Free policy template · Word

Remote Work Policy

A remote work policy governs employees who are hired or moved to work permanently away from a company office — from another city or state in India. It covers eligibility, equipment, home-office allowances, working hours across locations, security, tax/payroll location and required office visits.

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[Company Logo][Company Name]

REMOTE WORK POLICY

Policy No.:: [Reference Number]
Version:: [Version Number]
Effective Date:: [Date]
Policy Owner:: Human Resources

1. Purpose

This policy sets out the terms on which [Company Name] engages employees who work permanently from a location other than a company office, so that remote employees are productive, connected, secure and treated equally with office-based colleagues.

2. Scope

It applies to employees whose appointment letter or a written amendment designates them as 'Remote', with a specified Remote Work Location in India. Occasional work from home and hybrid arrangements are covered by separate policies.

3. Definitions

Remote employee: an employee whose regular place of work is the Remote Work Location.
Remote Work Location: the address recorded with HR from which the employee normally works.
Overlap hours: [Start Time] to [End Time] IST, when all team members must be available.

4. Policy

Remote status is approved by the Department Head and HR based on role suitability and performance.
Terms of employment, leave, benefits and performance review are the same as for office-based employees unless stated here.
The company provides a laptop and [accessories]. These remain company property and must be returned within [Number] days of separation.
Remote employees receive a home-office/internet allowance of ₹[Amount] per month as part of salary.
The employee must work from the recorded Remote Work Location. Any change of city or state requires [Number] days' prior written approval; working from outside India is not permitted without approval.
Remote employees attend [Number] in-person team meetings a year; travel and stay are reimbursed under the Travel Policy.

5. Procedure

The manager raises a remote work request in [HRMS]; HR verifies role eligibility.
HR issues a remote work addendum recording the Remote Work Location and allowance.
IT ships equipment after the employee confirms the address, and sets up VPN and multi-factor authentication.
HR updates payroll for state-specific deductions.
Remote status is reviewed at the annual appraisal.

6. Responsibilities

Employee: maintain a safe, private workspace and reliable internet; protect company data; be available during overlap hours.
Manager: set clear goals, hold regular video check-ins and include remote staff in team decisions.
IT: provide secure access, support and asset tracking.
HR: maintain location records and ensure statutory compliance.

7. Non-compliance

Working from an unapproved location, persistent unavailability, or data security breaches may lead to withdrawal of remote status, recall to an office location and action under the Disciplinary Policy.

8. Review & Approval

HR will review this policy annually and whenever payroll or data protection requirements change.

Approved by
[Authorised Signatory]
[Designation]
Date: [Date]

Acknowledged by
[Employee Name]
Remote Work Location: [Work Location]

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What this template includes

Remote designation in the appointment letter — states the home location as the place of work
Equipment and asset custody — laptop, headset and return obligations
Monthly internet/home-office allowance of ₹[Amount] — avoids ad-hoc claims
Overlap hours — ensures collaboration across teams
Change of location approval — payroll, professional tax and statutory registrations depend on it
Mandatory office or team visits — with travel paid by the company

When to use it

Hiring developers, designers or sales staff in cities where you have no office
Converting an existing employee's role to permanently remote
Setting a home-office or internet allowance for a distributed team
Clarifying which state's rules and professional tax apply to a remote employee

How to customise this template

1Decide which roles are 'remote-eligible' and list them
2Set the allowance amount and whether it is taxable as part of salary
3Insert your asset shipping and return process
4Fix the number of in-person meet-ups per year and the travel rules for them
5Confirm with your payroll provider how location affects professional tax and labour registrations

HR tips

Put the remote work location in writing — it affects payroll compliance and which state rules apply
Insist on a dedicated workspace and secure internet before shipping equipment
Schedule regular video one-on-ones so remote staff are not overlooked for growth
Do not let employees move abroad and keep working without prior approval — it creates tax and legal exposure

Remote employment raises questions on applicable state law, professional tax, labour registrations and data protection. Review this template with your payroll and legal advisers before use.

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Frequently asked questions

What is the difference between remote work and work from home?+

Work from home usually means an office-based employee working from home occasionally. Remote work means the employee's regular place of work is away from any office, often in another city, on a permanent basis.

Should remote employees get an internet allowance?+

Many companies pay a fixed monthly internet or home-office allowance. It is not mandatory, but stating a clear amount avoids repeated small expense claims.

Can a remote employee relocate to another city?+

They should apply for approval first, because a change of state can affect payroll deductions, statutory registrations and salary benchmarks. The policy should require written approval before the move.

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[Company Logo][Company Name]
WORK-FROM-HOME POLICY
Policy No.:
[Reference Number]
Version:
[Version Number]
Effective Date:
[Date]
Policy Owner:
Human Resources
1. Purpose
[Company Name] is an office-first organisation. This policy allows employees to work from their residence on an occasional basis while ensuring business continuity, availability and protection of company information.
2. Scope
It applies to confirmed employees at [Work Location] whose work can be done remotely. Roles requiring physical presence, such as reception, facilities, plant and field service, are excluded. This policy does not cover permanent remote or hybrid arrangements, which are governed by separate policies.
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[Company Logo][Company Name]
HYBRID WORK POLICY
Policy No.:
[Reference Number]
Version:
[Version Number]
Effective Date:
[Date]
Policy Owner:
Human Resources
1. Purpose
[Company Name] follows a hybrid model that combines in-person collaboration with focused remote work. This policy sets a clear, common rhythm so teams get the benefit of both.
2. Scope
It applies to all employees in hybrid-eligible roles at [Work Location]. Roles marked 'on-site' (facilities, reception, labs, plant) and roles designated 'remote' are excluded.
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[Company Logo][Company Name]
FLEXIBLE WORK POLICY
Policy No.:
[Reference Number]
Version:
[Version Number]
Effective Date:
[Date]
Policy Owner:
Human Resources
1. Purpose
[Company Name] recognises that employees have different life stages and commitments. This policy offers flexible working arrangements where they can be balanced with business and customer needs.
2. Scope
Employees with at least [Number] months of service may apply. Arrangements depend on the role; customer-facing shift roles may have limited options.
3. Definitions
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SHIFT WORK POLICY
Policy No.:
[Reference Number]
Version:
[Version Number]
Effective Date:
[Date]
Policy Owner:
Human Resources / Operations
1. Purpose
This policy sets fair, safe and predictable rules for employees of [Company Name] who work in shifts at [Work Location], so operations run without interruption and employee health and safety are protected.
2. Scope
It applies to all employees and workers deployed on shift duty, including operations, production, support, security and maintenance teams.
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[Company Logo][Company Name]
HR POLICY MANUAL
Company:
[Company Name]
Document No.:
[Reference Number]
Version:
[Version Number]
Effective Date:
[Date]
Policy Owner:
[HR Name], Human Resources
Approved By:
[Authorised Signatory]
Chapter 1: Introduction
1.1 Purpose: This manual sets out the human resource policies, procedures and practices of [Company Name] so that employees are treated fairly and consistently and the company complies with applicable labour laws.
1.2 Scope: It applies to all employees on the company's rolls at all offices, plants and sites, including [Work Location]. Consultants, trainees and contract workers are covered where expressly stated.
1.3 Precedence: Where this manual conflicts with any law, certified standing order or individual appointment letter, the law and then the more favourable term for the employee will apply.
Chapter 2: Definitions
- Company: [Company Name] and its branches.
- Employee: any person employed on the company's rolls on a permanent, probationary or fixed-term basis.
- Reporting Manager: the person to whom an employee reports as per the organisation chart.
- HR: the Human Resources department or the person designated to perform the HR function.
- Wages / Basic Salary: as defined in the employee's appointment letter and applicable law.
Chapter 3: Employment
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LEAVE POLICY
Company:
[Company Name]
Policy No.:
[Reference Number]
Effective Date:
[Date]
Version:
[Version]
1. Purpose
This policy sets out the types of leave available to employees of [Company Name], how leave is earned, applied for and approved, and how unused leave is treated, so that employees can rest and attend to personal needs while business continuity is maintained.
2. Scope
This policy applies to all employees on the rolls of the company at all locations, including probationers, unless their appointment letter states otherwise. Where state laws, standing orders or settlements provide more favourable terms, those terms will prevail.
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[Company Logo][Company Name]
ATTENDANCE POLICY
Company:
[Company Name]
Policy No.:
[Reference Number]
Effective Date:
[Date]
Version:
[1.0]
Owner:
Human Resources
1. Purpose
This policy sets out how attendance is recorded at [Company Name], what is expected of employees regarding punctuality and absence, and how attendance issues will be handled fairly and consistently.
2. Scope
It applies to all employees on the company's rolls at all locations, including probationers and fixed-term employees. Contract workers follow this policy as applied by their contractor and site rules.
3. Definitions
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