Example Email Requesting Flexible Working Hours: A Comprehensive Guide

The demand for flexible working hours is increasing as professionals strive to balance their work commitments and personal lives. Upwork's recent study highlights that 90% of professionals believe flexible work arrangements boost their productivity. However, understanding how to articulate this request to your employer is crucial, and crafting a well-thought-out email is the first step toward achieving this balance.

This guide provides the necessary insights to effectively communicate your need for a flexible schedule, helping you persuade your manager of its advantages. Let's explore how to achieve a more satisfying and productive work-life balance.

Benefits of Flexible Working Hours

Flexible working hours offer numerous advantages for both employees and employers alike. Here's a concise list highlighting the key benefits:

For Employees

• Enhanced Work-Life Balance: Flexible hours allow employees to adjust their work schedules to fit personal commitments and responsibilities, leading to a better balance between professional and personal life.
• Increased Productivity: Employees can work during their most productive times, whether morning larks or night owls, leading to higher efficiency and output.
• Reduced Commute Stress: By avoiding peak commuting times, employees can experience less stress and save time, contributing to overall well-being.
• Greater Autonomy: Having control over their work schedule empowers employees, fostering a sense of independence and job satisfaction.
• Improved Health and Well-being: Flexible schedules can lead to reduced stress levels, better mental health, and more time for physical activity.

For Employers

• Attract and Retain Talent: Offering flexible working hours can make a company more attractive to potential employees and help retain existing talent by meeting their work-life balance needs.
• Increased Employee Engagement and Loyalty: Employees who feel their personal life is respected will likely be more engaged at work and loyal to the company.
• Reduced Absenteeism: Flexible schedules can lead to fewer sick days as employees can better manage their health and appointments without compromising work.
• Broader Talent Pool: Flexibility allows employers to attract talent from different locations and accommodate those with varying needs, such as parents or individuals with disabilities.
• Cost Savings: Flexible working can reduce the need for office space and resources, leading to potential cost savings for the company.

5 Things to Consider For An Email Requesting Flexible Work Arrangement

When writing an email for flexible working arrangements, here are a few things that you must consider to increase your chances of receiving a positive response:

1. Revisit the Company Policy

Review your company's policy before drafting your flexible working request email. It's an initial step that ensures your proposal is aligned with corporate guidelines and legal requirements, demonstrating your professionalism and attention to detail.

Companies often outline eligibility criteria, application procedures, and potential limitations in their official documents. By referencing these aspects, you can tailor your request for a flexible working pattern to fit within the framework provided by your employer, eventually increasing the likelihood of approval.

This approach respects company protocol and illustrates your initiative in seeking a solution that benefits both parties. Moreover, understanding the policy allows you to anticipate possible objections and address them proactively in your request for a new work pattern.

2. Stick to the Point

Remembering that clarity and conciseness are essential when requesting a flexible work arrangement would be best. For this, begin with a straightforward statement of your proposal, followed by a concise explanation of why this arrangement is necessary for your situation.

Also, avoid adding unnecessary details that could detract from the main point. For example, if you are seeking to modify your schedule due to childcare responsibilities, briefly state this reason without including extensive personal narratives.

This focused approach respects the reader's time and highlights the professional nature of your flexible working request email. Sticking to the point makes it easier for your employer to understand your needs and how they might accommodate them without going through irrelevant information.

3. Show Your Willingness to Negotiate

Next, you must express your willingness to negotiate on the terms. This demonstrates your flexibility and commitment to finding a mutually beneficial solution.

Indicate that you are open to discussing different aspects of your proposed arrangement, such as the specific days you want to work remotely, certain hours, or performance metrics.

With this approach, you can make your proposal more appealing to your employer, showing you're considering the company's needs alongside your own. For instance, offering to be in the office on essential meeting days can reassure your employer of your commitment to team collaboration.

4. Highlight the Benefits

Make sure to articulate how a flexible arrangement for work can positively impact your productivity and, by extension, benefit the company. You can refer to credible sources and case studies and mention how a flexible work schedule can increase employee satisfaction and reduce turnover rates.

For example, a study shows that 85% of businesses report an increase in work efficacy after the implementation of flexible work schedules. Using such stats in your support, you can explain how the proposed changes could enhance your work and life balance, improving focus and efficiency.

Moreover, it emphasizes potential increases in morale and engagement, critical drivers of performance and innovation. You will likely gain your employer's support by presenting your flexible working request as a win-win scenario.

5. Propose a Trial Run

Lastly, proposing a trial period for your flexible working pattern can help alleviate your employer's concerns. This approach shows confidence in your ability to maintain or improve your performance under the new arrangement.

For this, put forward a reasonable timeframe for the trial, such as three to six months, after which both parties can review the arrangement's effectiveness. During the trial, commit to regular in-person check-ins and provide updates on your progress.

Bonus Tip: You can also consider proposing job sharing, if suitable, as a flexible working pattern, where two employees work part-time to fufill the responsibilities of one full-time position.

9 Steps For Writing An Email For a Flexible Working Request

Here are nine simple steps to write an email regarding flexible working arrangements to your business employer:

1. Subject Line Creation: Choose a clear, direct subject line, like "Request for Flexible Working Hours - [Your Name and Job Title]."
2. Greeting and Introduction: Start with a polite greeting, followed by a brief introduction and your purpose, e.g., "I hope this message finds you well. I'm willing to discuss potentially adjusting my working hours for personal reasons like school or family commitments."
3. Present Your Request: Specify your desired flexible hours arrangement or request for remote work along with your current working pattern, including days and times.
4. Rationale for the Request: Briefly explain the reason behind your request, focusing on how it will maintain or enhance work efficiency.
5. Benefits to the Team/Company: Highlight how your proposed schedule could be a deal that can benefit your team's dynamics or the company's goals.
6. Opt For a Trial Period: Advise a trial period, like a week or a few months, to assess the effectiveness of your desired flexible working arrangement.
7. Offer Reassurance: Assure your manager of your commitment to your responsibilities and ensure continuity in connection with your team colleagues during your proposed hours.
8. Request for a Meeting: Ask for a meeting or a call to discuss your ideas further, indicating your availability for the conversation. Adding your contact details is optional here.
9. Closing and Thanks: Close with a polite thank you, expressing appreciation for considering your request, followed by your signature.

Request For Flexible Working Hours Example Email (Free)

Subject: Flexible Working Hours Request (Your Name and Job Title)

Dear [Manager's Name],

I hope this message finds you well. I am writing to formally request a modification to my current working hours (1:00 PM to 9:00 PM) to accommodate my academic commitments better. After reviewing our company's flexible work policy, I believe this change could align with our shared employee satisfaction and performance goals.

I propose adjusting my schedule from Monday to Friday from 8:00 AM to 4:00 PM. This adjustment would enable me to dedicate focused hours to our projects while managing my courses effectively.

I am committed to maintaining, if not exceeding, my current output level and work quality. I propose regular check-ins with you and the team to ensure seamless communication and collaboration. Moreover, I am also willing to adjust my hours, as necessary, for important meetings or deadlines.

Understanding the importance of balance for the company and employees, I am open to discussing this proposal further and finding a mutually beneficial arrangement. If possible, I suggest a three-month trial period to assess the effectiveness of this new schedule.

I appreciate your consideration of this request and look forward to discussing it further. >Thank you for your ongoing support and understanding!

Best regards,

[Your Name]

Summing Up

Crafting a well-thought-out email to request flexible working hours could pave the way for a more adaptable and productive work environment. By presenting a clear, reasoned case, you can help employers see the mutual benefits of such arrangements.

The increasing trend towards flexible working schedules showcases a forward-thinking approach to work-life balance, employee well-being, better mental health and productivity. Thus, if you want to explore opportunities that embrace this innovative work model, 4dayweek.io can help you. Our platform enlists multiple job opportunities with flexible schedules.

Visit our website now to discover how to integrate flexibility into your career and potentially transform your work-life balance.