How to complete a flexible working request form: Top Tips
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 4pm every day, the form you use to request your new working pattern will be similar.
Every company procedure for dealing with flexible working applications is different, however, the tips below are applicable to all – with the objective of giving the applicant the best possible chance of getting business buy-in.
We’ve put together our top tips on how to complete a flexible working request form.
How to complete a flexible working request form: Top Tips
The best applications will have the following characteristics:
- They are submitted following a conversation first with your manager. Ideally, meet with your manager face to face 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.
For example, if the team or company is going through potential headcount reduction and cost-cutting, your proposal to work less hours will actually support the team to reduce costs.
- They are 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.’
- They are 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