Request Paid Facility Time Letter: Free Template and What to Include

If you need to request paid time off to carry out your duties as a union representative, a written letter is the recommended first step — it creates a clear record and shows you're pursuing the matter formally. Below is what a strong request paid facility time should include.

What this letter needs to cover

• State the specific duties to be carried out
• Give dates and hours required
• Confirm entitlement to reasonable paid time off
• Request confirmation within 5 working days

Your right to paid facility time as a union representative

Recognised trade union representatives are entitled to reasonable paid time off during working hours to carry out their union duties — this isn't unpaid leave or a discretionary favour from your employer, but a statutory entitlement tied to your role as a representative.

What to include before you send it

• Confirmation of your role as a recognised union representative
• The specific duties requiring time off — representing members, attending meetings, or preparing for negotiations
• A request for confirmation this will be granted as paid facility time
• Reference to the ACAS Code of Practice on time off for trade union duties

What "reasonable" facility time actually means in practice

There's no fixed universal amount — what's reasonable depends on factors like the size of the workplace, the scope of your representative role, and the nature of the specific duties, guided by the ACAS Code of Practice rather than a rigid formula.

Frequently Asked Questions

Does my employer have to pay me for training as well as day-to-day duties?
Time off for approved union training is a separate but related entitlement, generally also paid, provided the training is relevant to your representative role.

What if my employer refuses to grant reasonable facility time?
This can be raised as a formal grievance, and ultimately pursued through an Employment Tribunal if the refusal is unreasonable and unresolved.

[Your Name]
[Your Union Position, e.g. Workplace Representative]
[Your Contact Details]
[Name / Job Title, e.g. Line Manager]
[Company Name]
[Company Address]
[Company Postcode]
[Date]

Dear [Name],

Subject: Request for paid time off for union duties

As a representative of [Name of Union], which is recognised by [Company Name], I am asking for paid time off to carry out union duties, under section 168 of the Trade Union and Labour Relations (Consolidation) Act 1992.

• Duty: [e.g. representing a member at a grievance hearing]
• Date: [Date]
• Time: [e.g. 10am to 1pm]

I am entitled to reasonable paid time off during working hours for these duties, as also set out in the Acas Code of Practice on time off for trade union duties and activities. I have arranged cover for my work during this time.

Please confirm within 5 working days.

Yours sincerely,

[Your Signature]
[Your Printed Name]
[Your Union Position]