Free Remote Work Policy

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Remote Work Policy

What type of remote work is this Policy for?

Fully remote

Hybrid

Limited circumstances

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_________________________

REMOTE WORK POLICY

Effective as of ______________________

_________________________ (the "Employer") is pleased to provide you with our Remote Work Policy (the "Policy"). This Policy outlines the rules and procedures for remote work, which include, but are not limited to employee eligibility, work schedules, security protocols, and expectations for remote work behavior.

Unless otherwise provided in this Policy, this Policy replaces any remote work policies previously issued by the Employer.

The Employer reserves the right to amend or modify this Policy in the future to accommodate any changes relating to remote work arrangements and relevant legislation. Any changes to the Policy will be communicated to employees in a timely manner.

Definition of Remote Work

“Remote Work” is a work arrangement which allows employees to work from a remote location, rather than from a physical location operated by the Employer.
Type of Remote Work

Eligible employees may work remotely full-time.
Eligibility

The following employees (the "Remote Employees") are eligible for Remote Work:
1. _______________________________.
All employees who are not listed as eligible employees are ineligible for Remote Work.
Duration

Remote Employees may work remotely indefinitely.

The Employer retains the right to cancel Remote Work agreements at any time and require Remote Employees to work onsite or in-office.

Failure to comply with a return-to-office order without any justifiable reason will be deemed an act of insubordination and may result in disciplinary action, including termination of employment.
Process for Remote Work Requests

Remote Employees who are not currently working remotely and wish to do so may submit their request by following the process outlined below:

____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________.
Relocation Requests

Remote Employees who wish to relocate on a permanent or temporary basis must submit a written request to their immediate supervisor __________ before moving.

Relocation requests will be assessed on a case-to-case basis.
Work Schedule

The Remote Employees' work hours are:

__________________________________________________
____________________________________________________________________________.
Overtime

Remote Employees who are required or requested to perform overtime work will be entitled to overtime pay as required by law.
Tracking Employee Work Hours

The Employer will track the Remote Employees' work hours using the following method:

____________________________________________________________________________.

Remote Employees must ensure that their work hours are recorded accurately.
Virtual Meeting Etiquette

Remote Employees are required to comply with the following camera rule during virtual meetings:

Remote Employees are required to have their cameras on during virtual meetings.
Check-Ins

Remote Employees will have regular check-ins with their immediate supervisor throughout the year to ensure that they remain happy, productive, and feel included while working remotely. The Remote Employees and their immediate supervisor will mutually decide on the specific dates, frequency, and other details of the check-ins.

Check-ins may be used to ask Remote Employees about any work-related concerns they may have about their work and the Remote Work arrangement.
Social Events or Team Activities

The Employer recognizes that Remote Work can lead to feelings of loneliness or isolation. The Employer encourages Remote Employees to participate in social activities to connect with their colleagues. The Employer will specify the location (whether in person or remote) and the time (whether during or after work hours) for each event.

Any social activities planned by the Employer will be communicated to the Remote Employees in advance so they can plan accordingly.
Disciplinary Actions
1. Types of Disciplinary Actions
  
  Remote Employees who exhibit unacceptable behavior while working remotely or violate this Policy will be reprimanded by the Employer using the appropriate disciplinary action, depending on the severity and extent of the violation.
2. Grounds for Disciplinary Action
  
  Grounds for disciplinary action include, but are not limited to, the following:
  - Being untruthful about the location where they are working or relocating without approval;
  - Being untruthful about the number of hours worked or submitting inaccurate timesheets;
  - Engaging in personal tasks or running errands during work hours without their immediate supervisor’s consent;
  - Consistent low productivity or poor work performance;
  - Unauthorized disclosure of confidential or proprietary Company information;
  - Unauthorized use, theft, damage, or destruction of Company property, equipment, or devices; or
  - Any other action or conduct that breaches this Policy, or any other Employer policy, procedure, standard, or expectation.
Existing Policies

Remote Employees are required to follow all other Employer policies.

In the event of any conflicting rules with this Policy, this Policy shall prevail.
Workers' Compensation Insurance

Remote Employees are entitled to workers' compensation insurance if they sustain a work-related injury while on duty.

Remote Employees must follow any Employer procedures and rules for reporting work-related injuries.
Inquiries
- If you have any questions about the Policy, please contact your immediate supervisor or contact the Remote Work Coordinator - _________________________________ at _____________________.
- If you have any IT-related questions or concerns, please contact the _________________________________ - _________________________________ at _____________________.

ACKNOWLEDGMENT AND ACCEPTANCE FORM

(Human Resources Department Copy)

I acknowledge that I received a copy of _________________________'s Remote Work Policy and I understand I am fully responsible for reading the contents of _________________________'s Remote Work Policy.

I understand that by signing this Acknowledgment and Acceptance Form, I am agreeing to follow _________________________'s Remote Work Policy.

__________________________________ Employee's Signature	______________________ Date
__________________________________ Employer's Signature	______________________ Date

ACKNOWLEDGMENT AND ACCEPTANCE FORM

(Employee Copy)

Please sign, date, and retain this second copy of the Acknowledgment and Acceptance Form for your reference.

__________________________________ Employee's Signature	______________________ Date
__________________________________ Employer's Signature	______________________ Date

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Remote Work Policy Document Preview

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Last updated September 3, 2024

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What is a Remote Work Policy?

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

Why do I need a 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.

What are the legal considerations of remote work?

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.

How to create a Remote Work Policy

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.

Note: While activity monitoring software can be a useful tool, many people feel it’s a sign of micromanagement and an overbearing workplace. When measuring employees’ success, put more weight into task completion. Help improve employee performance with policies that support a safe and distraction-free environment

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.

Can I integrate the Remote Work Policy with other company policies?

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.

Is a Remote Work Policy legally binding?

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.