People · free template

Flexible Working Request

Request a change to working hours or pattern, not only location: the current pattern, the pattern wanted, the reason, the team effect and a trial period.

A ready-to-use human resources form for HR, people ops and hiring managers: 26 questions, 2 pages, 4 conditional rules.

Questions: 26
Pages: 2
Layouts: classic · card
Time to complete: ≈ 8 min
Conditional rules: 4

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Hiring & applications

Compliance checklist

Ready to publish

Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
Medical disclaimer present — passingThis form does not provide medical advice, diagnosis or treatment. Information you share here is not a substitute for care from a qualified clinician. In an emergency, contact your local emergency service immediately.
Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Flexible Working Request is built for HR, people ops and hiring managers who need to run hiring and internal people processes on one auditable record.

HR, people ops and hiring managers working in human resources.
Teams who need to run hiring and internal people processes on one auditable record without writing code or paying for a custom build.
Anyone replacing CVs, requests and approvals scattered across inboxes with one structured record per enquiry.
Respondents are candidates and employees — the form asks them 26 questions across 2 screens.
Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

Why this form is useful

It removes the cost of CVs, requests and approvals scattered across inboxes and turns each submission into a record your team can act on immediately.

18 questions are required, so submissions arrive complete instead of needing a follow-up email.
It records a signature you can keep as proof of agreement.
It pins the request to a specific date.
It allows multiple selections without free text.
It captures a numeric value you can filter and sort on.
Conditional logic hides 4 questions until they are relevant — shorter forms convert better than long ones.
Splitting the form across 2 pages keeps each screen short and shows respondents how much is left.
Every response is stored, searchable and exportable, so nothing depends on one person's inbox.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

1Press “Use this template” — a fresh copy of Flexible Working Request lands in your workspace, ready to edit.
2Rename or delete any question, and change what is required. Nothing here is fixed.
3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
4Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
5Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 4 conditional rules ship with it.

Features conditional validation: if “Is the change permanent or for a set period?” is For a set period, “End date of the temporary change” becomes mandatory before the form can be sent.
Features conditional validation: if “Would you accept a trial period first?” is Yes, “Trial length you would suggest” becomes mandatory before the form can be sent.
Features conditional validation: if “Does the change affect a shift rota?” is Yes, “How the shifts would be covered” becomes mandatory before the form can be sent.
Features conditional validation: if “Does the change reduce your contracted hours?” is Yes, “New weekly hours you are requesting” becomes mandatory before the form can be sent.
All 4 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

Most flexible working requests are refused for a reason that has nothing to do with the request itself: nobody could see what was actually being asked for. This form makes the change legible. The first page writes down the current pattern hour by hour and day by day, then the proposed pattern in the same shape, so a manager can compare them side by side instead of interpreting a paragraph. It asks whether the change is permanent or for a fixed period, when it would start, and whether the employee would accept a trial before it becomes permanent — the option that turns most refusals into agreements. The second page is the part managers actually need to answer: which duties are affected, who covers the hours that move, how customers or colleagues in other time zones are handled, and what the employee suggests for handover and contact. Reasons are optional rather than demanded, and the form does not ask for medical or family detail the decision does not require.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Page 1 — Current and proposed pattern

Your namerequired
Job titlerequired
Team or departmentrequired
Manager's namerequired
Date you started in this role
Your current working patternrequired
The pattern you are requestingrequired
What is changingrequired
Does the change reduce your contracted hours?required
New weekly hours you are requesting
Is the change permanent or for a set period?required
Preferred start daterequired
End date of the temporary change
Would you accept a trial period first?required
Trial length you would suggest

Page 2 — Effect on the work

Duties affected by the changerequired
How you suggest the work is coveredrequired
Does the change affect a shift rota?required
How the shifts would be covered
Do you work with colleagues or customers in other time zones?required
How you would keep those hours workable
Hours you would be contactable
Reason for the request, if you would like to give one
Have you made a flexible working request before?required
Your signaturerequired
Date submittedrequired

26 questions in total.

Example of a completed flexible working request form

This shows how an employee sets out a current and proposed pattern side by side so a manager can compare them.

Job title: Warehouse Team Leader
Your current working pattern: Monday to Friday, 08:00 to 16:00, on-site
The pattern you are requesting: Monday to Thursday, 07:30 to 17:00, compressed week
What is changing: Compressed week
Is the change permanent or for a set period?: Permanent
Preferred start date: 1 April 2026
Would you accept a trial period first?: Yes
Trial length you would suggest: Three months
How you suggest the work is covered: A colleague covers the Friday handover call and I catch up by phone if needed.

Sample data — no real people, addresses or records are shown.

How the form changes as it's filled in

This template ships with 4 conditional rules, grouped into 4 behaviours driven by 4 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Is the change permanent or for a set period?”

Makes answers required
If “Is the change permanent or for a set period?” is For a set period, “End date of the temporary change” becomes required before the form can be submitted.

Driven by “Would you accept a trial period first?”

Makes answers required
If “Would you accept a trial period first?” is Yes, “Trial length you would suggest” becomes required before the form can be submitted.

Driven by “Does the change affect a shift rota?”

Makes answers required
If “Does the change affect a shift rota?” is Yes, “How the shifts would be covered” becomes required before the form can be submitted.

Driven by “Does the change reduce your contracted hours?”

Makes answers required
If “Does the change reduce your contracted hours?” is Yes, “New weekly hours you are requesting” becomes required before the form can be submitted.

Set it up step by step

1
Ask for both patterns in the same shape
A side-by-side comparison of current and proposed hours removes most of the guesswork from the decision.
2
Offer a trial in the form
Requests that include a suggested trial length are agreed far more often than all-or-nothing requests.
3
Make coverage the employee's suggestion
Asking who covers moved hours turns the request into a proposal a manager can accept or adjust.
4
Keep the reason optional
The decision rests on whether the pattern works, so demanding personal detail adds risk without adding information.

Mistakes to avoid

Treating flexible working as a location question, so requests about hours and shift patterns have nowhere to go.
Refusing a request without recording which business reason applied, leaving nothing to explain at appeal.
Missing your own response deadline because the request arrived by email and was never logged with a date.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Log the request with its date, meet the employee, and confirm the outcome in writing: agreed, agreed as a trial, adjusted, or refused with the reason.

Works in both layouts

Browse classic templates Browse card templates

Forms that overlap this one

These pages cover the same subject ground as the flexible working request, matched on the words people actually search for.

Privacy & compliance

This form collects health information. Keep access limited to the people who need it, turn on encrypted answers for the clinical questions, and set a retention window so records don't sit in the dashboard forever.

Frequently asked questions

How is this different from a remote work request?

Remote work asks where someone works. This covers hours, days, compressed weeks, job shares and shift patterns as well as location.

Does it decide the outcome?

No. It gathers what a manager needs to decide, and records the request date so your own response timescale is measurable.

Should we require a reason?

The form keeps it optional. Rules on what you may ask differ by country, so check your local obligations before making it mandatory.

Can it handle a job share?

Yes. Job share is one of the change options, and the coverage page is where the pairing arrangement is described.

Is the Flexible Working Request template free to use?

Yes. You can preview and test Flexible Working Request on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Flexible Working Request template ask for?

It asks 26 questions across 2 pages, 18 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Flexible Working Request form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this human resources form work?

4 conditional rules ship with the template: Features conditional validation: if “Is the change permanent or for a set period?” is For a set period, “End date of the temporary change” becomes mandatory before the form can be sent. Features conditional validation: if “Would you accept a trial period first?” is Yes, “Trial length you would suggest” becomes mandatory before the form can be sent. Features conditional validation: if “Does the change affect a shift rota?” is Yes, “How the shifts would be covered” becomes mandatory before the form can be sent. All rules are editable in the Logic tab.

Where do responses to the Flexible Working Request form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Flexible Working Request form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

Is the signature on this form legally usable?

The template captures a drawn signature and stores it with the submission, along with the timestamp, so you keep evidence of who agreed and when. Whether that is sufficient depends on your jurisdiction and the agreement itself.

More forms teams pair with the flexible working request.

Related categories

All Human Resources templates

Flexible Working Request

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