Almost every employee will need adjusted working hours at some point in their career. A vague, last-minute request is far more likely to get rejected, which is why a clear Sample Letter for Change of Working Time removes uncertainty for everyone involved.

This guide walks you through proper request etiquette, provides ready-to-use templates for 7 common scenarios, and answers all the most common questions about this workplace process.

Why A Formal Written Request Is Critical

Many workers make the mistake of only asking their manager verbally. Verbal agreements can be forgotten, misinterpreted, or changed without warning later on.

Submitting a formal written request doubles your chance of getting approved, according to national HR industry data. It also creates an official documented record for your personnel file.

Before drafting your letter, confirm these core details first:

  • Your current official contracted working hours
  • Exact proposed start and end times
  • First date you need the change to begin
  • How you will maintain all job responsibilities

Every effective request follows this simple 4-step structure:

  1. Open politely and state your request clearly
  2. Explain your reason briefly and honestly
  3. Confirm work output will not be impacted
  4. Invite discussion and await confirmation

Sample Letter for Change of Working Time: Childcare Arrangement Adjustment

Subject: Request for Adjusted Working Hours

Dear Manager,

I am writing to formally request a change to my working hours, effective 4 weeks from today. My child’s new nursery drop-off time is 9am, so I would like to adjust my shift from 8am-4pm to 9am-5pm.

I will complete all daily tasks, attend all required meetings, and remain available for urgent communications. I am happy to discuss this adjustment at your convenience.

Thank you for your consideration.
Regards,
[Your Full Name]

Sample Letter for Change of Working Time: Regular Medical Appointments

Subject: Formal Request for Adjusted Weekly Working Hours

Dear Team Lead,

Following my recent health appointment, I am required to attend weekly physical therapy every Tuesday and Thursday at 4pm. I am requesting to finish work at 3:30pm on these days, and make up this time by starting 30 minutes earlier each morning.

All work deadlines and team responsibilities will be fully maintained. I have attached confirmation from my doctor for your records.

Thank you for your understanding.
Kind regards,
[Your Name]

Sample Letter for Change of Working Time: Commute Reduction Request

Subject: Request for Adjusted Working Shift

Dear HR Department,

Recent road construction on my commute has increased travel time by over 45 minutes each way. I am requesting to change my working hours from 9am-5pm to 8am-4pm to avoid peak traffic.

This change will not impact my work output, and I will still be available for all scheduled team meetings. I would like this change to begin on the 1st of next month.

Thank you for reviewing this request.
Sincerely,
[Your Name]

Sample Letter for Change of Working Time: Evening Education Course

Subject: Working Hour Adjustment Request - College Course

Dear Manager,

I have enrolled in an evening industry certification course that runs every Wednesday evening. I am requesting to finish work one hour early each Wednesday, and make up this hour on Friday afternoons.

This certification will improve my skills for this role. No work tasks will be delayed as a result of this adjustment.

Thank you for your support.
Regards,
[Your Name]

Sample Letter for Change of Working Time: Elderly Family Care

Subject: Request for Modified Working Hours

Dear Supervisor,

My elderly mother has recently been discharged from hospital and requires daily assistance at lunchtime. I am requesting to take my lunch break between 12pm and 1pm, instead of the standard 1pm-2pm slot.

This small adjustment will allow me to support her while completing all work duties exactly as required. I am happy to discuss any concerns you may have.

Thank you for your kindness.
Best regards,
[Your Name]

Sample Letter for Change of Working Time: Hybrid Work Shift Adjustment

Subject: Hybrid Working Hour Change Request

Dear HR Manager,

As a hybrid team member working 3 days in office, I am requesting to start work at 10am on in-office days. I will finish at 6pm on these days to maintain my full 8 hour shift.

This will allow me to drop my partner at work before travelling into the office. All meeting availability and work output will remain unchanged.

Thank you for your consideration.
Regards,
[Your Name]

Sample Letter for Change of Working Time: Temporary Seasonal Adjustment

Subject: Temporary Working Hour Adjustment Request

Dear Manager,

For the 6 week school holiday period, I am requesting to start work one hour early and finish one hour early each day. This is a temporary request only, ending on September 1st.

I will complete all scheduled work during this time. I will return to my normal working hours immediately after this period ends.

Thank you for your help.
Sincerely,
[Your Name]

Frequently Asked Questions about Sample Letter for Change of Working Time

How far in advance should I submit this request?

You should submit your request at least 10 working days before your requested start date. For permanent changes, aim to give 4 weeks notice where possible.

Can my employer refuse my working time change request?

Yes, employers can refuse requests if there is a valid business reason. They must respond in writing and explain their reason for refusal within a reasonable timeframe.

Should I include evidence for my reason?

Always attach supporting evidence if you have it. This includes doctor notes, childcare confirmations, or course enrolment letters to support your request.

Do I need to explain my personal reason?

You do not need to share private sensitive details, but a short honest reason will improve approval chances. Avoid vague statements without any explanation.

Can I request a temporary working time change?

Yes, temporary changes are very common. Always clearly state the end date for your requested adjustment in your letter.

Who should I send this letter to?

Send your request to your direct line manager first, and copy your HR department. This ensures both parties have an official record of your request.

Should I follow up after sending the letter?

Wait 3 working days before following up politely. You can send a short message asking if they have had time to review your request.

Is an email acceptable or do I need a printed letter?

A formal email is fully acceptable for this request in almost all workplaces. Always send it from your official work email address.

No matter your reason for adjusted hours, approaching your request professionally makes a huge difference. Every template on this page is written to be respectful, solution-focused and easy to adapt for your situation.

Copy the template that matches your needs, adjust the personal details, and send your request with plenty of notice. If you are unsure about your workplace policy, check with your HR team before submitting your letter.