Remote Work Agreement Template

Remote Work Agreement Template

Offering remote work is a major perk for small businesses competing for talent, but it works best when the terms are clear from the start. A remote work agreement puts expectations in writing so both you and the employee understand the arrangement: where they will work, when they will be available, what equipment is provided, and how the arrangement can end.

This template covers everything a small business needs to formalize a remote or hybrid work arrangement without overcomplicating it.

When to Use This Agreement

• When approving a new employee to work remotely, either full-time or on a hybrid schedule
• When transitioning an existing in-office employee to a remote arrangement
• When formalizing previously informal work-from-home practices
• When an employee relocates and you want to continue the working relationship
• When hiring a remote employee from the start

Remote Work Agreement

Company Name: _______________________________________

Company Address: _______________________________________

Employee Information

1. Remote Work Arrangement Type

This agreement establishes the following remote work arrangement:

• [ ] Fully Remote — Employee works from a remote location full-time. No regular in-office requirement.
• [ ] Hybrid — Employee works remotely [X] days per week and in the office [X] days per week.
• [ ] Temporary Remote — Employee works remotely from [Start Date] through [End Date] due to [reason].

Primary Remote Work Location:

2. Work Schedule and Availability

• Core working hours: The employee is expected to be available during core business hours of [9:00 AM] to [3:00 PM] [time zone] for meetings, calls, and collaboration.
• Total weekly hours: [40] hours per week, consistent with the employee's full-time schedule.
• Flexibility: Outside of core hours, the employee may structure their workday to best meet their responsibilities, provided total hours and deliverables are maintained.
• Overtime: Overtime must be approved in advance by the employee's manager. Overtime pay requirements apply regardless of work location.

3. Communication Expectations

• Responsiveness: Respond to messages and emails within [1 hour / 2 hours / same business day] during core hours.
• Daily check-in: [Required / Not required]. If required, check in with your manager via [Slack, Teams, email, daily standup, etc.] by [time].
• Meetings: Attend all scheduled team meetings with camera on unless otherwise agreed.
• Tools: Use [list company communication tools, e.g., Slack, Zoom, Microsoft Teams, email] for work-related communication.
• Availability status: Keep your status updated in [communication tool] to reflect your availability throughout the day.

4. Equipment and Workspace

Company-Provided Equipment:

• [ ] Laptop / computer
• [ ] Monitor
• [ ] Keyboard and mouse
• [ ] Headset
• [ ] Other: _______________________________________

Employee-Provided:

• [ ] Reliable high-speed internet connection (minimum [25] Mbps)
• [ ] Dedicated, quiet workspace suitable for professional work
• [ ] Desk and chair (ergonomic setup recommended)
• [ ] Phone for business calls (if applicable)

Equipment Stipend: [Company Name] [will / will not] provide a one-time home office setup stipend of $[Amount] and/or a monthly stipend of $[Amount] to offset internet and home office costs.

Equipment Return: All company-provided equipment must be returned in good condition upon termination of this remote work arrangement or separation from employment. The employee is responsible for shipping costs [or the company will provide a prepaid shipping label].

5. Data Security and Confidentiality

Working remotely does not change the employee's obligation to protect company information.

• Keep all company data, files, and documents secure and confidential.
• Use company-provided devices for work whenever possible. If personal devices are used, they must meet [Company Name]'s security requirements.
• Use a secure, password-protected Wi-Fi network. Public Wi-Fi should not be used for accessing company systems unless connected through the company VPN.
• Follow all company IT security policies, including password management, two-factor authentication, and software updates.
• Do not allow family members or others to use company equipment.
• Report any security incidents or data breaches immediately to [IT / your manager / HR].

6. Performance and Expectations

• The employee will be held to the same performance standards, goals, and expectations as in-office employees in the same role.
• Performance will be evaluated based on output and results, not hours logged.
• The employee's manager will conduct regular check-ins to discuss progress, provide feedback, and address any concerns.
• If performance declines and is related to the remote work arrangement, [Company Name] may require a return to the office or modify the arrangement.

7. Expenses and Reimbursement

• [Company Name] will reimburse the following remote work expenses: [list items, e.g., internet, office supplies, or refer to expense policy].
• Expense reimbursement requests must be submitted [monthly / quarterly] with receipts to [HR / manager / accounting].
• Expenses not listed above require prior approval before purchase.

8. Workplace Safety and Workers' Compensation

• The employee's remote workspace should be free from hazards and suitable for productive work.
• Work-related injuries that occur during working hours at the designated remote work location are covered under the company's workers' compensation insurance.
• The employee must report any work-related injury immediately to their manager, following the same procedures as in-office incidents.

9. Termination of Remote Work Arrangement

• Either the employee or [Company Name] may end this remote work arrangement with [14 / 30] days' written notice.
• [Company Name] may require the employee to return to the office at any time based on business needs, performance concerns, or changes in company policy.
• Termination of the remote work arrangement does not affect the employee's overall employment status. The employee would be expected to resume working from the company's office location.
• If the employee cannot or will not return to the office when required, this will be treated as a voluntary resignation.

10. General Terms

• This agreement is supplemental to the employee's existing employment terms and does not change the nature of the employment relationship.
• [Company Name] reserves the right to modify this agreement at any time with reasonable notice.
• This agreement supersedes any prior informal remote work arrangements between the employee and the company.

Signatures

By signing below, both parties agree to the terms outlined in this Remote Work Agreement.

Employee:

Name: _______________________________________

Signature: _______________________________________

Date: _______________________________________

Company Representative:

Name: _______________________________________

Title: _______________________________________

Signature: _______________________________________

Date: _______________________________________

How to Customize This Template

1. Define "core hours" based on your business. If your team spans time zones, set core overlap hours that work for collaboration and let people flex the rest.
2. Be specific about equipment. Decide upfront what the company provides versus what the employee provides. Ambiguity leads to awkward conversations about who pays for a new desk chair.
3. Address multi-state issues early. If the employee lives in a different state, you may need to register for tax withholding in that state. This is a detail that catches many small businesses off guard.
4. Set realistic internet requirements. 25 Mbps is a reasonable minimum for video calls and cloud-based work. Adjust based on the role.
5. Review annually. Remote work norms evolve. Revisit this agreement each year to ensure it still reflects how your team operates.

Keep Remote Team Records Organized with Boring HR

Managing remote employees means tracking agreements, equipment, and communication expectations across your team. Boring HR helps small businesses keep all their employee records and documents in one place, whether your team is in the office, at home, or spread across the country.