Request Union Training Time Off Letter: Free Template and What to Include

If you need to request time off to attend approved trade union training, 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 union training time off should include.

What this letter needs to cover

• Confirm the training is TUC or union approved
• Give dates and course details
• State entitlement to reasonable time off
• Request approval within 5 working days

Your right to time off for approved union training

Trade union representatives are entitled to reasonable paid time off to attend training relevant to their representative duties, approved by the TUC or their union — this is a distinct entitlement from general facility time for day-to-day representative activities.

What to include before you send it

• Confirmation of your role as a union representative
• Details of the specific training course and its relevance to your duties
• Confirmation the training is approved by the TUC or your union
• A request for this to be granted as paid time off

Why the training needs to be genuinely relevant and approved

This entitlement specifically covers training relevant to carrying out your representative functions and approved through recognised channels — general educational courses unrelated to your union role wouldn't qualify under this specific statutory provision.

Frequently Asked Questions

How much training time off am I entitled to?
There's no fixed statutory amount — what's reasonable depends on your role and the specific training needs, similar to the approach taken for general facility time.

What if my employer says the timing is inconvenient?
Your employer can discuss timing, but shouldn't unreasonably refuse relevant, approved training altogether — persistent refusal without good reason can be challenged.

[Your Name]
[Your Address]
[Your Postcode]
[Your Phone Number]
[Your Email Address]
[Name of Manager]
[Job Title, e.g. HR Manager]
[Company Name]
[Company Address]
[Company Postcode]
[Date]

Dear [Name],

Subject: Request for paid time off for union training

I am a [role, e.g. workplace representative] of [Name of Union], which is recognised by [Company Name]. I am asking for paid time off to attend union training, under section 168 of the Trade Union and Labour Relations (Consolidation) Act 1992.

The course:
• Title: [Course Title, e.g. Workplace Reps Stage 1]
• Approved by: [the TUC / Name of Union]
• Dates: [Start Date] to [End Date]
• Times: [Start Time] to [End Time] each day
• Location: [Venue / Online]

It is relevant to my duties as a representative because it covers [e.g. handling grievances and disciplinaries, and employment law]. I enclose the course details.

I am entitled to reasonable paid time off for this training. Please confirm your approval within 5 working days, or let me know if we need to discuss cover.

Yours sincerely,

[Your Signature]
[Your Printed Name]
[Your Union Role]