Sample Memo Regarding Four-Day, 40-Hour Work Week

(Employee Name), this memo is to confirm that your request for an alternative work schedule has been approved on a pilot basis.

Your new work schedule effective immediately will be Monday through Thursday from 7 a.m. to 6 p.m. with an hour lunch period and two fifteen minute breaks throughout the day.

Though you will be working more than 8 hours per day on your scheduled work days, in accordance with your union contract this will not constitute overtime since your total hours worked per week will remain 40. As is our current practice, any overtime hours you work in addition to this new schedule will need to be approved in advance.

As we discussed, this alternative scheduling arrangement is dependent on the assumption that you will maintain an acceptable quality and quantity of work. We will meet again on (insert date) to review how this alternative work schedule met both your needs and the needs of the department. 

Please feel free to communicate with me anytime between now and then if you find the new schedule is presenting any challenges that I could help you resolve.  (Unit name) is pleased to be able to offer you this flexible scheduling arrangement. Please let me know if you have any questions.