How to request flexible working arrangements

 
Achieving a healthy work-life balance is increasingly important for overall well-being. Flexible working arrangements can be a key part of this, allowing you to adjust your hours, location, or pattern of work to better fit your personal life. But how do you go about asking for this change? This guide will walk you through the process of making a request for flexible work arrangements, from understanding your rights to drafting a compelling proposal.
 

Understanding your eligibility for flexible working

Before you can request flexible working arrangements, it's important to know if you are eligible. In Australia, the Fair Work Act gives certain employees the right to request flexible working.
 
To be eligible, you generally need to have completed at least 12 months of continuous service with the same employer. This applies to full-time and part-time employees. For a long-term casual employee to be eligible, they must have been employed on a regular and systematic basis for at least 12 months and have a reasonable expectation of continuing employment.
 
The right to request flexible working is available if you:
 
  • are pregnant.
  • are the parent of a school-aged child or younger.
  • are a carer (as defined by the Carer Recognition Act 2010).
  • have a disability.
  • are 55 or older.
  • are experiencing family and domestic violence.
  • are caring for an immediate family member or household member who requires care due to domestic violence.
This formal process empowers eligible employees to initiate a conversation about alternative working arrangements that can support their needs, whether that's to attend regular medical appointments or manage family responsibilities.
 

Types of flexible work arrangements

Flexible working is not just about working from home. There are various options that might suit you and your employer. Understanding these can help you frame your flexible work request. Common arrangements include:
 
  • Compressed hours: Working the same number of hours over fewer days.
     
  • Flexible start and finish times: Adjusting your daily working hours to start and end earlier or later.
     
  • Job sharing: Two employees sharing the responsibilities of one full-time role.
     
  • Part-time work: Reducing your weekly hours to become a part-time employee.
     
  • Telecommuting or remote work: Working from home or another location for some or all of the week.
     
  • Staggered hours: Having different start, finish, and break times from other employees.
     
  • Unpaid leave: Taking a block of time off for specific needs, such as to cover school holidays.
Thinking about which of these working arrangements would best suit your circumstances will strengthen your request.
 

Preparing your request for flexible working

A well-prepared written request is crucial. It shows you've thought through the implications of your proposed change and are serious about making it work for both you and your employer. Before you write anything, consider your employer's circumstances and any existing workplace policies on flexible work.
 
Your proposal should be a clear and professional document. It needs to detail the changes you are seeking and explain how you believe this new working arrangement can be managed successfully. Think about the potential impact on your team and the business, and propose solutions to any challenges. For example, if you are requesting to work from home, how will you maintain communication with your colleagues? If you want to change your hours, how will your responsibilities be covered?
 

How to write a formal request

When you're ready to make a request, it should be in writing. This creates a formal record and ensures clarity for both employers and employees. While some companies may have a specific flexible work arrangement request form, many do not. In that case, you'll need to draft your own.
 
Here’s a simple structure you can follow, which can serve as a request for flexible work arrangements template:
 
  • Date and your details: Start with the current date, your name, and your position.
     
  • State your eligibility: Clearly state that you are making a formal request for flexible working under the provisions of the Fair Work Act. Mention the reason for your eligibility (e.g., as a parent of a school-aged child).
     
  • Detail the requested change: Be specific about the flexible working arrangement you are seeking. For example, "I would like to change my working hours from 9:00 am - 5:30 pm to 8:00 am - 4:30 pm, Monday to Friday."
     
  • Explain the reasons: Briefly explain why you are requesting the change. You don't need to go into excessive personal detail, but linking it to your eligibility helps.
     
  • Outline the benefits and address potential issues: This is the most important part of your flexible work request. Explain how the proposed arrangement could benefit the company, such as through increased productivity or improved well-being. Address any potential effects on the business and suggest how they can be managed. For instance, you could commit to being available for regular meetings or ensuring a smooth handover of tasks.
Propose a start date and trial period: Suggest a date for the new arrangement to begin and offer to have a trial period to ensure it works for everyone.
 
Below is an example of a request for flexible working arrangements:
 
[Date]
 
To: [Manager's Name]
 
From: [Your Name]
 
Subject: Formal request for flexible working arrangements
 
Dear [Manager's Name],
 
I am writing to make a formal request for a flexible working arrangement in my role as [Your Job Title]. As a parent of a child under school age, I am making this request under my entitlement in the Fair Work Act.
 
I would like to request to work from home two days per week, on Mondays and Fridays, effective from [Start Date]. My hours on these days would remain [Your Current Hours].
 
I am confident that I can perform my duties effectively from home without impacting my productivity or the team's workflow. I will ensure I am fully available via phone and email during my working hours and can attend any necessary meetings virtually. This arrangement would greatly help me balance my work and family commitments, leading to increased focus and job satisfaction.
 
I am happy to discuss this proposal further and am open to a trial period to ensure the arrangement is successful for the team and the business.
 
Thank you for considering my request.
 
Kind regards,
 
[Your Name]
 

What to expect after submitting your request

Once you submit your employee's request, your employer must provide a written response within 21 days. They can either approve the request or refuse it. An employer can only refuse requests for flexible working on reasonable business grounds.
 
Reasonable business grounds might include:
 
  • The requested change would be too costly.
  • There's no capacity to change the working arrangements of other employees to accommodate it.
  • It would be impractical to change other employees' arrangements or recruit new staff.
  • The change would result in a significant loss of productivity or have a negative impact on customer service.

How to respond to a refused request

If the employer refuses, their written response must explain the reasons why. Best practice employers often try to find a middle ground or suggest an alternative working arrangement. Supporting flexible working arrangements is a hallmark of a supportive culture and can help reduce staff turnover.
 
If your employer's response is a refusal and you believe it is not based on reasonable business grounds, you can dispute the decision. The Fair Work Commission can help resolve disagreements between an employee and an employer.
 
Ultimately, a thoughtful and well-communicated request for a flexible working proposal is your best tool. It shows professionalism and a commitment to finding a solution that supports both your personal needs and your employer's goals.
 

Empowering Your Work-Life Balance

At Hays, we believe everyone deserves to work to live, not just live to work. Recent insights from the Hays Salary Guide show that flexible working is no longer a perk; it's an expectation for employees seeking genuine work-life balance. By understanding your rights and putting forward a considered request, you can shape a working arrangement that meets your needs and keeps your career moving forward.