Work-from-Home Policy Template

A work-from-home policy is a formal set of guidelines and expectations that govern remote work or working from a location other than the company's office. It establishes the parameters for remote work arrangements, ensuring alignment with company goals, maintaining productivity, and addressing communication, security, and compliance requirements.

January 24, 2024
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Halah Flynn
Senior Content Marketing Manager
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What a Work-from-Home (WFH) Policy Should Include

Key components of a work-from-home policy often include, but are not limited to:

  • Eligibility Criteria: Expectations regarding when employees can work remotely and when they are expected in the office.
  • Approved Types of Remote Working Arrangements: Various remote work options (full-time, part-time, ad hoc) and associated expectations for each working style.
  • Qualifying Reasons for Working from Home: Acceptable reasons for requesting remote work, such as health and safety concerns, family needs, or productivity-related reasons.
  • Managerial Guidelines for Approval Process: Guidance for managers to assess and approve/deny remote work requests.
  • Cybersecurity Guidance: Security measures for accessing company information or communications remotely and emphasize adherence to security protocols.
  • Requesting Permission to Work from Home: The process and requirements for employees to request remote work.
  • Impact on Compensation and Benefits: How remote work may affect compensation, benefits, and reimbursement.

Why You Need a WFH Policy

A formal work-from-home policy provides clarity and consistency for both employees and the company. It establishes guidelines for remote work, addresses operational requirements, ensures compliance with legal standards, enables performance management, and supports a healthy work-life balance.

When implemented well, a great work-from-home policy can help managers uphold performance management standards seamlessly. Managers may be on the front lines of managing performance, but they need support from human resources (HR) teams to stay on top of employee engagement, productivity, and team alignment. That means a work-from-home policy must be implemented in tandem with strategies for engagement surveys, cascading goals or OKRs, and people analytics.

A formal work-from-home policy is essential to:

  • Keep employees and managers on the same page about expectations. 
  • Set a standard for work-life balance based on the company’s values. 
  • Build a work environment conducive to trust and accountability.
  • Safeguard sensitive company information and maintain cybersecurity protocols.

Remote Work Policy Template

Disclaimer: This sample policy is for informational purposes only and does not constitute legal advice. It is a generic template that may not suit your specific circumstances, and should therefore be customized to fit your company’s specific needs, culture, and policies. When adopting or revising a policy, consult legal counsel to ensure compliance with all applicable laws and regulations.

This work-from-home policy template provides a comprehensive framework for supporting a flexible work policy for employees. This policy balances employees' need for a work-life balance and the company's operational requirements for productivity, cybersecurity, and accountability.

By providing detailed guidance on remote work eligibility, utilization, management, and compliance with relevant laws, this policy ensures transparency, fairness, and a healthy work-life balance for all employees.

1. Eligibility Criteria

  • Eligible workdays: Employees may request to work remotely up to three days a week, subject to manager approval. Mondays and Fridays are designated as in-office work days unless otherwise approved by the department head.
  • Eligible employees: Full-time and part-time employees are eligible for remote work arrangements pending approval by their manager. 
  • Remote work expectations: Employees are expected to be online, productive, and communicative between the hours of 9 a.m. and 5 p.m. in their time zone.
  • Remote work requests: Employees must provide written requests for working remotely, which must be approved by their manager according to the eligibility in this policy. Employees only need to resubmit a request if their needs for flexibility have changed.

2. Approved Arrangements

This company supports the following types of remote work, pending employee eligibility: 

  • Full-time remote work: Working entirely from a remote location.
  • Part-time remote work: Working remotely for specific days or hours per week.
  • Ad hoc remote work: Occasional remote work based on specific circumstances or needs.

3. Valid Reasons for Remote Work

  • Health-related issues: Concerns such as a medical condition, disability, or illness that makes commuting challenging.
  • Childcare or dependent care needs: Caregiving responsibility that necessitates more flexibility for work hours or location.
  • Commute challenges: Residence more than 20 miles away from the office that makes commuting a significant burden on time and cost for the employee. 
  • Increased productivity or focus: Desire for a work environment that’s more conducive to getting work done independently.

4. Manager Approval Guidelines

  • Criteria for evaluating remote work requests: Requests must be formally submitted and include an approved reason for remote work (listed above). Managers may assess requests based on job requirements, employee performance, and team needs.
  • Eligibility for approving remote work requests: Requests may only be approved by an employee’s manager or the HR team. 
  • Monitoring and assessing remote work performance: Regular check-ins and performance evaluations to ensure remote work does not affect productivity or collaboration.

5. Cybersecurity Guidelines

  • Virtual Private Network (VPN) requirements: Employees must use a company-provided VPN to access internal systems and data securely.
  • Secure data handling procedures: Similar to in-office company policies, employees must securely store their company provided devices at home, as well as safeguard access to company systems through their devices. This includes using secure passwords, and locking or closing devices when not using them.
  • Accessing company systems: Employees are only allowed to access company systems through devices owned and managed by the company. Accessing company systems through personal devices is not permitted.

6. Requesting Permission

  • Long-term requests: Employees must submit a written request to their manager at least two weeks in advance, outlining the reasons for the request and proposed remote work arrangements.
  • Short-term requests: Employees may submit a written request to their manager for ad-hoc remote work, including an approved reason (listed above)
  • Documentation required: Documentation of the reason for remote work is encouraged, and can be evaluated by managers on a case-by-case basis. Examples include a clinician’s note, proof of residence or transit issues, self-certified needs for increased productivity or focus. 

7. Compensation and Benefits

  • Compensation: Remote work may not affect base salary but could impact bonuses or incentives tied to office attendance or teamwork.
  • Reimbursement for work-related expenses: Employees who work from home must follow the same reimbursement policies as they would in the office, including meals with clients or traveling to meet with clients in person. All expenses require a receipt, a reason for the expense, and are subject to evaluation by a manager or HR.
  • Benefits: Benefits such as healthcare coverage and retirement plans remain unchanged unless otherwise specified.
  • Perks: Employees who work from home are eligible for a monthly workplace amenities stipend in the amount of $200, to cover the cost of amenities they might have used in the office, such as Wi-Fi, snacks, or an at-home office setup.

8. Our Commitment

We are thrilled to introduce our Remote Work Policy, emphasizing our commitment to flexibility and work-life balance.

This policy reflects our belief in supporting diverse needs and responsibilities, fostering a positive work culture, and enhancing productivity. It's designed to empower you to manage your time effectively and create a work environment conducive to focus and productivity.

The purpose of our Remote Work Policy is multifaceted. Firstly, it acknowledges the diverse needs and responsibilities of our workforce, recognizing that a one-size-fits-all approach to work may not always be feasible or beneficial. By offering remote work options, we aim to create an inclusive work environment where our remote workers can thrive both personally and professionally.

Our expectation is that this policy will be utilized responsibly and effectively. Our company values trust and accountability, allowing employees to make informed decisions regarding their work location, keeping in mind the nature of their job duties, team collaborations, and business needs. While the policy offers flexibility, we also emphasize the importance of clear communication, collaboration, and meeting job responsibilities regardless of the chosen work location.

By embracing our Remote Work Policy, we envision a workplace where our employees feel empowered to deliver their best work while maintaining a healthy work-life balance. We encourage everyone to take advantage of this opportunity while ensuring that our collective commitment to excellence and teamwork remains unwavering.

Thank you for contributing to [Company Name]'s continued success and for embracing this commitment to flexible work arrangements. Together, we will navigate this new chapter in our work culture with resilience and collaboration.

Frequently asked questions

Can all employees work remotely?

Our Work-From-Home Policy aims to provide flexibility where feasible and suitable for job duties and operational needs. Employees are encouraged to discuss remote work agreements with their managers to determine suitability based on job requirements and business needs.

Will remote work be considered for new hires?

Remote work possibilities for new hires will be evaluated based on the nature of the role, business needs, and the feasibility of remote work for that specific position. Some roles may allow for remote work arrangements from the beginning, while others may require on-site presence initially for training or integration purposes. We encourage prospective employees to inquire about remote work possibilities during the interview process.

How often can an employee request to work remotely?

Employees may request to work remotely as outlined in our Remote Work Policy. The frequency of remote work requests can vary based on individual circumstances, job roles, and team requirements. Requests are assessed on a case-by-case basis, balancing employee and business needs. We encourage open communication and collaboration between employees and their managers when considering remote work arrangements.

Are there any limitations on the types of tasks that can be done remotely?

While many tasks can be performed remotely, there may be certain job functions or specific tasks that require on-site presence due to operational, security, or collaborative needs. Our Remote Work Policy encourages employees to discuss task-specific remote work possibilities with their managers. Flexibility will be considered based on the nature of the task, technology requirements, and its impact on team collaboration and project deadlines.

How is productivity measured for remote employees?

Productivity for remote employees is assessed based on individual goals and OKRs, job deliverables, and agreed-upon goals with an employee’s manager and team. Managers maintain regular communication with remote team members to track progress, provide support, and ensure tasks are completed effectively and efficiently. Clear performance expectations, regular one-on-one meetings, and transparent communication are key elements used to measure and evaluate remote employee productivity.

How do I set up a productive remote workspace?

Creating a productive workspace involves choosing a quiet area, setting up ergonomic furniture, ensuring proper lighting, and minimizing distractions.

What communication tools or technology will I need for remote work?

Remote workers typically need access to a reliable internet connection, a work device such as a laptop or desktop computer, necessary software, and collaboration tools (e.g., virtual meetings such as Zoom, project management such as Asana, communication platforms such as Slack). Our IT department offers support and guidance on using these tools.

How do I address technical issues or IT support while working remotely?

Our IT support team is available to assist with technical issues remotely. Remote workers can reach out through our helpdesk system, or contact the IT department via email or phone for assistance with software, hardware, or connectivity issues.

How do I maintain communication and collaboration with my team while working remotely?

Our company utilizes various communication channels to ensure seamless interaction among team members. Regular team meetings, scheduled check-ins, and use of messaging platforms facilitate continuous communication and collaboration. Employees are not expected to use their personal cell phones for communication, but rather company-provided devices (such as a laptop or cell phone) for optimal data security.

Is there a specific work schedule I need to follow while working remotely?

While we encourage flexibility, maintaining regular working hours aligned with the team's core hours ensures availability for collaboration and meetings. Our Work-From-Home Policy emphasizes the importance of establishing a consistent work schedule and communicating availability to the team.

What are the expectations for availability and responsiveness while working remotely?

Employees are expected to be reachable during agreed-upon working hours and promptly respond to emails, messages, and meeting requests. Open communication about availability and any deviations from regular hours is encouraged.

Can I attend company events or meetings held at the office while working remotely?

Remote employees are encouraged to attend important company events, meetings, or training sessions at the office when necessary or feasible. Transportation to company onsite events will be arranged by the corporate events team, who will also provide information about remote attendance and flexibility.

Will there be opportunities for career advancement or professional development while working remotely?

Professional development opportunities will be provided virtually to accommodate employees in different time zones and working remotely, including online training, workshops, and career advancement programs.

How can I ensure work-life balance while working remotely?

Establishing boundaries between an employee’s work and personal life is crucial. Setting clear work hours, taking breaks, and designating a dedicated workspace at home helps maintain a healthy balance. Our company supports employee well-being and encourages taking time off as needed.

How can I report concerns or issues related to remote work arrangements?

Employees can address concerns or discuss remote work-related issues with their managers or HR representatives. Our company values employee feedback and continuously seeks to improve remote work policies and practices.