A Remote Work Policy establishes clear guidelines and expectations for employees working outside of the traditional office setting. It’s a valuable tool whether you’re a small business, a startup, or a large corporation. 

This template is particularly useful in industries such as technology, marketing, consulting, and more. It helps ensure that all employees — regardless of their work location — understand their roles, responsibilities, and company expectations.

Not all remote work means working from home. While many arrangements do involve home offices, others may work from co-working spaces, coffee shops, or other locations. A well-defined Remote Work Policy covers all these scenarios, including fully remote and hybrid work setups. 

A Remote Work Policy is also known as:

• Work-from-home policy
• Hybrid work policy
• Temporary remote work policy

A Remote Work Policy sets clear expectations and guidelines for both employers and employees:

• Outlines the conditions under which remote work is allowed
• Lists the responsibilities of remote employees
• Sets standards for communication and productivity

In fact, research has shown that remote work can increase productivity.  A well-crafted policy can help maintain this productivity by establishing structured work hours, regular check-ins, and clear performance metrics.

Offering remote work options can also improve employee satisfaction and retention. Many employees value the flexibility and work-life balance that it provides. Accommodating these preferences in your policy helps reduce turnover and retain top talent. 

It’s important to note that where the employee primarily works determines the applicable laws and taxes. 

Employers may face complex challenges if employees work in multiple locations because labor laws and tax implications vary. For example, minimum wage, overtime pay, and workers’ compensation are all determined by the jurisdiction in which the work is done. 

Consult a lawyer or tax professional for advice specific to your situation.

Simply answer our questionnaire to customize a Remote Work Policy that meets your unique needs. Our template provides a framework for the necessary information, helping you avoid common mistakes when drafting your policy.

1. General information

First, specify the policy's type of remote work: fully remote, hybrid, or limited circumstances (e.g., temporary remote work).

If you have an existing policy, this new policy will replace it. 

State key details such as:

• The employer’s name
• The duration of the remote work arrangement (i.e., indefinitely or for a specific time)

2. Eligibility

Employers must establish a clear set of criteria as to who can work remotely. You can make an objective list of criteria by considering:

• Nature of the job: Can the employee fulfill their role while working remotely?

• Length of employment: How long must an employee work for the company to be eligible for remote work? 

• Work performance: What is the percentage of the employee’s accomplished goals in the past year?

• Accommodation needs: Does remote work solve a disability need?

• Employee standing: Are there any disciplinary actions against the employee?

You can also outline the process for eligible employees to submit remote work requests. Our template includes sample text to help you explain this process.

Consider whether you want to impose rules on employees who request to work remotely when they relocate. For instance, you may wish to stipulate a 60-day request period for approval before the employee moves. 

3. Work terms

Outline an acceptable work schedule for remote employees. Consider your business’s traditional hours of operation and when employees need to be available for communication. 

Be clear about how you’ll track work hours, such as with a time-keeping program. You should also specify if there are any days on which employees are required to be physically present (e.g., for specific meetings). 

If there are any other specific rules on availability or communication, the template allows you to add them in your own words. You’ll also have the option to add rules on virtual meeting etiquette, such as requiring cameras to be turned on or outlining a dress code.  

4. Technology and security

Next, specify whether you will provide any work equipment to the employee. If an employee has a disability or makes a valid request, employers should provide the ergonomic or special equipment needed for remote work.

Company-issued devices may include activity monitoring software without requiring employee consent. However, if employees use their personal devices, you must tell them if you plan to use tracking software to monitor their activities. In this case, it’s crucial to respect employees’ privacy and only monitor work-related activities.

Most importantly, your Remote Work Policy should outline rules for data security. Our template includes common policies, such as connecting to a secured network, that you can choose to add if desired. While requiring something like a VPN (Virtual Private Network) offers many security benefits to remote workers, it’s not a strict requirement. The decision to implement certain rules depends on the nature of the work and the level of sensitivity of the data being handled. 

Since remote employees rely heavily on technology, it’s crucial to include contact information for an IT person. This way, the employee will have a direct point of contact for any IT-related questions or concerns.

5. Miscellaneous

Generally, employers cover expenses directly related to work. If you will pay for any other expenses associated with remote work, specify them. This can include equipment, software, and any costs necessary for the employee to do their job effectively. You can also say whether employees will get a stipend or allowance for work-from-home equipment (i.e., a desk chair or standing desk) or if they may request reimbursement.

Your Remote Work Policy can also include terms that foster inclusivity and job satisfaction: 

• Schedule regular meetings between remote employees and their managers
• Host optional social events or team activities regularly

Finally, it’s crucial to specify what disciplinary actions employees might face if they violate the Remote Work Policy. If the employee has questions about remote work or the policy, include the contact details of a Remote Work Coordinator. 

If you have an Employee Handbook, you can include a clause clarifying how the Remote Work Policy interacts with other policies.

6. Print and download

Download a PDF or print copies for you and your employees to reference. 

Yes, integrating your policies is crucial for a cohesive and effective workplace, whether in-office or remote. 

To create a consistent policy framework for your organization, first identify areas where different policies intersect or conflict. Then, consider how employees might interact with each of these policies. 

When integrating your Remote Work Policy into existing policies, it’s essential to cross-reference relevant sections. For example:

• Ensure alignment with sections on equipment usage, data security, and performance management in an Employee Handbook.
• Address any overlap with an Employee Privacy Policy and clarify the rights that apply to remote work.
• Consider how a Social Media Policy applies to remote work, including how to best represent the company while working from home.
• Ensure the disciplinary actions for remote workers are consistent with those outlined in a Progressive Discipline Policy.

Yes, when executed properly, a Remote Work Policy is a legally binding document between an employer and an employee.

Despite having a policy, it’s possible that some remote workers may occasionally violate the rules. Some workers may encounter difficulty with blurred work-life boundaries. To effectively implement your policy, it’s essential to: 

• Clearly communicate it to all employees
• Offer training on remote work best practices, communication tools, and data security
• Establish clear performance expectations and metrics and schedule regular meetings

Following these steps can create a successful work environment that benefits everyone.