Remote Work Policy Template

Remote Work Policy Template

Remote work is no longer an experiment -- it is a standard part of how many small businesses operate. Whether your team works fully remote, follows a hybrid schedule, or you are offering remote arrangements for the first time, you need a written policy that covers the essentials: who is eligible, what equipment is provided, how communication works, and what performance looks like when people are not in the same room.

This remote work policy template provides a comprehensive framework for small businesses that have employees working from locations other than a central office on a regular, ongoing basis.

When to Use This Policy

• You are hiring remote employees or converting existing roles to remote
• Your team already works remotely but you have no formal written policy
• You are establishing a permanent hybrid work arrangement
• Employees have asked about remote work options and you need a clear framework
• You are updating your employee handbook to reflect current work arrangements

Remote Work Policy

Company Name: [Company Name]

Effective Date: [Date]

Policy Number: [Optional]

1. Purpose

This policy establishes the guidelines and expectations for employees of [Company Name] who work remotely on a regular basis. It applies to fully remote employees and to employees who follow a hybrid schedule that includes regularly scheduled remote workdays. The goal is to maintain productivity, communication, and team cohesion while providing the flexibility that remote work offers.

2. Eligibility

Remote work is available to employees whose roles can be performed effectively outside of a traditional office setting. Eligibility is determined based on:

Role requirements:

• The employee's job duties can be completed remotely without significant impact to quality, timeliness, or collaboration
• The role does not require continuous on-site presence (e.g., physical equipment operation, in-person customer service, hands-on production)

Employee qualifications:

• The employee has completed at least [30 / 60 / 90] days of employment and any required onboarding or training
• The employee is in good standing with no active performance improvement plans
• The employee has demonstrated the ability to work independently and manage their time effectively

Approval:

Remote work arrangements must be approved by [the employee's manager / the business owner]. Approval is based on business needs and the factors listed above. Remote work is a privilege, not a guaranteed benefit, and may be modified or revoked based on performance or changing business requirements.

3. Remote Work Arrangements

[Company Name] offers the following remote work arrangements:

The employee's specific arrangement will be documented in writing and agreed upon by both the employee and their manager.

4. Work Schedule and Availability

Core hours: Remote employees must be available during core business hours of [9:00 AM to 3:00 PM / 10:00 AM to 4:00 PM] in the [company's time zone / employee's local time zone]. During core hours, employees must be reachable by [phone, email, and instant message / the company's primary communication tool].

Total hours: Remote employees are expected to work the same total hours as they would in the office. For full-time employees, this is [40] hours per week unless otherwise agreed upon.

Schedule flexibility: Outside of core hours, remote employees may have flexibility in when they complete their remaining hours, provided it does not interfere with team collaboration, meetings, or deadlines. Any non-standard schedule must be communicated to and approved by the employee's manager.

Time tracking: [Remote employees are / are not] required to track their hours using [time tracking method or tool]. Hourly employees must accurately record all hours worked.

Overtime: Remote employees must obtain advance approval from their manager before working overtime. Working remotely does not change overtime eligibility or pay requirements.

5. Communication Expectations

Clear communication is the foundation of effective remote work. Remote employees are expected to:

• Respond promptly. Reply to messages, emails, and requests within [1 hour / 2 hours] during core business hours unless engaged in focused work (in which case, set a status indicating availability).
• Attend all scheduled meetings. Join video calls and meetings on time with camera on [unless bandwidth or circumstances require otherwise]. Notify your manager in advance if you cannot attend.
• Provide daily/weekly updates. [Submit a brief daily status update by [time] / Attend a weekly team check-in meeting every [day] at [time] / Provide a weekly summary email to your manager by [day and time]].
• Be transparent about availability. Update your calendar and communication tool status to reflect when you are working, in a meeting, on a break, or unavailable.
• Use company communication tools. Primary communication happens through [list tools -- e.g., Slack, Microsoft Teams, Zoom, email]. Work-related discussions should stay in these channels, not in personal text messages or social media.

6. Workspace Requirements

Remote employees are responsible for maintaining a suitable workspace:

• Dedicated workspace. Have a consistent, quiet area where you can work without significant distractions during work hours. This does not need to be a private office, but it should be a space where you can make calls and focus.
• Internet connectivity. Maintain a reliable internet connection sufficient for video calls, file transfers, and cloud-based tools. The recommended minimum is [25 / 50] Mbps download speed. If your connection is unreliable, communicate proactively with your manager.
• Ergonomics. Set up your workspace in a way that is comfortable and supports your health. [Company Name] [will provide a stipend of $[amount] for home office setup / will provide guidance on ergonomic best practices but does not cover home office furniture].
• Professional environment. When on video calls, ensure your background is reasonably professional and that background noise is minimized.

7. Equipment and Technology

Company-provided equipment:

[Company Name] will provide the following equipment for remote employees:

• [Laptop computer]
• [Monitor (if applicable)]
• [Keyboard and mouse (if applicable)]
• [Headset with microphone]
• [Other: _______________]

Company-provided equipment remains the property of [Company Name] and must be returned upon termination or when requested. Employees must follow the Company Property Agreement regarding care, use, and return of equipment.

Employee-provided equipment:

Employees are responsible for providing:

• Desk and chair
• Internet service
• Phone (unless a company phone is provided)
• Any other furniture or accessories for the home office

Technology stipend: [Company Name] [will / will not] provide a monthly stipend of $[50 / 75 / 100] to offset the cost of internet service and other home office expenses.

Software and access: The company will provide access to all necessary software, cloud services, and systems. Employees must not install unauthorized software on company devices or use personal devices for company work without approval.

8. Information Security

Remote employees must follow all company security policies, including:

• Use a VPN. Connect through the company VPN when accessing company systems, files, and data.
• Secure your devices. Lock your computer when stepping away. Use strong, unique passwords. Enable multi-factor authentication on all company accounts.
• Protect sensitive information. Do not work with confidential or sensitive information in public spaces (coffee shops, libraries, co-working spaces) where screens may be visible to others. Use a privacy screen if you must work in shared environments.
• Secure your home network. Use a password-protected Wi-Fi network. Avoid using public Wi-Fi for company work unless connected through the VPN.
• Report security incidents. Report any lost or stolen devices, suspicious emails, or potential security breaches to [IT / the business owner] immediately.
• Physical document security. If you work with printed documents containing sensitive information, store them securely and shred them when no longer needed. Do not leave them in shared household areas.

9. Performance and Accountability

Remote employees are held to the same performance standards as in-office employees. Performance will be evaluated based on:

• Quality and timeliness of work output
• Responsiveness and communication
• Collaboration with team members
• Achievement of goals and objectives
• Adherence to this policy

Manager check-ins: Remote employees should have regular one-on-one meetings with their manager at least [weekly / biweekly] to discuss progress, priorities, and any challenges.

Performance concerns: If a remote employee's performance declines, the manager will address it through the company's standard performance management process. Continued performance issues may result in modification or revocation of the remote work arrangement.

10. In-Person Requirements

Even fully remote employees may be required to attend in-person events, including:

• [Quarterly / annual] team meetings or company gatherings
• Client meetings that require physical presence
• Training sessions or workshops
• Onboarding activities for new team members

[Company Name] will provide at least [2 weeks / 1 month] notice for planned in-person events. The company will cover reasonable travel and lodging expenses for remote employees who must travel for required in-person events, in accordance with the Business Travel Policy.

11. Health, Safety, and Workers' Compensation

Remote employees are covered by workers' compensation for injuries sustained during work hours in their designated home workspace while performing work duties. To support a safe work environment:

• Maintain a clean, hazard-free workspace
• Report any work-related injury immediately to [your manager / HR / the business owner]
• [Company Name] reserves the right to conduct a home workspace safety assessment (with advance notice and the employee's consent)

12. Expenses and Reimbursement

[Company Name] will reimburse the following work-related expenses for remote employees:

• [Office supplies required for work (pens, paper, printer ink, etc.)]
• [Shipping costs for sending/receiving work materials]
• [Internet service: a portion of monthly cost -- $[amount] per month]
• [Phone service: a portion of monthly cost -- $[amount] per month, if using a personal phone for work]

All reimbursement requests must be submitted using the company's expense reimbursement form with receipts.

13. Childcare and Dependent Care

Remote work is not a substitute for childcare or dependent care. During scheduled work hours, remote employees are expected to have arrangements in place so that caregiving responsibilities do not interfere with work performance. Brief and occasional interruptions are understood, but employees should not be the primary caregiver for children or dependents during core work hours.

14. Changes and Revocation

Remote work arrangements may be modified or revoked by [Company Name] at any time based on:

• Changes in business needs or the employee's role
• Performance issues
• Policy violations
• Organizational restructuring

The company will provide at least [2 weeks / 30 days] notice before making changes to an existing remote work arrangement, except in urgent circumstances.

Remote Work Agreement -- Employee Acknowledgment

I have read and understand the Remote Work Policy of [Company Name]. I agree to comply with all terms outlined above.

How to Customize This Template

1. Define your arrangement types. If you only offer hybrid (not fully remote), remove that option. If everyone is fully remote, simplify accordingly.
2. Set core hours that work for your team. If your team spans time zones, consider a shorter core overlap window or adjust by role.
3. Decide on equipment and stipends. What you provide depends on your budget. At minimum, providing a laptop and headset is standard for remote employees.
4. Tailor the security section. If your business handles sensitive client data (healthcare, financial, legal), strengthen the security requirements. If your work is less sensitive, you may simplify.
5. Address expense reimbursement. Some locations expect employers to reimburse remote employees for certain work-related expenses. Review what makes sense for your business and budget.
6. Keep the childcare clause respectful. It is reasonable to expect employees to have childcare during work hours, but acknowledge that interruptions happen and focus on outcomes rather than rigid rules.

Tips for Small Businesses

• Start with a trial period. If remote work is new for your business, consider a 90-day trial with a formal review at the end.
• Invest in communication tools. The right tools (Slack, Teams, Zoom, project management software) make remote work dramatically smoother.
• Build in social time. Remote teams can feel disconnected. Schedule informal virtual hangouts, not just work meetings.
• Focus on output, not activity. The best remote work cultures measure results, not hours logged or mouse movements. Trust your team.
• Document everything. Decisions made in video calls should be summarized in writing. Remote teams cannot rely on hallway conversations.

Managing a remote or hybrid team means keeping track of work arrangements, equipment assignments, and employee records across locations. Boring HR's Team Tracker helps you centralize team information so you always know who is where, what equipment they have, and how to reach them.