Letter Requesting 4 Day Work Week

Learn how to write an effective letter requesting a four-day workweek. Discover the benefits and tips for a successful request. Find work-life balance now!

Phil from 4 day week
6 min readJul 29, 2023

As many businesses adopt shorter work weeks and experiment with four-day workweek trials, many employees are taking the initiative to request a shorter work week.

According to a Qualtrics survey, 92% of US workers prefer the idea of a 4-day workweek over the current 5-day standard. But how can you make this request, and what’s involved in creating and submitting a letter to ask for a four-day workweek?

Join us at 4 Day Week to connect with employers and workers interested in shorter workweeks. Learn how to request a 4-day workweek in this guide.

What is a 4-Day Work Week Request Letter?

A 4-day work week can be structured as the usual 40 hours (4 days x 10 hours), 32 hours (4 days x 8 hours), or any other variation of a four-day work schedule.

Regardless of the arrangement, we understand why so many of you love the idea of an extra day off (more benefits to come).

In this context, a 4-day workweek request letter is a formal document seeking permission for a shorter workweek. Crafted with politeness and clarity, it should include all relevant information to support your request.

Letter Requesting 4-Day Work Week — Example & Template

Jane Doe

4th September 2023

Mr/Ms. Reader


[Postal code]


Dear Mr/Ms. Reader,

I hope this letter finds you well. I am writing to express my strong interest in participating in a trial of the 4 days x 8 hours weekly work schedule.

As you know, the four-day workweek concept has been gaining popularity nationwide, with numerous reported benefits for employers and employees, including increased productivity, higher employee morale, and more positive team culture.

I kindly request the opportunity to work under this schedule on a trial basis. During this period, I am committed to maintaining and increasing my productivity as a loyal and conscientious [business name] employee.

If the trial is flourishing and you find the results satisfactory, I would like to request to continue this schedule on an ongoing basis.

I genuinely believe that a 4-day work week would create an optimal work scenario for me to flourish and make a significant contribution to the success of our company.

Thank you for your time,

Kind Regards,

Jane Doe

Why is a 4-Day Work Week Important?

4-Day Work Week Request Letter

The idea of a four-day workweek is popular for many reasons.

Let’s explore compelling reasons why a shortened work week is essential in today’s fast-paced world.

Enhances Work-Life Balance

With the go-go nature of the modern world, many people feel they don’t have a sufficient work-life balance.

, according to Zippia, 89% of workers have experienced burnout in the last year.

A four-day workweek can help alleviate this by allowing workers an extra day off. This can mean more time:

  • Spent with family, friends, and family.
  • Working on hobbies and other passions.
  • Taking steps to improve your physical and mental health.
  • To brainstorm ideas for work while taking a step back from the hecticness of the day-to-day work schedule.
  • Free to work on DIY-friendly things around the house (e.g., painting your shed or gardening).

When considering a shorter work week, be sure to think about what a healthy work-life balance looks like to you and find answers to any questions you might have.

Promotes Good Health

A four-day workweek has a positive impact on overall health. It is linked to various health benefits, including:

  • Reduced stress, anxiety, and fatigue.
  • Improved sleep quality.
  • More time for physical exercise and maintaining physical health.
  • Increased opportunities to plan and focus on a balanced diet.

Reduced Costs

A four-day workweek can lead to lower costs for both employers and employees. From a company perspective, implementing a four-day workweek can result in a reduction of variable overhead costs by approximately 20%.

Additionally, employees can also enjoy financial benefits with the extra day off. For example, commuting four days instead of five can lead to a 20% reduction in transport costs.

Moreover, you may save on additional expenses like lunch and hot drinks, especially those purchased near your workplace.

How to Request and Write a Letter Requesting a 4-Day Work Week?

Writing a well-crafted letter is important for success when requesting a four-day workweek. Here’s a simple guide to help you navigate the process:

Step 1: Choose the Right Moment

Picking the right timing is crucial for increasing the chances of a successful request. Avoid submitting the letter during busy times for your company. Instead, aim for a slower business period and a time when your boss is in a good mood.

Step 2: Create a Proposal

Moving on to the next step, it’s essential to develop a well-written proposal that communicates how you will maintain or improve your productivity, ensuring that you can complete your weekly tasks before their due dates.

This is critical as it instills confidence in management that approving your request is also in their interest.

In this stage, consider researching successful cases of companies transitioning from a forty-hour work week to a shorter one (if applicable). This knowledge can further strengthen your proposal writing abilities and provide valuable insights.

Step 3: Address Your Supervisor

Be sure to address your manager directly instead of HR or the management team. Begin your letter positively and appreciative, such as “I hope this message finds you well” or “Thank you for reviewing my request.

Step 4: Explain the Reasons Why

Communicate to your boss why a four-day workweek is essential and how it can benefit you and the company.

Begin with a statement like “There are numerous benefits for employees and employers alike” before outlining the advantages. Presenting it as a win-win situation highlights the mutual benefits of the arrangement.

Use a factual approach, including relevant statistics, or keep the explanation concise. Consider providing a link to a reliable source that conveys the advantages of a four-day workweek for employers and employees.

Step 5: Be Specific About What’s Staying the Same and What’s Changing

It’s also important to communicate your idea of a shortened workweek. Clearly explain what aspects will remain unchanged and what will change if your request is approved.

For employees seeking a personal four-day work week, this may be self-explanatory or require little explanation.

However, if you’re requesting a four-day workweek for a team, provide detailed clarification. Explain how you expect the proposed changes to impact specific company metrics and expenses, offering tangible examples of the benefits they can bring.

Step 6: Test the Experiment

If management approves a four-day workweek trial, ensure all necessary plans are in place.

Here’s what’s needed to start an individual four-day workweek trial:

  • Set a start date determined by your boss in coordination with you and other members of management.
  • Implement measures to track the trial’s progress objectively. Consider using a productivity time tracking app or another suitable tracker (in-house or through a third-party application) to monitor the success levels of the trial, such as the number of tasks completed each week.

Key Requirements to Run a Four-Day Workweek Trial

Four-Day Workweek

Here are just some of the key requirements to run a four day work week trial:

  • Communicate the changes that will occur during the trial to all relevant staff and specify the start date.
  • Conduct team meetings during the trial at the end of each week to gather employee feedback and evaluate objective metrics like company expenses. These meetings can provide insights into employee experiences and satisfaction.
  • Request employee feedback at the end of the trial, including questions about productivity, overall well-being, and burnout experiences.

The findings from the trial will serve as a compelling case to management for adopting a four-day workweek. If the administration rejects the proposal despite positive outcomes, consider revisiting the proposal at a later, more suitable time.

Wrapping Up

A thoughtfully written letter can catalyze a positive change that benefits both employees and employers alike.

By effectively highlighting the advantages of a shortened workweek, such as enhanced work-life balance, improved productivity, and reduced stress, employees can present a compelling case to management.

We wish you success in your current job. However, if your request is unsuccessful and you choose to explore new opportunities, remember that our website offers a wide range of four-day week jobs available worldwide.

This article was originally posted on 4 day week — jobs with a four day workweek. Get a job with a better work-life balance.