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Flexible working application meeting invitation letter

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Our Flexible Working Application Meeting Invitation Letter template invites employees to discuss flexible work arrangements, promoting work-life balance and open communication.

Reading time
How long to understand and implement this letter?
5 mins
Word count
How many words in this letter?
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What is a Flexible working application meeting invitation letter?

The purpose of the letter is to inform the employee that their request has been received.

By inviting the employee to a meeting to discuss their request, the employer is able to gain a better understanding of the proposed changes to working arrangements and how they would impact the business.

The meeting provides an opportunity for the employer to ask questions and seek clarification, and for the employee to explain their reasons for making the request and how they believe it would benefit them and the company.

The meeting also allows both parties to work together to find a solution that meets the needs of the employee while ensuring that the business can continue to operate effectively.

Overall, the Flexible working application meeting invitation letter helps to facilitate an open and constructive dialogue between the employer and the employee, which is essential for working towards a successful flexible working arrangement.

Best practice timescale for this to be issued
When should this letter be issued?
Within 28 days of receiving the employee's request for flexible working application
Issued by who, to whom
Who should issue this letter, and to whom?
The Employer (you) to the Employee
Applicable legal jurisdiction
In which jurisdiction can this letter be used?
Great Britain & NI (United Kingdom)

What legislation and best practice guidelines have been taken into account in the development of this template?

Employers must follow a specific timescale for managing a flexible working request. This includes:

  1. Within 28 days of receiving the employee's request, the employer must arrange a meeting with the employee to discuss their request.

  2. After the meeting, the employer must consider the request carefully, taking into account the needs of the business and the impact on the employee.

  3. Within 14 days of the meeting, the employer must inform the employee of their decision in writing. If the employer needs more time to consider the request, they must inform the employee in writing and provide a new decision date, which must be within two months of the original request.

It's important for employers to follow this timescale to ensure that they are complying with the law and treating their employees fairly. Failing to follow the correct procedure or timescale could result in a complaint to an employment tribunal.

Flexible working application meeting invitation [Delete this line]

[Company name]

[Sender address]



[Recipient name]

[Recipient address]


Dear [Recipient first name],

Thank you for your email to [name] on [date] requesting to permanently alter your contracted working pattern. We would like to discuss your request with you to see how your proposed working pattern might be made to work in practice, and also to ensure that you are fully aware of all the implications of changing your working pattern.

Please attend a meeting with [name] and [name] on [date] at [time] in [location]. You may, if you wish, bring a colleague with you to the meeting.

Following the meeting, a decision will be made on the feasibility of your request and the decision will be communicated to you in writing. We will endeavour to grant your request if it is at all possible to do so, but we will also need to consider the effects of your proposals on the organisation, the work of your department and your colleagues. It would be helpful if you are willing at the meeting to discuss possible alternatives to the changes you have requested with a view to seeking a compromise arrangement that suits both parties (if this is necessary).

In the event that the organisation refuses your request, we will explain the reason why we believe that your request is not workable for the organisation in writing.

Please could you confirm whether you are able to attend the meeting suggested above or, if not, to suggest an alternative time and date.

Yours [faithfully | sincerely],



[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

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£ 9

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Flexible and hybrid working template toolkit:

In which communication or process sequence does this template belong?

Previous step
Flexible working request acknowledgement letter template

Use this model letter to notify the employee that their flexible working request has been received and that a meeting will be set up to discuss it with them.

This step
Flexible working application meeting invitation letter template
Next step
Flexible working meeting script

Our Flexible Working Meeting Script template guides productive discussions, ensuring clear communication and mutual understanding of flexible work arrangements.

Flexible working application meeting invitation letter
flexible working application meeting invitation letter