Remote work isn’t new, but the expectations around it have changed dramatically. What was once an emergency response or a casual perk has now become a permanent fixture in how many businesses operate. And yet, I still see companies relying on vague arrangements or outdated internal emails to govern their remote hiring and working policies.

The reality is this: without a clear, well-structured policy, you’re leaving your business exposed. From compliance gaps and inconsistent employee expectations to misaligned workflows across borders, the risks are real and they compound as your team grows.

Below, you’ll find a free, fully customisable remote work policy template along with guidance on how to adapt it to your organisation’s needs. From setting expectations to protecting your business across jurisdictions, I’ll walk you through the essentials so you can move forward with clarity and confidence.

When and Why to Use a Remote Work Policy Template

If you don’t have a formal remote work policy yet, you’re not alone. For many small to mid-sized businesses (especially those without in-house legal or HR teams) a ready-made template can be a useful place to start. It gives you structure, saves time and helps you establish consistency across your team.

But let me be clear: a template is just that—a starting point. It’s not a legal document and it won’t automatically account for the specific risks, regulations or nuances of your business. If you're hiring across multiple countries, managing hybrid teams or operating in a regulated industry, you'll almost certainly need something more robust.

Use this template to get the foundations in place. Then adapt it to reflect your business model, legal obligations, and team culture. <ake sure it’s reviewed by someone who understands both employment law and remote operations. That’s how you turn a generic document into a real asset for your business.

What This Template Covers

This template is designed to give you a solid foundation for building a remote work policy that actually works, without the fluff. It includes all the essential sections you’ll need to set expectations clearly and protect your business:

• Eligibility and approval process: Who can work remotely, under what conditions and how requests are reviewed.

• Working hours and availability: Expectations around core hours, responsiveness and time zone considerations.

• Communication and accountability: How teams stay connected, which tools to use and how performance is monitored.

• Security, data protection, and tech use: Basic protocols for device usage, accessing sensitive data and remote security hygiene.

• Health, safety, and ergonomics: What support is available for safe home working setups and what employees are responsible for.

• Equipment, expenses, and reimbursements: Clarity around what’s provided by the company, what’s reimbursable and how to submit claims.

• Legal disclaimers and local compliance: A reminder that local labour laws, tax rules and data protection regulations still apply and should be reviewed in context.

You can customise each section to reflect your specific policies, team setup, and compliance requirements.

Remote Work Policy Template

[mpany Name] Remote Work Policy

Last Updated: [Insert Date]

Applies To: [All employees / Specific departments / Locations]

1. Purpose

This policy outlines the expectations, responsibilities and procedures for employees working remotely at [Company Name]. Our goal is to support flexibility while maintaining productivity, security and legal compliance.

2. Eligibility for Remote Work

Remote work arrangements may be available to employees based on role requirements, performance history and team needs. Eligibility is determined by [manager / HR department / leadership], and approval must be documented in writing.

To request a remote work arrangement:

• Submit a written request to your manager
• Outline preferred schedule and location
• Await formal approval from [HR / manager]

3. Working Hours and Availability

Employees are expected to work during agreed hours, typically [insert standard hours, e.g. 9:00 AM – 5:00 PM, Monday to Friday], unless otherwise arranged.

Core collaboration hours: [Insert if applicable]

Time zone differences should be communicated clearly to teams. Employees must remain reachable via [email, Slack, phone, etc.] during working hours.

4. Communication and Collaboration

Remote employees must maintain regular communication with their teams and managers. This includes:

• Daily check-ins or stand-ups (if applicable)
• Participation in scheduled meetings
• Prompt responses to messages within working hours
• Primary tools used for communication: [List tools such as Slack, Microsoft Teams, Zoom, etc.]

5. Security and Data Protection

Employees must follow all company security policies while working remotely. This includes:

• Using only approved devices with updated antivirus and firewall protection
• Accessing company systems through a secure VPN
• Protecting confidential data and complying with [insert data privacy laws, e.g. GDPR]
• Any security incidents or breaches must be reported immediately to [IT contact/email].

6. Health, Safety and Ergonomics

Employees are responsible for maintaining a safe and ergonomic home workspace. [Company Name] may provide guidance or resources on best practices.

If you require specific equipment or adjustments, contact [HR / facilities team] to discuss available options.

7. Equipment, Tools, and Expenses

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

[e.g. Laptop, monitor, keyboard, mouse]

Additional expenses, such as home internet or coworking space usage, may be eligible for reimbursement. Reimbursement must be pre-approved and submitted through [expense platform/process].

8. Performance Expectations

Employees are expected to maintain productivity and meet deadlines while working remotely. Performance will be reviewed using the same criteria as for on-site staff, including:

• Deliverables and outcomes
• Communication and collaboration
• Availability and responsiveness

9. Policy Compliance and Review

This policy is subject to review and may be updated as business needs evolve. Employees will be notified of any changes.

Failure to adhere to this policy may result in a review of the remote work arrangement and, if necessary, disciplinary action.

10. Legal Disclaimer and Local Compliance

This template provides general guidance. It must be adapted to comply with applicable labour laws, tax obligations, and employment regulations in each jurisdiction where remote work is performed.

If you are unsure how this policy applies in your location, consult with [HR / legal advisor].

How to Customise the Template for Your Business

A remote work policy should never feel like a one-size-fits-all document. To make this template truly work for your organisation, you’ll need to adapt it to reflect your team, your structure, and the jurisdictions you operate in. Here’s where to start:

Align It with Your Values and Management Style

Your policy should reflect how you actually work—not just how other companies do it. If you're a trust-first organisation with a focus on autonomy, that should come through in how you frame performance and availability. If you're structured and process-driven, your policy might be more detailed and directive. The point is to reinforce, not fight, your internal culture.

Adjust the Language and Tone

Formal? Friendly? Straight to the point? However your company communicates internally, your policy should match. A consistent tone helps employees engage with the content and take it seriously, rather than feeling like it was copy-pasted from a corporate HR manual that doesn’t apply to them.

Account for Country- or Region-Specific Requirements

This part is critical. If you're hiring remotely across different locations, your policy needs to reflect local laws on things like working hours, overtime, paid leave, health and safety, and data protection. For example, GDPR requirements in the EU or right-to-disconnect laws in places like France or Canada may require you to include specific language or obligations.

Even within the same country, employment classifications and tax implications can vary depending on whether someone is considered an employee or contractor. If you’re unsure, get legal input before finalising your policy.

Involve the Right Stakeholders Early

Don't build this in a silo. Legal, HR, IT, and leadership should all be part of the process. They’ll help ensure that the policy is not only compliant and enforceable but also technically feasible and aligned with business priorities. It also helps with buy-in, especially if you’re rolling this out across multiple teams or regions.

Need Something More Robust?

If you’re managing a team across multiple regions, dealing with complex compliance requirements or simply want the peace of mind that comes with getting it right from the start, this template is just the beginning.

I work with companies of all sizes to build remote work policies that are tailored, legally sound and scalable. Whether you’re navigating international hiring, hybrid models or industry-specific regulations, I can help you design a policy that supports your team and protects your business.

If you're ready to take the next step, book a consultation with me!