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Remote Work Agreement Template
A per-employee telecommuting agreement: schedule, work address, equipment, expense reimbursement, timekeeping, data security, trial period, exit terms.
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What you get
- A 12-clause remote work agreement signed by one employee, their manager and HR
- Work-location clause with a 30-day change notice for payroll, tax and state-law registration
- Equipment register and monthly stipend table with California and Illinois reimbursement notes
- Timekeeping rules for non-exempt remote staff, including the FLSA 40-hour overtime trigger
- A 90-day trial period, review dates and a termination-of-arrangement clause
- Signature block plus a Sources list of the statutes and agency pages used
Template preview
A preview of the structure. Download the PDF or CSV for the complete, ready-to-use version.
This is the individual agreement between [Company legal name] and one employee. The company-wide rules (eligibility, general expectations) sit in your remote work policy. If the two conflict, the policy wins unless this agreement grants a more favorable term in writing.
Parties and arrangement
- Employee name and ID— e.g. Priya Raman, EMP-00482
- Job title and FLSA status— e.g. Payroll Specialist, non-exempt
- Manager— e.g. Daniel Ortiz, Payroll Manager
- Arrangement type— fully remote / hybrid (3 days remote) / temporary until [date]
1. Nature of this agreement
1.1 [Company legal name] ("the Company") agrees that [Employee name] ("the Employee") may perform the duties of [Job title] from the Remote Work Location in clause 3 on the schedule in clause 2. 1.2 This agreement changes where the Employee works. It does not change the Employee's job duties, pay, benefits eligibility, at-will status or any other term of employment, except as written here. 1.3 Remote work under this agreement is a work arrangement, not a contractual entitlement. The Company may end or change it under clause 10.
2. Schedule and availability
2.1 Remote days: [Monday to Friday / Monday, Tuesday, Thursday]. Office days: [none / Wednesday and Friday at the Austin office]. 2.2 Core hours: the Employee will be online and reachable by [Slack and phone] from [10:00 to 15:00 Central Time] on every working day. Outside core hours the Employee may set their own start and finish times, provided total hours match the Employee's normal [40]-hour week. 2.3 The Employee will reply to messages from their manager within [2] working hours during core hours, keep their calendar current, and attend in person for [quarterly planning, team offsites, and training] with at least [10] working days' notice. Travel for these visits is paid under the travel expense policy. 2.4 Remote work is not a substitute for dependent care. The Employee will arrange care so that it does not interrupt working time, except as allowed under a leave or accommodation approved separately.
3. Remote Work Location and changes of address
3.1 Remote Work Location: [Street address, city, state, ZIP]. The Employee will work only from this address, except for occasional work of up to [10] working days per calendar year from another location in the same state. 3.2 The Employee will give HR at least [30] days' written notice before working from any other address, and must not start working from a new state or country until HR has confirmed approval in writing. The Company may decline a move to a state or country where it is not registered as an employer. 3.3 The Employee understands that the state where the work is physically performed generally determines which state's income tax withholding, unemployment insurance, paid leave, minimum wage and final-pay rules apply, and that an unapproved move can create tax and registration obligations for both parties. 3.4 Working from outside [country] for any period, including a few days while travelling, needs prior written approval from HR. Cross-border work can create immigration, permanent-establishment tax and social security issues that cannot be fixed after the fact.
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How to use this template
- 1
Approve the request first
Use the work from home request form to decide whether the role qualifies. This agreement records the terms once the answer is yes.
- 2
Fill in the individual terms
Complete the employee details, schedule, work address, equipment list and stipend. Every bracketed field should hold a real value before signing.
- 3
Check the work state with payroll
Confirm the company is registered for withholding and unemployment insurance in the state of the work address, and apply that state's wage-and-hour rules.
- 4
Sign and schedule the review
Employee, manager and HR sign. Put the day-90 trial review and the annual renewal date in the manager's calendar.
- 5
Re-sign on any change
A new address, schedule or role means a new signed version. File each version in the personnel record.
Frequently asked questions
What is a telecommuting agreement?
A telecommuting agreement is a signed document between one employee and the employer that records the terms of that person's remote work: schedule, work address, equipment, expense reimbursement, security rules and how the arrangement ends. It sits under the company's remote work policy, which sets the general rules for everyone. The agreement makes the individual terms provable if there is a later dispute.
What is the difference between a remote work policy and a remote work agreement?
The policy applies to all staff and sets eligibility and general standards. The agreement applies to one named employee and fills in the specifics: their address, their core hours, the laptop serial number, their stipend amount and their review date. Most companies publish one policy and keep a signed agreement on file for each remote or hybrid employee.
Do employers have to pay for internet for remote workers?
In some states, yes. California Labor Code 2802 requires employers to reimburse necessary business expenses, which courts have applied to a reasonable share of personal phone and internet costs. Illinois 820 ILCS 115/9.5 has a similar rule for expenses the employer authorized or required. Several other states have their own versions. Where no state law applies, reimbursement is a company choice.
Why does the agreement need the employee's home address?
Because the state where the work is physically performed generally decides which income tax withholding, unemployment insurance, minimum wage and leave laws apply. If an employee moves states without telling HR, the company can end up unregistered in that state and non-compliant on payroll. The notice clause gives payroll time to register before the move.
Does OSHA require employers to inspect home offices?
No. OSHA Directive CPL 2-0.125 says OSHA will not inspect employees' home offices and does not expect employers to inspect them either. It may inspect other home-based worksites, such as home manufacturing, after a complaint about a serious hazard. Work-related injuries at home can still be recordable, so the agreement asks employees to report injuries quickly.
Can the company end a remote work agreement?
Yes, if the agreement says so. This template allows either side to end the arrangement with 30 days' notice, shorter during the 90-day trial, and immediately for a security breach or unapproved move. Ending remote work is separate from ending employment, although it can lead to that if the employee lives far from any office.