1. Purpose and Scope
This policy sets operational standards for remote and hybrid working within [Organisation Name]. It covers eligibility, application steps, health and safety, data security, and equipment management.
It applies to [all staff / designated roles]. Nothing in this policy forms part of an employment contract unless confirmed in writing as a contractual change.
This policy runs alongside statutory rights to request flexible working under the Employment Rights Act 1996. The employer retains a duty of care to home-based staff under the Health and Safety at Work etc. Act 1974 and the Health and Safety (Display Screen Equipment) Regulations 1992.
Working through related paperwork at the same time? See also our US Remote & Hybrid Work Policy Template, Flexible Working Policy Template and Performance Review & One-to-One Template (UK).
2. Policy Statement
[Organisation Name] supports remote and hybrid working when business needs allow and policy standards are met. Remote and hybrid work requires formal approval; staff should not assume an arrangement is in place.
Management may adjust working patterns with [Notice Period] notice if operational needs change. Performance and conduct expectations remain the same regardless of work location.
3. Definitions
- Hybrid Working: A set pattern splitting work time between an approved workplace and home (e.g., [Agreed Pattern / Number of Days] at the primary workplace).
- Fully Remote Working: A role based primarily at home, requiring workplace attendance only for specific operational events like team days or training.
- Ad Hoc Homeworking: Occasional work from home approved case by case for short-term tasks.
- Remote Workplace: The agreed residential address for home working. Working from other locations, including abroad, requires written approval from [Role].
4. Eligibility and Approval Procedure
Roles qualify for remote or hybrid working if the employee can handle all duties offsite without hurting team coverage or service standards.
To apply:
- Submit a written request to [Role / Department].
- [Role] reviews the application against role suitability, operational needs, team coverage, and home workstation readiness.
- [Role] issues a written decision within [Number] days. If rejected, the manager will give written business reasons.
- Approved setups start with a trial period of [Trial Period Duration].
If an informal request is turned down, employees may still submit a formal request using the statutory flexible working procedure.
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5. Working Expectations
Remote staff must meet these daily operational standards:
- Stay reachable on [Communication Channels] during core working hours, keeping calendars and availability status up to date.
- Attend the office on designated days and for specific events (such as mandatory training, planning sessions, or formal meetings) given reasonable notice.
- Stick to agreed hours and rest breaks under the Working Time Regulations 1998.
- Report sick leave using standard absence reporting procedures, no matter where you are scheduled to work.
- Maintain appropriate dependant care. Working from home is not a substitute for primary childcare or dependant care.
6. Health, Safety, and Workstation Assessment
- Complete a Display Screen Equipment (DSE) self-assessment for your home setup before starting regular remote work. Repeat this [Frequency / Upon setup changes].
- Keep your work area safe. Ensure good lighting, correct screen height, a supportive chair, and clear floor space.
- Report setup issues found during self-assessment to [Role] so management can arrange support or adjustments.
- Report any workplace accident, near miss, or work-related health issue immediately through standard channels.
- Contact [Role] if you experience isolation or wellbeing issues. Support is available through standard 1-to-1s and employee assistance programs.
7. Data Protection and Confidentiality
- Work only on [Approved Systems / VPN]. Never transfer company data to personal accounts or unapproved devices.
- Acceptable use policies apply fully while working remotely.
- Position screens away from line of sight of household members or visitors. Lock your screen whenever you step away.
- Keep physical documents with personal or sensitive data locked in [Storage Arrangement]. Return paper records to the office or use secure shredding bins. Never throw confidential materials into domestic rubbish.
- Take confidential phone or video calls where others cannot overhear you.
8. Equipment, Expenses, Records, and Review
- [Organisation Name] supplies core equipment (e.g., [Laptop / Headset / Core Hardware]) for regular remote workers. All equipment remains company property and must be returned on request or when employment ends.
- Any financial contribution for workstation furniture or home running costs follows [Financial Contribution Terms / Expenses Policy].
- Management tracks approved working patterns, DSE self-assessments, and equipment logs in [System / Location].
[Role] owns this policy and reviews it [Review Frequency] or when organizational structure or site needs change.
Document Owner: [Role] Last Reviewed: [Date] Next Review Date: [Date]
FAQs on a remote and hybrid working policy
What is a remote and hybrid working policy?
A remote and hybrid working policy sets operational standards for remote and hybrid working within your organisation. It covers eligibility, application steps, health and safety, data security, and equipment management.
Having it written down means the same rules apply to everyone, so managers are not making judgement calls case by case under pressure.
What does a remote and hybrid working policy include?
This template covers eligibility and approval procedure, working expectations, health, safety, and workstation assessment and data protection and confidentiality.
Every section is written to be filled in. The bracketed placeholders mark the decisions that are yours to make, such as timescales, approval owners and retention periods.
How to implement a remote and hybrid working policy with Whale
Copy this template into Whale and work through the bracketed placeholders so it reflects how your organisation actually operates.
Assign it to the teams it applies to so it sits where people work rather than in a shared drive, and set a review date so it gets revisited on schedule instead of quietly going out of date.
Use our templates to fast-track your documentation
Customize this template and 100s of others for free in Whale, the fastest way to get your team aligned.
