A remote work policy template for your team
Remote and hybrid work without written rules leads to uneven treatment, surprise expense claims and data on personal laptops. This prompt has your agent draft a remote work policy that fits your company size, country and setup: who can work remotely, core hours, equipment, security, expenses and how requests are approved. It is a draft to review with HR or a lawyer.
The prompt
- Draft a remote work policy for [COMPANY NAME], a [COMPANY SIZE AND INDUSTRY] company based in [COUNTRY OR STATE]. Our model is [WORK MODEL]. Cover: purpose and scope, eligibility and how to request remote work, core hours and availability, communication expectations, workspace and health and safety, equipment we provide and return rules, expenses we reimburse [EXPENSE RULES], data security (VPN, devices, public Wi-Fi, confidential documents), working from another country, performance expectations, and how the policy can change. Research the main legal points for remote work in our location and list them with links for my lawyer to check. Deliver a Word document with numbered sections, plus a one-page employee summary and an acknowledgement form to sign.
What to change
- [COMPANY NAME]: e.g. "Lumen Analytics Ltd".
- [COMPANY SIZE AND INDUSTRY]: e.g. "45-person software", "12-person accounting firm".
- [COUNTRY OR STATE]: Where your employees work, e.g. "Ontario, Canada" or "UK and Portugal".
- [WORK MODEL]: e.g. "fully remote", "hybrid, 2 office days a week", "remote by approval only".
- [EXPENSE RULES]: e.g. "$500 one-time home office setup and $40 a month internet". Or "none".
Example result
- Remote Work Policy: Lumen Analytics Ltd (draft)
- This is a draft template, not legal advice. Have a lawyer or HR adviser review it for your location.
- 1. Purpose and scope
- This policy explains how employees of Lumen Analytics can work from home under our hybrid model. It applies to all permanent employees after their probation period.
- 2. Hybrid schedule
- • Employees work from the office on Tuesdays and Thursdays and may work remotely on other days.
- • Teams may agree on different office days with their manager's approval.
- 3. Core hours and availability
- • Core hours are 10:00 to 15:00 Eastern Time. Outside them, hours are flexible within your contract.
- • Respond to messages during core hours within two hours and keep your calendar up to date.
- 4. Workspace and health and safety
- • Work from a quiet, safe space with a suitable chair and desk.
- • Report any work-related injury at home the same way as in the office.
- 5. Equipment
- • Lumen provides a laptop, monitor and headset. They remain company property and are returned when you leave.
- 6. Expenses
- • One-time home office allowance of $500, and $40 a month toward internet, paid through payroll.
- 7. Data security
- • Use the company VPN for all work systems and never use public Wi-Fi without it.
- • Lock your screen when away and do not let family members use work devices.
- • Print confidential documents only in the office.
- 8. Working from another country
- • Working abroad needs written approval in advance because of tax and immigration rules. Short stays up to 10 working days a year may be approved.
- 9. Performance
- Remote employees are measured on the same goals as office staff.
- 10. Changes to this policy
- Lumen may update this policy with 30 days' notice.
How to do it with todo.is
- Copy the prompt and fill in your company, location, work model and expense rules.
- Paste it into todo.is or send it to your agent on Slack or email.
- Get the full policy in Word, the employee summary, a sign-off form and legal points with links.
- Ask for changes like "add a section on time tracking", then have a lawyer or HR adviser review it.
Tips for a better result
- Decide working-from-abroad rules up front. A few weeks in another country can create tax or immigration issues.
- Be clear about what equipment is company property and what happens when someone leaves.
- Define "available" in hours and response times, not "be reachable".
- Attach your employee handbook so your agent matches its wording and section numbering.
remote work policy template: FAQ
- What should a remote work policy include? Eligibility, schedule and core hours, communication rules, equipment, expenses, data security, health and safety, working abroad and how the policy can change.
- Do I have to pay for remote employees' home office costs? It depends on your country or state. Some places require reimbursing necessary work expenses. Check local rules with a lawyer or accountant.
- Is this remote work policy legally valid? It is a draft template, not legal advice. Employment law varies by location, so have a lawyer review it before you use it.
- Can employees work from another country? Many companies allow short stays with approval and limit longer ones, because of tax, social security and immigration rules. Write a clear limit into the policy.
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