Reply to employee requesting a change to working hours


Employee demands for flexible work schedules should always be considered sympathetically by employers. It has been shown that as a result, workers have a higher level of commitment to the organization.

Requested shifts in hours must be considered against the potential that the employee may depart, requiring an expensive and time-consuming recruiting procedure.

It is important to remember that your company’s demands are the most important consideration when deciding whether or not to accept a request.

For example, you may decide that the counter-offer should have certain restrictions or that the proposed hours should be changed. In most cases, an acceptable compromise may be reached if they are realistic.

Employees are expected to be known by their first names in the following letter. Using the more formal titles of Mr., Mrs., Miss, etc., is appropriate if your organization is larger.

Also See: Sample Promissory Note Letter

Sample 1: Letter for replying to an employee requesting a change in working hours

[Business Address]

[Employee’s Address]

[Today’s date]

Dear [First Name]

Thank you for your letter dated [insert date] regarding your request to change your working hours to fall in line with school term times. [or other reason]

Following a meeting between [detail who made the decision] on [date] they agreed to accept your request to change your working hours to a term time working pattern with the following two caveats:

[the following two bullet points are examples only, replace them with your own]

You are to work a minimum of 7 hours during the main school Summer holiday period.

Annual Leave can only be taken in school holidays.

These new working hours will begin on [date] for a trial period of six months when the matter will be reviewed again on [date 6 months from this date].

Due to the reduction in working hours your salary and associated benefits will be affected. Your salary will be [details here], your holiday entitlement has been adjusted to [number of hours] and your pension contributions will be [amount]. [Mention any other changes to working terms here].

I hope you find the above terms agreeable. Please can you let me know if you are happy with them and I will begin the process of arranging for the necessary agreement to be drawn up. Please don’t hesitate to contact me if you wish to discuss the matter further.

Yours faithfully

[Your Name]


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