How to complete a flexible working request form: Top Tips
Tips for employees—and guidance for employers navigating flexible work conversations
Flexible working is no longer a ‘nice-to-have’—it’s an essential part of a modern, inclusive workplace.
For working parents and carers, it can be the key to staying in work, progressing professionally, and managing family life.
If you’re planning to submit a flexible working request, whether it’s moving to four days a week, a 9-day fortnight, or adjusting your hours to allow for family time—preparation is key.
And if you’re an employer or manager? How you handle these requests speaks volumes about your culture.
We’ve put together our top tips on how to complete and respond to a flexible working request form.
Top Tips for a Successful Flexible Working Request
So, you have made the decision – you are going to apply for flexible working. Whether that be 4 days a week in the office, 2 days in the office and 1 day at home; a 9-day fortnight or finishing at 3pm every day, if you are making a formal request to contractually change your regular working pattern, the process of application (with organisational variants) will be similar.
This guidance is especially useful for returning parents looking to create a more manageable and sustainable work-life balance after parental leave. Flexible working can be a key part of making that transition smoother — for both you and your employer.
Once familiar with internal flexible working policies, consider the following:
How to complete a flexible working request form: Top Tips (keeping this section the same)
- Have a conversation first with your manager. Ideally, meet with your manager to find out as much as you can about what has changed in the business since you have been away. This way, you can find out what the problems and concerns are in the team and your proposal could be a solution. Talk to other team members too to gain a balanced view of what’s happening in the team.
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Make it business-focused
For example, ‘I would like to propose that I work Tuesday through to Friday. This will ensure I am always in the office during the team’s busiest periods.’
- Well-thought out and thorough
The reader will know that time and effort has been taken to plan the responses; proposals are detailed and there are no gaps.
- They identify all the possible impacts of the new working arrangement and state clear mitigating factors.
For example ‘working Monday to Wednesday will mean that I am no longer in the office for Friday’s manager X’s 121 meeting. Given manager X travels frequently on Fridays, I propose the 121 meeting is held on a Wednesday afternoon.’
- They demonstrate some flexibility where needed
For example ‘The last Friday of every month is particularly busy for our team. Therefore, if needed, I will change the days I come into the office that week, to ensure I am there on a Friday.’
- They highlight a trial period
This is a fairly standard procedure for a new flexible working arrangement; however it is advisable to point this out as another benefit (that managers may or may not be familiar with). There is less risk attached to anything that comes with a trial period.
- Your willingness and enthusiasm to make this work and produce high-quality work shines through on the form – don’t be afraid to add a personal touch, especially on conclusion.
For example ‘Above all I remain firmly committed to the company and will perform to the best of my ability.’
- They look at the team performance as a whole, and not just individual output
For example, ‘my strengths lie in client relationship management and ‘John Smith’s’ strength and area of passion is in new business development. As I will have 2 days less in the office, one suggestion may be that John takes on my new business development so I can focus my time on relationship development.’
Finally, the decisions on whether or not to grant a flexible working request will take into account business aspects such as quality or performance, meeting client demands, ability to reorganise work amongst existing team members and any impending restructure. If your company is cost-cutting but would need to recruit an additional team member to fulfil the tasks you could no longer do on a 3-day week, your request is highly unlikely to be signed off. Or, if there isn’t anyone in your team who is skilled to take over some of your key responsibilities and would need to spend considerable time (and money) reaching the desired standard, the request may be declined.
See this link for more information around making a statutory application and the flexible working application form: https://www.gov.uk/flexible-working/making-a-statutory-application
📝 Remember: Decisions are based on business factors
Your request may be declined if:
- The role can’t be covered without recruiting additional resource
- Your responsibilities can’t easily be reassigned
- There’s an impact on service delivery, performance, or client relationships
Always aim to show how your new working pattern could work for the business, not just for you.
🧭 For Employers: What You’re Required to Do
According to Gov.uk guidance on flexible working, employers must:
- Handle requests in a reasonable manner
- Assess business advantages and disadvantages of the proposal
- Discuss alternatives where appropriate
- Offer an appeal process
Failing to follow this process could result in a claim at an employment tribunal.
✍️ Best practice tip: Use requests as a chance to think creatively about role design and team balance—not just to tick legal boxes. Managers who respond with curiosity and fairness, even when the outcome is “no,” help strengthen employee trust and morale.
For more guidance, visit ACAS Code of Practice on Flexible Working: Advisory, Conciliation and Arbitration Service (Acas) code of practice on flexible working requests.
Final Thought
Flexible working requests are more than a formality, they’re a reflection of how well your workplace supports modern lives. For employees, a thoughtful proposal can open the door to more sustainable work. For employers, how you respond shapes how supported, seen, and valued your people feel.
👉 Need help navigating flexible work conversations or policies?
Contact us to learn more about our coaching, manager training, and digital tools to build a flexible, inclusive workplace.