Remote Work Policy - Template, Sample Form to Complete Pro · IN-law
✓ Valid in India · drafted to comply with local law
Create your Remote Work Policy - Template, Sample Form to Complete for use in India. Answer a few plain-English questions and the document fills in automatically as you go — then download it in Word and PDF, ready to sign or share. This version has been professionally rewritten to comply with local law.
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REMOTE WORK POLICY
Effective Date: ________
This Remote Work Policy (the “Policy”) is issued by ________, a company incorporated under the Companies Act, 2013, having its registered office at ________ and bearing Corporate Identity Number (CIN) ________ (hereinafter referred to as the “Company”).
§ 1. PURPOSE AND APPLICABILITY
1.1 The purpose of this Policy is to set out the guidelines, eligibility requirements and conditions governing Remote Work for the employees of the Company (each, an “Employee”).
1.3 The Company may permit Remote Work where it is viable and appropriate for the Employee and where the role is suited to such an arrangement. Remote Work is not an entitlement, and the Company may revise, suspend or withdraw this Policy as circumstances require.
1.4 This Policy applies to both temporary and permanent Remote Work assigned to any Employee. All Employees are responsible for understanding and adhering to this Policy, and managers/supervisors are responsible for enforcing it within their teams.
§ 2. ELIGIBILITY AND APPROVAL
Before entering into any Remote Work arrangement, the Employee and their manager/supervisor, with the assistance of the human resources department, shall evaluate the suitability of such an arrangement, having regard to the following:
(a) The Employee and ________ shall discuss the job responsibilities and determine whether the role is appropriate for Remote Work.
(b) ________ shall approve the Remote Work on an ad hoc or regular basis, as suitable.
(c) Such approval shall be carefully reviewed having regard to the cost of providing equipment, occupational health and safety, communication considerations, information security and data protection, legal and statutory compliance, reporting, and similar matters.
(d) Remote Work shall at all times be subject to the continuing approval of ________. The Company reserves the right to withdraw approval upon reasonable notice.
§ 3. COMPENSATION AND BENEFITS
3.1 The compensation of the Employee while working remotely shall be in accordance with the terms of their employment agreement, and any changes shall be agreed between the Employee and the Company in writing. The payment of wages shall comply with the Code on Wages, 2019.
3.2 It is the responsibility of managers/supervisors to align any allowances with this Policy, to ensure that expenditure is controlled within the respective business budgets, and to ensure ongoing compliance with the guidelines of this Policy.
§ 4. WORKING HOURS, SCHEDULE AND OVERTIME
4.1 Employees must ensure that they remain available by telephone, email and the messaging applications provided by the Company during working hours, and must strictly observe the schedule prescribed by the Company from time to time so as to ensure smooth collaboration with colleagues, customers and related entities. During the Remote Work period the Employee shall follow the schedule set out below:
________
4.2 The Employee shall be entitled to overtime payment only where such overtime is approved in advance and in writing by ________. Such overtime shall be paid in accordance with the overtime provisions of the Code on Wages, 2019 and the rules thereunder, and the Company’s applicable overtime rules in force from time to time.
4.3 Failure to obtain prior approval from ________ may result in disciplinary action against the Employee.
4.4 Employees working remotely are required to accurately record all hours worked on the Company system.
§ 5. EMPLOYEE OBLIGATIONS
The Employee shall observe the following while working remotely:
(a) The Employee shall establish an appropriate work environment within their workplace. The Company shall not be responsible for costs associated with setting up the Employee’s workplace, such as remodelling, furniture, lighting, repairs or modifications.
(b) Employees approved for Remote Work are expected to maintain normal productivity and performance. They shall not perform work for any person other than the Company nor, without prior permission, undertake non-work-related activities during their working hours.
(c) The Employee shall liaise with their ________ regarding their patterns of work and schedule and shall keep their ________ and team informed about the status of their work, and shall make themselves available for meetings or training as required by their role.
(d) The Company’s Code of Conduct and all other applicable employment policies and practices apply to the Employee while working, irrespective of work location or schedule arrangement.
(e) The Employee shall refrain from accessing or using the Company’s confidential information while in a public or crowded place.
(f) Employees are prohibited from printing or storing confidential information while working remotely unless specifically authorised in writing by ________.
(g) Employees shall remain available for conference calls and shall maintain satisfactory performance standards.
(h) The Employee requires an internet connection adequate for their assigned role, the cost of which shall be borne by the Employee.
(i) The Employee shall adhere to the rest breaks and attendance schedule referred to in this Policy or agreed with their ________, and shall comply with applicable central and state laws.
§ 6. EQUIPMENT MANAGEMENT
6.1 On a case-by-case basis, the Company shall determine, with information supplied by the Employee and ________, the appropriate equipment (including hardware, software, modems, telephone and other office equipment) required to complete tasks from time to time.
6.2 Equipment provided by the Company shall be maintained and repaired by the Company; where any damage is caused to such equipment due to the fault of the Employee, the Employee shall be liable to repair or replace it. Equipment provided by the Employee shall be maintained by the Employee, and the Company accepts no responsibility for damage to or repair of Employee-owned equipment.
6.3 Equipment supplied by the Company is to be used for business purposes only. The Employee shall sign an inventory of all Company property received. Upon termination of employment, all Company property shall be returned to the Company, unless otherwise agreed in writing.
6.4 The Employee acknowledges that all equipment and tools provided by the Company shall remain the property of the Company at all times. The Employee shall protect such equipment and tools from theft or damage and shall report any theft or damage to their ________ immediately.
6.5 The Company may provide such office supplies as it deems necessary for particular categories of Employees working remotely.
§ 7. PERFORMANCE REVIEW AND REPORTING
The Employee shall report to their ________ as and when communicated, in the following manner:
________
§ 8. OCCUPATIONAL SAFETY AND HEALTH
8.1 The Employee shall choose a safe, healthy and suitable location to perform their duties, free from distraction, well organised and with adequate internet support, consistent with the principles of the Occupational Safety, Health and Working Conditions Code, 2020.
8.2 The Employee shall submit a self-assessment report of the workplace in the following manner:
________
8.3 The Company may authorise its agents, supervisors or managers to inspect the Remote Work location of the Employee to verify compliance with health, safety and Company policies. Any such inspection shall be conducted during normal working hours and at the reasonable convenience of the Employee, and only after reasonable prior notice.
§ 9. INSURANCE AND SOCIAL SECURITY
9.2 Employees are advised to choose a safe and secure work location and to maintain high standards of safety. The Company shall be liable only for injuries suffered in the pre-defined workspace during working hours, and shall not be liable for accidents or injuries arising from a gross violation of the instructions and guidelines provided by the Company.
9.3 Only equipment owned by the Company shall be covered by the Company’s insurer. All other equipment shall be covered by the Employee’s personal insurance.
§ 10. CONFIDENTIAL INFORMATION AND DATA PROTECTION
10.1 Consistent with the Company’s information-security expectations of Employees working at the office, Employees working remotely shall ensure the protection of the proprietary and confidential information of the Company and its related entities.
10.2 The Employee shall comply at all times with all agreements and policies of the Company, including the Employee handbook and the confidentiality agreement executed by the Employee upon commencement of employment.
10.3 The Employee shall process and handle any personal data and digital personal data accessed in the course of Remote Work strictly in accordance with the Digital Personal Data Protection Act, 2023, the Information Technology Act, 2000 (including the rules on reasonable security practices thereunder), and the data-protection and security policies of the Company.
10.4 Employees shall be granted access to Virtual Private Network (VPN) software to secure connections with the Company’s servers and networks. The VPN shall be used at all times during working hours and shall not be used outside working hours.
§ 11. GENERAL PROVISIONS
11.1 This Policy does not constitute a contract of employment and does not alter the terms of the Employee’s existing employment agreement, except as expressly stated herein. The Company reserves the right to amend, modify, suspend or withdraw this Policy, in whole or in part, at any time, with reasonable notice to the Employees.
11.2 This Policy shall be read in conjunction with the Company’s other applicable policies, including the Code of Conduct, the Employee handbook and the confidentiality agreement. In the event of any inconsistency between this Policy and any individual Remote Work arrangement, the terms of this Policy shall prevail unless otherwise agreed in writing by the Company.
11.3 This Policy shall be governed by and construed in accordance with the laws of India. Subject to any internal grievance-redressal mechanism of the Company, any dispute arising out of or in connection with this Policy shall be subject to the exclusive jurisdiction of the competent courts at ________.
11.4 If any provision of this Policy is held to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.
§ 12. EMPLOYEE ACKNOWLEDGEMENT
I, the undersigned Employee, hereby acknowledge that I have read, understood and agree to comply with the terms and conditions set out in this Remote Work Policy.
Employee Name: ________
Designation: ________
Employee Code / ID: ________
Date: ________
Place: ________
_________________________
Signature of Employee
For and on behalf of ________
_________________________
Authorised Signatory
Name: ________
Designation: ________
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