A remote work policy template is a structured framework that defines how your organisation supports, manages, and secures remote and hybrid work arrangements — covering eligibility, expectations, equipment, data security, communication norms, and performance management. Without a written policy, remote work becomes an ad hoc arrangement that creates inequity, security gaps, and management confusion.
The shift to remote and hybrid work is permanent. A policy that treats remote work as a special exception rather than a core operating model will fail. This template assumes remote work is a standard way of working and builds the governance around it.
Key takeaways
- A complete remote work policy covers eligibility, work arrangements, equipment, security, communication, performance, health and safety, and tax/compliance.
- The policy should distinguish between fully remote, hybrid, and flexible arrangements with clear criteria for each.
- Equipment and expense provisions must address home office setup, internet, cybersecurity, and ergonomics.
- Data security is non-negotiable — specify VPN usage, device management, and clean desk requirements.
- Cross-border remote work creates tax and employment law complications that require explicit policy provisions.
Section 1: Purpose and scope
Template language:
This policy sets out [Company Name]’s framework for remote and hybrid work. It applies to all employees who have been approved for remote or hybrid arrangements. The company supports flexible working as a core part of its operating model and recognises that remote work, when well-managed, benefits employees and the business.
Section 2: Types of remote arrangement
Define the categories so employees and managers understand what is available.
Template language:
Remote arrangements are categorised as:
- Fully remote: Employee works from a location of their choice [within specified countries/jurisdictions] with no requirement to attend the office
- Hybrid: Employee works from home [X] days per week and attends the office [X] days per week
- Flexible: Employee varies their work location on a week-by-week basis with manager approval
- Temporary remote: Employee works remotely for a defined period (e.g., relocation, personal circumstances)
Section 3: Eligibility
Not every role can be performed remotely. Define criteria clearly.
Template language:
Eligibility for remote work is assessed based on:
- The nature of the role (can core duties be performed remotely?)
- Performance history (employees must have a satisfactory performance record)
- Manager and business unit approval
- Home office setup meeting minimum standards
Roles requiring physical presence (e.g., laboratory work, on-site client service, manufacturing) are not eligible for remote arrangements. Employees uncertain about their eligibility should speak with their manager and HR.
Section 4: Equipment and home office setup
Template language:
The company provides:
- A laptop and necessary peripherals
- A [£X/$X] one-time home office setup grant for ergonomic furniture
- A monthly [£X/$X] remote work allowance for internet, electricity, and other work-from-home costs
Employees must:
- Maintain a dedicated workspace that meets basic ergonomic standards
- Ensure reliable internet connectivity (minimum [X] Mbps)
- Report any ergonomic concerns to HR for assessment
All equipment provided by the company remains company property and must be returned on termination or cessation of remote work.
Section 5: Data security and IT compliance
Template language:
Remote workers must comply with the following security requirements:
- Connect to company systems via the approved VPN
- Use only company-issued devices for work (personal devices not permitted for work activities unless BYOD policy is in place)
- Enable full-disk encryption and screen lock with a maximum [X]-minute timeout
- Not work from public Wi-Fi without VPN protection
- Store physical documents in a secure, locked location
- Not allow unauthorised persons to access company devices or data
- Report any data breach or security incident immediately to IT
Failure to comply with security requirements may result in suspension of remote work privileges and disciplinary action.
Section 6: Communication and availability
Template language:
Remote workers are expected to:
- Be available during agreed core hours ([X:XX] – [X:XX] [time zone])
- Respond to messages within [X] hours during working hours
- Keep their calendar updated with availability and working hours
- Attend all scheduled team meetings (in person or virtual)
- Use the company’s approved communication tools ([Slack/Teams/etc.]) for work-related communication
Managers should not schedule meetings outside the employee’s agreed working hours without reasonable notice and the employee’s agreement.
Section 7: Performance management
Template language:
Performance expectations for remote workers are identical to in-office workers. Managers are responsible for:
- Setting clear objectives and deliverables
- Conducting regular one-to-one meetings (at least [weekly/bi-weekly])
- Evaluating performance based on output, not activity
- Addressing performance concerns promptly using the standard performance management process
Remote work privileges may be reviewed or revoked where performance falls below expected standards.
Section 8: Health and safety
Template language:
The company has a duty of care for remote workers. The following provisions apply:
- Employees complete a home workstation self-assessment within [X] weeks of starting remote work
- The company provides a [£X/$X] ergonomic assessment or equipment grant
- Employees report any work-related health concerns to HR
- Working hours and rest breaks comply with [Applicable Act — Working Time Regulations 1998 / Fair Work Act 2009 / state law]
- The company does not require remote workers to be available outside their agreed working hours
Section 9: Tax and cross-border compliance
Template language:
Remote work from a different jurisdiction may create tax, social security, and employment law obligations for both the employee and the company. Employees must:
- Obtain approval before working remotely from a different country or state
- Understand that prolonged remote work from a new jurisdiction may affect their tax residency
- Comply with any visa or work permit requirements
The company reserves the right to restrict remote work locations where legal, tax, or compliance risks are identified.
Section 10: Revocation and changes
Template language:
Remote work arrangements may be reviewed or revoked where:
- Business needs change
- Performance falls below expected standards
- Security requirements are not met
- The employee’s circumstances change
Changes to remote work arrangements will be discussed with the employee with reasonable notice. Employees may request a change to their arrangement through the flexible working process.
Downloadable remote work policy checklist
- Purpose and scope with supportive tone
- Remote arrangement types defined (fully remote, hybrid, flexible, temporary)
- Eligibility criteria specified with role assessment
- Equipment and home office setup provisions
- Data security and IT compliance requirements
- Communication and availability expectations
- Performance management approach documented
- Health and safety provisions for home workers
- Tax and cross-border compliance addressed
- Revocation and change process defined
- Policy owner and review cadence established
Leave Balance tracks remote and hybrid work arrangements alongside leave — so you always know where your team is working, whether they are on leave, and whether their home setup meets your policy requirements.
Frequently asked questions
Can an employee work remotely from another country?
Potentially, but it creates significant tax and employment law complications. Many countries impose permanent establishment risk, social security obligations, and work permit requirements after a short period (sometimes as few as 30 days). Always require pre-approval and seek tax advice before allowing cross-border remote work.
Does the employer have to provide equipment for remote workers?
The duty of care extends to ensuring remote workers have a safe and functional workspace. While the specific equipment obligations vary by jurisdiction, best practice is to provide essential equipment (laptop, peripherals) and an ergonomic setup allowance. At minimum, the employer must ensure the workstation does not pose a health risk.
How do I manage performance for remote employees?
Manage remote employees the same way you manage in-office employees: clear objectives, regular one-to-ones, and output-based evaluation. The key difference is that managers must be more intentional about communication and must not confuse “always online” with “always productive.”
Can I revoke someone’s remote work arrangement?
Yes, but with reasonable notice and a legitimate business reason. Common grounds include performance issues, security non-compliance, or changed business needs. Handle revocation through a conversation, not a unilateral decision, and document the reasons.
Do working time regulations apply to remote workers?
Yes. Employees working from home are still subject to maximum working hours, rest break requirements, and holiday entitlements. The challenge is enforcement — employers cannot practically monitor hours, so trust and self-reporting become essential.
This article is general information, not legal advice. Consult qualified employment counsel for jurisdiction-specific guidance.