Official form guide
Form responding to a request for flexible working arrangements te: Responding to a request for flexible working arrangements template sts
This is a template letter from the Fair Work Ombudsman that employers use to reply to an employee’s written request for flexible working arrangements under the Fair Work Act. It guides the employer on what to include in the response.
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Form Overview
Fair Work Ombudsman Form responding to a request for flexible working arrangements te - Responding to a request for flexible working arrangements template sts
This is a template letter from the Fair Work Ombudsman that employers use to reply to an employee’s written request for flexible working arrangements under the Fair Work Act. It guides the employer on what to include in the response.
Risk Radar
Scan points- 1Omitting the detailed reasonable business grounds when refusing a request.
- 2Missing the 21‑day response deadline
- 3Not providing specific reasonable business grounds for a refusal
- 4Failing to offer any alternative arrangements where possible
- 5Leaving colour‑coded instructions or placeholder text in the final letter
Plain English
If an employee asks to change their hours, work pattern or location, you need to answer in writing. This template helps you put together that reply – whether you approve, suggest alternatives, or have to refuse.
Submission Date
- Filing date: You must send the written response within 21 days of receiving the employee’s request.
- Preparation window: collect IDs, supporting records, and signatures in advance.
- Final review: verify names, dates, and required fields before submission.
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What this form is for
- When an employee has submitted a written request for flexible working arrangements under the Fair Work Act.
- When you need to give a formal written response – approval, alternative arrangement, or refusal.
- When you must record the reason for refusal as reasonable business grounds.
- When you want to include the dispute‑resolution pathway with the Fair Work Commission.
- When you need a printable letter that can be placed on your business letterhead.
Form selector
Use this form or another form?
Employee requests flexible work under FW Act
Provides required written response and business‑ground details
✓ Confirm the request is covered by flexible‑work rights
Employer needs to record a verbal agreement only
Not a formal response required by law
✓ Use informal notes, not this template
Employee disputes a refusal and escalates to Fair Work Commission
Different process for formal dispute
✓ Ensure you have already sent this template before lodging
Fair Work Commission application form
Deadline or filing window
The response must be issued in writing within 21 days of the employee’s request.
Before you submit
- 1Insert employee’s full name and residential address.
- 2Enter the date of the employee’s original request.
- 3List the specific flexible‑working changes the employee asked for.
- 4Choose one of the three response options and delete the others.
- 5If refusing, provide clear reasonable business grounds and any alternative options.
- 6Add the contact details of the person to escalate workplace disputes.
- 7Sign the letter and include your position title.
- 8Print on business letterhead if you use one.
- 9Keep a copy of the signed letter for your records.
How to file this form
- 1Download the latest template from fairwork.gov.au/templates.
- 2Print the document on your business letterhead (optional).
- 3Complete Part A checklist to guide your decision.
- 4Fill Part B with the employee’s details, request summary and chosen response option.
- 5Review the letter for any empty placeholders or unused sections.
- 6Sign and date the letter.
- 7Provide the final letter to the employee and file a copy for your records.
Known limitations
- 1The template is a guide only; it does not replace legal advice.
- 2It applies only to flexible‑working requests covered by the Fair Work Act.
- 3It is not a submission to the Fair Work Commission – a separate form is needed for disputes.
- 4Penalties can apply if the required content (e.g., reasonable business grounds) is omitted.
Field map
Compact field-by-field guide
Applicant
1 items
Full name (and representative, if any), postal address, email, and phone number of the person or organisation lodging the application.
Respondent
1 items
The exact legal name and ABN of the employer or other party the application is made against.
The Matter
2 items
Identify the kind of matter — for example, unfair dismissal, general protections, or an agreement application.
A clear description of what happened, relevant dates, and the outcome you are seeking.
Dates
1 items
Relevant dates such as the date of dismissal or the date the issue arose — these determine whether you are within time.
Supporting
1 items
Any documents that support your application, such as letters, contracts, or notices.
Declaration
1 items
Sign and date the form. Applications may also require a fee or an application for a fee waiver.
Almost done reviewing the fields?
Fillable formOpen in Editor->The template was last updated in August 2023 and is the current version on the Fair Work Ombudsman website.
What changed or needs a fresh check
- Verify you have the latest version from fairwork.gov.au/templates.
- Check that Part A checklist is completed before filling Part B.
- Confirm all date fields (request date, commencement, trial review) are filled.
- Ensure any reasonable business grounds are fully detailed if refusing.
- Delete any option sections that do not apply to your decision.
Quick Facts
Sources
- SRCForm last updated August 2023confirmed in source.
- SRCEmployers can use this template to respond to a written flexible‑working requestconfirmed in source.
- SRCPart A is a checklist; Part B is the fill‑in letterconfirmed in source.
- SRCThree response options (approve, alternative after discussion, refuse)confirmed in source.
- SRCRequirement to detail reasonable business grounds when refusingconfirmed in source.
- SRCDispute resolution pathway with the Fair Work Commissionconfirmed in source.
- SRCContact details for escalation and Infoline number 13 13 94confirmed in source.
- SRCNot confirmed in official source: exact legal consequences of using an outdated version.
Common confusion points
Leaving more than one response option in the final letter.
Forgetting to delete placeholder text such as ‘<Insert …>’.
Not providing detailed reasonable business grounds when refusing.
Omitting the dispute‑escalation contact details.
Using an outdated version of the template.
Failing to keep a copy of the signed letter for records.
Source transparency
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