5 Great Working Hours Email Templates To Copy & Paste

Setting clear boundaries around your work schedule is essential. A straightforward "working hours" email lets your clients and collaborators know exactly when you're available and when you're taking well-deserved time off.

Using a template makes crafting these messages quick and ensures you communicate clearly and effectively every time.

Tips for Writing Working Hours Emails

• Be direct. Don't bury your working hours in a long paragraph. State them clearly and upfront in your email signature or autoresponder so there’s no room for confusion.
• Manage response expectations. It’s helpful to let people know when they can expect a reply. A simple line like, “I respond to all messages within 24 hours during my business week,” sets a clear and professional boundary.
• Keep it visually clean. Make your hours easy to spot. Use bold text or give the schedule its own line. A clean, scannable design ensures your message is understood in a quick glance.
• Provide an emergency plan. For truly urgent matters, you might offer an alternative contact or method. This shows you're responsible while also reinforcing that your standard hours are for non-emergency communication.

Types of Working Hours Email Templates We Will Cover

1. Flexible Schedule Request Email Template
2. Overtime Approval Email Template
3. Shift Change Notification Email Template
4. Remote Work Hours Email Template
5. Part-Time Hours Inquiry Email Template

5 Working Hours Email Templates

1) Flexible Schedule Request Email Template

<template>

Subject: Flexible Schedule Request - [Your Name]

Dear [Manager’s Name],

I am writing to formally request a modification to my current work schedule. I propose transitioning to a flexible arrangement, where my hours would be [proposed start and end times] from [proposed start date].

I am confident this adjustment will allow me to optimize my productivity while continuing to meet all my job responsibilities and team goals without disruption. My commitment to delivering high-quality work remains my top priority, and I will ensure my availability for all team meetings and collaborative projects.

I am happy to discuss this proposal further and am open to a trial period to demonstrate how this flexible schedule can be mutually beneficial. Thank you for your consideration.

Best regards,

[Your Name]

[Your Position]

</template>

2) Overtime Approval Email Template

<template>

Subject: Request for Overtime Approval - [Your Name]

Dear [Manager’s Name],

I am writing to request approval for overtime work. To ensure the timely completion of [Project Name/Task], I anticipate needing an additional [number of hours] of work between [start date] and [end date].

This extra time will be dedicated to [briefly explain the reason for overtime, e.g., meeting a critical deadline or handling unforeseen tasks], which is essential for keeping our project on schedule. I am confident that with this overtime, I can finalize all remaining responsibilities effectively.

Please let me know if you approve this request. I am available to discuss this further at your convenience.

Thank you,

[Your Name]

[Your Position]

</template>

3) Shift Change Notification Email Template

<template>

Subject: Shift Change Notification - [Date of Change]

Dear [Recipient’s Name],

This email is to inform you of an update to my work schedule. My shift for [Date] has been changed.

I will now be working from [New Start Time] to [New End Time] instead of my originally scheduled time. This change is to [briefly explain reason for the change, e.g., accommodate a team need or scheduling adjustment].

I have already coordinated to ensure all my responsibilities are covered during the transition. Please let me know if you have any questions about this change.

Thank you,

[Your Name]

[Your Position]

</template>

4) Remote Work Hours Email Template

<template>

Subject: Remote Work Hours & Availability - [Your Name]

Dear [Team/Manager’s Name],

I’m writing to share my remote work schedule to ensure we can all collaborate smoothly. My core working hours will be from [Start Time] to [End Time] in the [Time Zone] time zone, [Monday-Friday].

I will be online and available for meetings, calls, and real-time collaboration during this window. For non-urgent matters, email is the best way to reach me, and you can expect a response within [e.g., 24 hours].

I’m committed to maintaining clear communication and productivity while working remotely. Please let me know if you have any questions.

Best,

[Your Name]

[Your Position]

</template>

5) Part-Time Hours Inquiry Email Template

<template>

Subject: Inquiry Regarding Part-Time Hours - [Your Name]

Dear [Manager’s Name],

I am writing to formally inquire about the possibility of transitioning my current role to a part-time schedule. I am hoping to adjust my work arrangement to [mention desired hours or days per week], starting from [proposed start date].

I am confident that I can continue to fulfill my core responsibilities and contribute effectively to our team’s goals within a part-time capacity. I have developed a plan to ensure a smooth transition and am committed to maintaining the quality and timeliness of my work.

I would appreciate the opportunity to discuss this further with you. Thank you for your time and consideration.

Best regards,

[Your Name]

[Your Position]

</template>

What About Using Flodesk?

While these working hours email templates offer a great starting point, managing all your business communications is simpler with a dedicated tool. Flodesk provides intuitive email marketing solutions for small businesses, helping you grow and monetize your email list without the hassle. You can create, send, and automate professional emails that engage your audience and drive revenue—no coding or design skills required. Thousands of businesses trust Flodesk to send effective emails in a radically simple way.

With the world’s most intuitive email builder, powerful automations, and beautiful forms, our platform gives you everything you need for successful email marketing. We strip away the complexity so you can focus on what matters. Flodesk empowers beginners and experts alike to send high-converting emails that look great and get results.

Wrapping Up

Effectively communicating your work hours builds professional trust and protects your time. The templates above provide a clear framework for these essential conversations.

Flodesk helps you manage all your business emails with the same level of intention and design. Sign up to see how our platform can streamline your communications.