Ramadan 2024: how to support your employees

The UK workforce is comprised of a myriad of cultures, religions and beliefs which all make our society richly diverse. Tolerance in the workplace and demonstrating an appreciation of the concerns and cultural variances of employees is paramount for a cohesive and collaborative working environment.

The holy month of Ramadan commenced on 11 March 2024. Ramadan is an Islamic festival which is observed by Muslims across the globe. During the month, many Muslims fast by refraining from eating or drinking during the hours of daylight, instead eating before dawn (suhoor) and at sunset (iftar). This year the fast will last approximately 13 hours.

We have previously published guidance for employers during Ramadan here and for supporting colleagues here. This blog aims to build on this guidance and shed light on the importance of Ramadan to Muslims and the steps employers can take to accommodate Muslim colleagues at this special time of year. 

Ramadan is an extremely important time in the Islamic calendar where Muslims seek to increase their acts of worship. It is a time of heightened spirituality and fasting is one of the many manifestations of this. Muslims fast to increase God-consciousness and during the month seek to renew and build upon their relationship with God. Many will also engage in extra prayers during the night and increased charity.

Whilst some Muslims may seek to take time off work during Ramadan, many are likely to continue working during the month. Fasting will inevitably have an effect on their productivity and concentration levels and they may find themselves suffering from fatigue. It is important for employers to understand the challenges facing their employees during this time and this blog reminds employers how they can seek to support their employees who are observing this festival, whilst also ensuring that they are not placing unreasonable extra burdens upon their other employees.

It is important to note that not all Muslims fast. Individuals with certain health conditions, or women who may be pregnant, breastfeeding or menstruating are excused from fasting. As such, approach such conversations about fasting with sensitivity and reassure colleagues that you are there to support them with any adjustments they may need during the month.

Accommodate flexible working

Employers may find that the performance of their employees who are observing a religious custom or festival is affected and may prefer that such employees take time off from work during this period. However, employers should understand that seeking to impose leave unilaterally on these employees is likely to amount to direct discrimination and an act of less favourable treatment because of religion. Employers should note that whether the time is paid or unpaid is unlikely to be relevant.

ACAS guidance and the ECHR Code of Practice suggest adopting a practical approach and discussing with the employee whether there are any temporary arrangements which could be put in place for the duration of Ramadan.

One way in which to do this is to offer employees who are observing Ramadan the option to work flexibly, this could involve:

• Holding meetings at more suitable times during the day, ie earlier in the day rather than later when colleagues may be more fatigued.
• Arrange working hours differently for the month: some staff may wish to start their day earlier or later or work through their lunch hours.

The EHRC Code gives an example of how an employer could make adjustments:

“A Muslim teacher is fasting for Ramadan which is an integral part of her religion. The head teacher of the school, in consultation with the other teachers, has agreed to change the dinnertime rota so she does not have to supervise the dining hall during her fasting period. This adjustment to her duties does not amount to unfavourable treatment of non-Muslim staff members, so would not amount to direct discrimination.”

Ramadan is a sacred, reflective time and those observing the festival may not be inclined to attend social activities or client events which are scheduled for the evening. Employers should be sensitive to this and try to accommodate requests from employees to excuse themselves and ensure they do not suffer any disadvantage for non-attendance. Failure to do so could potentially be discriminatory. Furthermore, employees whose productivity is diminished due to fasting should not be penalised for this.

Rest breaks 

Individuals observing the festival should be encouraged to take rest breaks where needed. They may also wish to practise their faith more during Ramadan than they do at other times of the year and employers should be sensitive to this, and try to accommodate requests to take more breaks during the day than would ordinarily be taken.

Colleagues may be away from their desks more often during prayer times, so do bear this in mind. To accommodate prayers, employers should have a dedicated multi-faith prayer area for reflection, prayer and meditation. Alternatively, employers should consider offering any suitable quiet area to employees who wish to pray. This will ensure colleagues feel able to work without concerns about missing prayers during this holy month.

Annual leave requests

Employers may find that there is a high demand for annual leave from those who are observing the festival, particularly during the end of Ramadan which is marked by the festival of Eid. It is difficult for employees to plan in advance because Ramadan is based on the lunar calendar, so annual leave requests may be made at short notice.

Employers should ensure that they deal with annual leave requests in a fair manner and in line with the annual leave policy. Where it is not possible to grant leave, employers should provide reasoned, rational justifications for the refusal. In addition, where annual leave requests are granted for those observing the festival, employers should ensure that other employees do not suffer any detriment as a result.

Awareness, tolerance and understanding

Values such as awareness, tolerance and understanding are the cornerstone of nurturing a healthy employer / employee relationship. Employees will feel valued where employers try to understand what is important to them, whether that is in relation to their faith or otherwise.

Employers could introduce a clear policy on religious festivals generally, setting out what the expected employee standards are, and what employees observing religious festivals can expect in terms of support. Having such a policy should have an affirming impact on employees. Employers should, however, be aware that making allowances for employees observing one religion but refusing to acknowledge requests of others will undoubtedly amount to religious discrimination. Employers should therefore pay careful attention to the possible discriminatory impact of their policies on one group of employees as against the benefit to another and seek to maintain a fair and balanced approach when dealing with any issues.

Being an open, accepting and considerate employer where you can show yourself as open-minded in your thinking and approach will no doubt have a positive impact on the ethos of your organisation, and will help to ensure that you continue to attract a diverse and balanced workforce.

With thanks to Legal Assistant Ali Ahmad for their help in producing this article.

This publication is a general summary of the law. It should not replace legal advice tailored to your specific circumstances.

© Farrer & Co LLP, March 2024