Hybrid and remote work policy, Ledgerly, version 3
Remote work policy template with the days, the money and the checklist
Hybrid policies fail on the three questions nobody wants to answer: how many days, who pays for the chair, and what happens if it is not working. This policy answers all three with numbers, adds the workspace checklist the safety duty requires, and keeps the security rules to the six that matter.
The document, page by page
Every page as it renders and as it prints, with nothing summarised. Read the wording before you reuse it.
Section by section
What each section is for, so you can keep the ones you need and drop the rest.
- Cover
- Panel cover with the title, version 3 and the 1 February 2027 effective date.
- Purpose and principles
- Work happens where it is done best; the three things the office is the default for.
- Who is eligible
- Everyone after probation, with the presence roles named.
- The arrangement
- Five labelled rows: 2 office days, anchor days, core hours 10 to 3, the 2 hour response.
- Requesting an arrangement
- The request form, the 21 day response, and the approval table.
- Equipment and expenses
- Laptop and headset supplied, the $400 allowance, and the leaving rules.
- The home workspace
- The seven item checklist, completed in the form and repeated yearly.
- Security
- Clauses 7.1 to 7.6, from company devices only to the 1 hour lost device report.
- Availability and communication
- Calendar shows location, cameras on for external calls, a team charter.
- Health and safety
- The duty applies at home; incidents reported the same day.
- Review and ending
- 6 month reviews and 4 weeks' notice to end an arrangement.
- Version history
- Two rows of changes with dates and the approver.
Clauses in this document
The employer's safety duty at home
A remote day does not suspend the duty of care; the home desk is a workplace while work is being done there. What changes is what is reasonable: an employer cannot inspect every spare room, so regulators point to lower key controls, guidance, self assessment and a way to report problems. That is what section 6 is: seven concrete checks a person can honestly complete in two minutes, repeated yearly, with the option to ask for a photo where something needs a second look. Pair it with section 9, incidents reported the same day through the same form as the office, and the duty has a paper trail instead of a hope.
How to adapt this document
A fully remote company deletes the office day minimum and replaces section 3 with a co working allowance and one or two in person weeks a year, keeping the core hours and response expectation. A public sector team replaces section 4 with its statutory flexible work request process, keeping the approval table but citing the scheme's timelines. A small business makes the owner the approver for everything in the table. Whatever the size, keep the checklist, the equipment callout and the 6 month review: those three are what the policy gets asked about in its second year.
What makes this document work
The arrangement is five numbers in one block
Section 3 is a block of labelled rows: a minimum of 2 office days, anchor days published quarterly, fully remote by exception, core hours 10 am to 3 pm, and a 2 hour chat response expectation. Nobody reads four pages to find the rule; the whole deal sits in five lines.
The approval table closes the usual gap
Section 4 maps four kinds of request to who says yes: a standard pattern to the manager, more than 3 remote days to the manager and head of department, fully remote or interstate to the executive, and overseas capped at 4 weeks a year. That mapping is exactly where most hybrid policies go quiet.
The workspace section looks like a duty actually met
Section 6 is a seven line checklist, desk height, chair, screen, lighting, cables, smoke alarm, first aid, completed in the request form and repeated yearly. A paragraph saying "maintain a safe workspace" proves nothing; a checklist with a yearly repeat is evidence the safety duty is being managed.
Questions people ask
How many office days should a hybrid policy set?
Set a minimum, let teams choose anchor days on top, and say why: this policy sets 2 days, anchor days published quarterly, and names the three things the office is the default for. Hybrid research consistently finds the value of office time is in coordinated team days, not solo attendance.
Who pays for home office equipment?
The employer supplies the work device, here a laptop and headset. A one off furniture allowance is common, $400 in this policy against a receipt, while internet and power usually stay with the employee. The callout also settles the awkward end: equipment returns, and furniture is kept after 12 months.
Is the employer responsible for safety in a home office?
Yes, the work health and safety duty follows the work, including into the home. The practical answer is the one this policy uses: a workspace checklist completed with the request and repeated yearly, the option to ask for a photo, and incidents reported the same way as in the office.
Can the company end a remote arrangement?
Yes, and it goes better when the policy says how. Every arrangement is reviewed every 6 months, either side can end it with 4 weeks' notice, and the company can act sooner for performance or business reasons, giving reasons in writing. The review cycle makes changes expected rather than punitive.
Can staff work from overseas?
This policy caps it at 4 weeks a year and requires approval, because longer stays can create tax residency, payroll, insurance and data problems the employee never sees. A hard limit with an approval path is easier to hold than a case by case maybe.
What about the legal right to request flexible work?
In Australia, eligible employees have a statutory right to request flexible arrangements and the employer must respond in writing within 21 days, and several other countries have similar schemes. This policy promises the same 21 day written answer for every request, so the statutory cases are not handled differently.
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