Free policy template · Word

Flexible Work Policy

A flexible work policy lets employees request changes to when and how much they work — flexitime around core hours, compressed weeks, part-time or job-sharing. It gives HR and managers a fair, documented way to assess requests, for example from new parents, caregivers or employees studying further.

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[Company Logo][Company Name]

FLEXIBLE WORK POLICY

Policy No.:: [Reference Number]
Version:: [Version Number]
Effective Date:: [Date]
Policy Owner:: Human Resources

1. Purpose

[Company Name] recognises that employees have different life stages and commitments. This policy offers flexible working arrangements where they can be balanced with business and customer needs.

2. Scope

Employees with at least [Number] months of service may apply. Arrangements depend on the role; customer-facing shift roles may have limited options.

3. Definitions

Flexitime: choosing start and end times between [Earliest Start] and [Latest End], while working [Number] hours a day.
Core hours: [Start Time] to [End Time], when all employees must be working.
Compressed week: working the full weekly hours over [Number] days.
Part-time: working fewer than the standard weekly hours on pro-rata pay.
Job-share: two employees sharing one full-time role.

4. Policy

Any eligible employee may make one flexible work request in a [Number]-month period.
Requests are considered on business grounds; approval is not automatic.
Part-time and job-share arrangements carry pro-rata salary, leave and benefits as set out in a written addendum.
Daily and weekly working hours, rest intervals and spread-over will remain within legal limits.
Approved arrangements start with a trial period of [Number] months.
Either party may request a review with [Number] weeks' notice.

5. Procedure

Employee submits the Flexible Work Request Form describing the proposed pattern, start date and how work will be covered.
Reporting Manager meets the employee within [Number] working days to discuss it.
Manager and HR give a written decision within [Number] working days, stating reasons if declined or if an alternative is offered.
The employee may appeal to the Department Head within [Number] days.
HR issues an addendum and updates attendance and payroll.

Employee Name
Employee ID
Designation
Current working pattern
Requested working pattern
Proposed start date
Impact on team and how it will be managed

6. Responsibilities

Employee: make a clear request, keep to the agreed pattern and stay reachable during core hours.
Manager: consider requests fairly and consistently and monitor outcomes.
HR: advise on precedents, issue addenda and maintain records.

7. Non-compliance

Misuse of flexitime, such as missing core hours or falsifying hours, may lead to the arrangement being withdrawn and action under the Disciplinary Policy.

8. Review & Approval

HR will review this policy annually, including the number of requests received, approved and declined.

Approved by
[Authorised Signatory]
[Designation]
Date: [Date]

Acknowledged by
[Employee Name]
Date: [Date]

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What this template includes

Menu of arrangements — flexitime, compressed week, part-time, job-share
Core hours — everyone overlaps for meetings and customer needs
Written request form — captures the business impact and the proposed schedule
Decision within [Number] days with reasons — keeps the process fair
Trial period — tests the arrangement before it becomes permanent
Pro-rata pay and leave for reduced hours — avoids later disputes

When to use it

Employees returning from maternity leave ask for adjusted timings
Long commutes in metro cities make fixed 9-to-6 hours hard for staff
You want to offer flexitime with core hours to improve retention
Someone asks to move to part-time or a four-day compressed week

How to customise this template

1Pick which arrangements you will offer and delete the rest
2Set core hours and the earliest/latest start times
3Decide the service period before employees can apply
4Insert how pro-rata salary, PF and leave will be calculated for part-time staff
5Name the decision-maker and appeal route

HR tips

Assess the role, not the person — similar roles should get similar answers
Always put an approved arrangement in a written addendum
Review arrangements when the team or role changes
Remember total daily and weekly hours must still stay within legal limits

Changes to hours and pay change employment terms. Review this template against applicable wage and working-hour rules, state Shops & Establishments rules and with legal advice before issuing contract changes.

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Frequently asked questions

What is flexitime?+

Flexitime lets employees choose their start and finish times within a band, as long as they work the required daily hours and are present during core hours.

Is a flexible working arrangement permanent?+

It depends on what is agreed. Most policies start with a trial period and then review it, and either side can request a review if business needs or personal circumstances change.

Does part-time work affect PF and gratuity?+

Part-time employees on the payroll remain covered by applicable social security laws based on their wages and service. Calculate contributions on actual wages and record the arrangement clearly.

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Effective Date:
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