Flexible Working Hours Policy Template

A clear flexible working hours policy helps employees understand when and how they can adjust their schedules while ensuring team coordination, productivity, and fairness. Whether someone is starting earlier to manage school drop-offs or shifting hours to accommodate caregiving, flexibility should be structured, supported, and equitable.

This policy outlines what flexible working hours mean at your organization, who is eligible, and how to request and manage alternative schedules.

What the Flexible Working Hours Policy Should Include

To be effective, your flexible work policy should cover:

• Purpose and scope: Why the policy exists and who it applies to
• Definitions: What “flexible hours” include — e.g., staggered start times, compressed workweeks, split shifts
• Eligibility: Who can request flexible hours and under what conditions
• How to request a flexible schedule: Required notice, documentation, and approval process
• Expectations and limitations: Guidelines for collaboration, availability, core hours, and coverage
• Manager and team responsibilities: Ensuring fairness and avoiding disruption
• Review and modification process: How flexible schedules are reviewed or adjusted over time
• Compliance with labor laws: How the policy aligns with wage and hour regulations, including breaks and overtime

Purpose of the Flexible Working Hours Policy

This policy is designed to:

• Provide employees with more autonomy and support for managing work and life
• Encourage outcomes-based performance, not just presence
• Increase job satisfaction, engagement, and retention
• Ensure that all flexible arrangements are handled fairly, consistently, and in alignment with business needs
• Comply with applicable local, state, and federal labor laws

Flexibility is a shared responsibility — and this policy helps balance employee choice with team coordination.

Sample Flexible Working Hours Policy

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Effective Date: [Insert Date]
Policy Owner: People Team / HR Department
Last Reviewed: [Insert Date]

1. Policy Overview

This policy outlines [Company Name]’s approach to flexible working hours. We recognize that employees may have personal responsibilities, commuting preferences, or productivity rhythms that make traditional 9-to-5 hours challenging. Our goal is to support flexible scheduling where possible — while ensuring team alignment, business continuity, and accountability.

2. Scope

This policy applies to all regular full-time and part-time employees. Temporary workers, contractors, and interns may request flexibility but are subject to different approval processes based on role requirements and contractual terms.

3. Definitions

Flexible working hours may include:

• Flexible start and end times (e.g., 7:00 AM – 3:00 PM instead of 9:00 AM – 5:00 PM)
• Staggered hours to avoid peak commuting or support caregiving
• Compressed workweeks (e.g., four 10-hour days instead of five 8-hour days)
• Split shifts (e.g., 6 hours in the morning, 2 in the evening)
• Flexible lunch or break times, as long as daily hours are met
• Hybrid flexibility for partially remote roles (covered by a separate Remote Work Policy)

Employees must continue to meet their weekly work expectations (e.g., 40 hours for full-time roles) unless otherwise agreed in writing.

4. Core Hours and Availability

To support team collaboration, most employees are expected to be available during core hours: [Insert core time block, e.g., 10:00 AM – 3:00 PM], unless otherwise agreed upon.

Outside of these hours, employees may adjust their schedules as long as:

• Work responsibilities are fulfilled
• Collaboration with others is not negatively impacted
• Client and customer needs are met (for applicable roles)

5. Eligibility and Approval

Flexible hours may be requested by employees who:

• Have completed at least [Insert period, e.g., 90 days] of employment
• Are in good standing and meeting performance expectations
• Are in roles where flexibility is operationally feasible

To request flexible hours:

1. Discuss your request with your manager
2. Submit a Flexible Work Schedule Request Form to HR
3. Await written confirmation of the agreed-upon schedule

Managers must review requests in collaboration with HR and evaluate them based on:

• Team impact
• Role responsibilities
• Customer or client service levels
• Equity and consistency across the team

6. Expectations for Employees

Employees with flexible schedules are expected to:

• Maintain productivity and meet deadlines
• Communicate availability clearly with their manager and team
• Attend all required meetings, training sessions, or live events
• Be reachable during agreed-upon hours (unless on approved leave)

Flexible schedules may be subject to a trial period and will be reviewed periodically to ensure effectiveness for both the employee and the team.

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7. Manager Responsibilities

Managers are responsible for:

• Evaluating requests fairly and consistently
• Documenting any approved schedule changes
• Ensuring coverage during business hours
• Monitoring the effectiveness of flexible arrangements and making adjustments as needed

They should also model flexibility by setting clear boundaries and respecting employees’ working hours.

8. Modifications and Review

Flexible schedules are not permanent and may be reviewed or adjusted in response to:

• Changes in business or team needs
• Decline in individual performance
• Promotion, transfer, or change in job duties
• Employee request to revert to a standard schedule

Employees will be given advance notice of any changes and invited to provide input where feasible.

9. Legal Compliance

This policy complies with all applicable labor laws, including:

• Wage and hour regulations
• Overtime and rest/break rules for non-exempt employees
• State or regional laws governing flexible work or protected accommodations

Non-exempt (hourly) employees must track all hours worked using the approved timekeeping system, regardless of schedule flexibility.

Frequently Asked Questions

1. Can I start earlier or later than the usual schedule?
Yes — if your role allows and your manager approves. We encourage flexibility as long as work expectations are met.

2. Do I need to submit a formal request?
Yes. All flexible schedules must be documented in writing and approved by your manager and HR.

3. Can my flexible schedule be changed later?
Yes. Flexible arrangements are reviewed regularly and may change based on business needs or job performance.

4. Does this apply to remote work?
This policy supports schedule flexibility, not location flexibility. Remote work is covered by a separate Remote Work Policy.

5. What if I need flexibility for health or caregiving reasons?
You may also qualify for a workplace accommodation under the ADA or state laws. Please speak with HR to explore all available options.

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