Remote Work Policy Template
A comprehensive, customizable policy template to establish clear guidelines for remote work arrangements, expectations, and best practices across your organization.
Watch: Remote Work Policy Template
Remote Work Policy Overview
Watch our quick explainer video covering the key elements of a remote work policy, from eligibility criteria and communication standards to data security and performance management.
Table of Contents
Introduction
A well-defined remote work policy is essential for organizations that allow employees to work outside of a traditional office environment. This policy template provides a comprehensive framework for establishing expectations, responsibilities, and guidelines for remote work arrangements.
As remote work becomes an increasingly standard part of the modern workplace, having a clear policy helps ensure consistency, productivity, and compliance across distributed teams. This template can be customized to align with your organization's specific culture, industry requirements, and operational needs.
Benefits of a Well-Structured Remote Work Policy:
- Attracts and retains top talent by offering workplace flexibility
- Sets clear expectations for remote employees and their managers
- Reduces confusion around availability, communication, and deliverables
- Protects organizational data and ensures IT security compliance
- Supports employee wellbeing and work-life balance
- Provides a consistent framework for evaluating remote work effectiveness
- Ensures legal and regulatory compliance across jurisdictions
Eligibility & Approval
Not all roles or employees may be suitable for remote work. This section defines the criteria for determining eligibility and the approval process for remote work arrangements at [Company Name].
Eligibility Criteria
Employees seeking remote work arrangements must meet the following criteria to be considered eligible. Final approval is at the discretion of the employee's direct manager and HR department.
Sample Eligibility Requirements
- Employment tenure: Minimum of [6 months/1 year] of continuous service in the current role.
- Performance record: Satisfactory or above performance rating in the most recent review cycle.
- Role suitability: The role's responsibilities can be effectively performed outside the office.
- Technology access: Reliable internet connection and a suitable workspace at the remote location.
- Self-management: Demonstrated ability to work independently and manage time effectively.
Approval Process
Employees must submit a formal remote work request to their direct manager. The request will be reviewed in consultation with the HR department. Approved arrangements will be documented in a remote work agreement that outlines specific terms and conditions.
Full-Time Remote
Employees work entirely from a remote location with no regular in-office requirement. May be required to attend periodic on-site meetings or events with reasonable advance notice.
Temporary Remote
Short-term remote work arrangements granted for specific circumstances such as medical recovery, relocation transitions, or caregiving needs. Subject to a defined end date and review.
Work Schedule & Availability
Remote employees are expected to maintain consistent and predictable work schedules. This section outlines expectations around working hours, availability windows, and time zone considerations for distributed teams.
Core Working Hours
[Company Name] requires all remote employees to be available during designated core hours to facilitate collaboration and real-time communication. Outside of core hours, employees may flex their schedules with manager approval.
Sample Schedule Framework
| Schedule Component | Requirement | Flexibility |
|---|---|---|
| Core Hours | 10:00 AM - 3:00 PM (local HQ time) | Mandatory availability |
| Flex Hours | Remaining hours to reach 8-hour day | Employee discretion with manager approval |
| Response Time | Within 30 minutes during core hours | Within 2 hours during flex hours |
Time Zone Considerations
For teams distributed across multiple time zones, managers should establish overlapping availability windows that accommodate team members in different regions. All meeting invitations should include time zone information, and employees are expected to maintain their calendar availability up to date.
Communication Requirements
Effective communication is the foundation of successful remote work. This section outlines expectations for how remote employees communicate with their teams, managers, and stakeholders.
Communication Channels & Tools
[Company Name] provides approved communication tools for remote work. Employees should use the designated channels for different types of communication to ensure information is accessible and organized.
Recommended Communication Framework
- Instant messaging: For quick questions, informal check-ins, and time-sensitive matters during working hours.
- Email: For formal communications, external correspondence, and documentation that requires a written record.
- Video conferencing: For team meetings, one-on-ones, presentations, and collaborative sessions requiring face-to-face interaction.
- Project management tools: For task tracking, project updates, and asynchronous collaboration on work deliverables.
- Shared documents: For real-time collaboration on documents, spreadsheets, and presentations.
Meeting Expectations
Remote employees are expected to attend all scheduled meetings with cameras on unless otherwise agreed upon by the team. Employees should join meetings from a quiet, professional environment and be prepared with any required materials in advance.
Daily or weekly check-ins with direct managers are recommended to maintain alignment on priorities, address blockers, and ensure ongoing support. These check-ins may be brief (15 minutes) but should be consistent and scheduled.
Equipment & Technology
[Company Name] is committed to providing remote employees with the tools and equipment necessary to perform their duties effectively. This section outlines what the company provides, what the employee is responsible for, and reimbursement policies.
Company-Provided Equipment
- Laptop or desktop computer
- Monitor (upon request)
- Keyboard and mouse
- Headset with microphone
- Required software licenses
- VPN access and security tools
Employee Responsibilities
- Reliable high-speed internet connection
- Dedicated workspace with minimal distractions
- Proper care and maintenance of company equipment
- Timely return of all equipment upon separation
- Reporting equipment issues promptly to IT
- Home office furniture (stipend may apply)
Stipend & Reimbursement
[Company Name] may provide a monthly stipend or one-time reimbursement to offset costs associated with remote work, including internet service, office supplies, and ergonomic furniture. Specific amounts and eligibility are outlined in the remote work agreement and may vary by role and location.
Data Security & Privacy
Maintaining data security is critical in remote work environments. All remote employees must adhere to [Company Name]'s data protection policies and take appropriate measures to safeguard company information, customer data, and proprietary materials.
Security Requirements for Remote Workers
- VPN usage: All access to company systems and data must be through the company-provided VPN.
- Password management: Use strong, unique passwords and enable multi-factor authentication on all accounts.
- Secure Wi-Fi: Connect only through password-protected Wi-Fi networks. Avoid public or unsecured networks for work activities.
- Screen locking: Lock your computer screen whenever stepping away from your workspace, even at home.
- Document handling: Store all work files on company-approved cloud platforms. Do not save sensitive data to personal devices.
- Physical security: Keep printed documents containing sensitive information in a secure location and shred when no longer needed.
Incident Reporting
Remote employees must immediately report any suspected security breaches, lost or stolen equipment, unauthorized access attempts, or other security incidents to the IT department and their direct manager. Failure to report security incidents in a timely manner may result in disciplinary action.
Performance Expectations
Remote employees are held to the same performance standards as in-office employees. This section outlines how performance is measured, monitored, and evaluated for remote workers at [Company Name].
Goal Setting & Deliverables
Managers and remote employees will collaboratively set clear, measurable goals and key deliverables at the beginning of each review period. Progress should be tracked through regular check-ins and documented in the company's performance management system.
Performance Measurement Framework
| Metric | How Measured | Frequency |
|---|---|---|
| Goal completion | Deliverables vs. agreed targets | Quarterly review |
| Quality of work | Manager and peer feedback | Ongoing / bi-annual |
| Responsiveness | Response time to messages and requests | Ongoing monitoring |
| Collaboration | Participation in team activities and meetings | Monthly check-in |
Remote Work Agreement Review
Remote work arrangements will be reviewed periodically (at least annually) to assess effectiveness. [Company Name] reserves the right to modify or revoke remote work privileges if performance expectations are not consistently met, business needs change, or the arrangement is no longer mutually beneficial.
Health & Safety
[Company Name] is committed to the health and safety of all employees, including those working remotely. Remote employees are responsible for maintaining a safe and ergonomic home office environment that supports their physical and mental wellbeing.
Ergonomic Workspace Setup
Remote employees should set up their workspace to promote good posture and reduce the risk of repetitive strain injuries. [Company Name] may provide ergonomic assessments and resources to help employees optimize their home office setup.
Home Office Safety Checklist:
- Chair provides adequate lumbar support and is adjustable in height
- Monitor is at eye level and approximately arm's length away
- Keyboard and mouse are positioned to keep wrists in a neutral position
- Workspace has adequate lighting to reduce eye strain
- Work area is free from tripping hazards and clutter
- Smoke detectors and fire extinguishers are accessible and functional
- Regular breaks are taken to stretch and rest eyes (20-20-20 rule)
Workers' Compensation & Injury Reporting
Remote employees are covered by workers' compensation for work-related injuries that occur in the designated home workspace during working hours. Employees must report any work-related injuries immediately to their manager and HR, and follow the company's standard incident reporting procedures.
Mental Health & Wellbeing
[Company Name] recognizes that remote work can present unique challenges related to isolation, work-life boundaries, and burnout. Employees are encouraged to take advantage of the company's Employee Assistance Programme (EAP), wellness resources, and mental health support services. Managers should regularly check in with remote team members about their wellbeing and workload.
Download Full Remote Work Policy Template
Get the complete, customizable template with all sections to implement a comprehensive remote work policy for your organization. The full template includes:
- ✓ MS Word & PDF formats
- ✓ Remote work agreement forms
- ✓ Equipment checkout templates
- ✓ Home office safety checklist
- ✓ Security compliance forms
- ✓ Implementation checklists