for availability, core working hours if applicable, response times, meeting attendance, and regular check ins. Clear communication is required to ensure continuity of service and team collaboration.

Recording and Review of Flexible Working Arrangements

All approved flexible working arrangements will be recorded by HR. Agreements will be subject to periodic review to ensure they remain effective and compliant with operational needs.

Approval Process

Managers are responsible for reviewing requests, consulting with the employee, assessing operational impact, and making recommendations. HR will provide guidance on policy application, ensure consistent treatment, and maintain records of requests and outcomes.

Approvals should be documented in writing and kept on the employee personnel file. Where approval requires changes to contractual terms, HR will process and confirm the variation in writing. Exceptional cases or disputes may be escalated to senior management or HR for a final decision.

Exceptions

Occasional exceptions may be granted for operational, compassionate, or medical reasons. Exceptions must be documented and approved by HR and a member of senior management. Exceptions do not set precedent unless formally adopted into policy or contract.

Non-Compliance

Failure to follow agreed flexible working arrangements or related company policies, including health and safety and information security, may result in formal action. Managers should address non compliance initially through informal discussion and support. Persistent or serious breaches may lead to performance management or disciplinary procedures in line with company policy.

Note

This policy may be updated from time to time to reflect operational changes or business needs. Employees with questions or who require clarification should contact HR for guidance and support.