As remote working becomes a permanent feature of many UK workplaces, having a clear, comprehensive remote working policy is essential for every employer. Such a policy helps manage expectations, ensures compliance with legal obligations, and supports employee wellbeing and productivity.
This article explains the key areas your remote working policy must cover, including equipment, expenses, health and safety, data security, performance management, and employees’ right to disconnect.
| Key Areas | What to Include | Relevant Legislation/Guidance |
|---|---|---|
| Equipment & Technology | Provision, maintenance, and responsibility for equipment | Health and Safety at Work Act 1974; ACAS guidance |
| Expenses | Reimbursement of reasonable costs incurred by employees | Employment Rights Act 1996 |
| Health & Safety | Risk assessments and employee wellbeing measures | Health and Safety at Work Act 1974; HSE guidance |
| Data Protection & Security | Safeguards for confidential information and compliance with UK GDPR | UK GDPR; Data Protection Act 2018; ICO guidance |
| Performance & Communication | Monitoring, reporting, and maintaining engagement | Employment Rights Act 1996; ACAS best practice |
| Right to Disconnect | Respecting boundaries to avoid burnout | ACAS guidance on work-life balance |
Equipment and Technology Provision
One of the first questions in remote working arrangements is who provides and maintains the necessary equipment. Employers should clearly outline in their remote working policy which devices—such as laptops, phones, or monitors—will be supplied and maintained by the business.
Employees should understand their responsibilities regarding the care and security of this equipment. For example, the policy can address acceptable use, reporting faults, and what happens if equipment is lost or damaged.
Practical steps for equipment management
- Specify which equipment the employer supplies and which the employee must provide.
- Set out procedures for reporting technical issues or damages.
- Include guidance on acceptable use to protect company systems and data.
- Clarify ownership of equipment and arrangements for return if employment ends.
Employers should also consider providing IT support for remote workers to minimise downtime and ensure smooth operation.
Expenses and Reimbursements
Employees working from home may incur additional expenses such as increased electricity or internet costs. While UK law does not require employers to reimburse home working expenses unless agreed, the Employment Rights Act 1996 protects employees from unlawful deductions if costs are not reimbursed.
It is best practice for employers to set out clearly in the remote working policy whether expenses will be reimbursed, which expenses qualify, and the process for claiming them.
Typical reimbursable expenses might include:
- Business calls made from home phones or mobiles
- Additional broadband costs directly related to work
- Purchase or repair of office furniture, if approved
Consider consulting ACAS’s guidance on homeworking expenses for further details.
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Health and Safety Requirements
Employers retain a duty of care under the Health and Safety at Work Act 1974 to ensure the health, safety, and welfare of employees, including those working remotely. Although the home environment is private, employers should carry out suitable and sufficient risk assessments for home working.
This involves identifying potential hazards such as workstation ergonomics, electrical safety, and mental health risks. Employers can provide guidance and support to help employees create a safe and comfortable workspace.
Key health and safety considerations for remote working
- Conduct a remote working risk assessment, possibly using self-assessment questionnaires.
- Provide advice on suitable furniture and posture to prevent musculoskeletal problems.
- Offer support for mental health, including regular check-ins and access to employee assistance programmes.
- Ensure employees know how to report accidents or near misses occurring at home during work hours.
Employers should also promote work-life balance to prevent stress and burnout, aligning with ACAS guidance on health and wellbeing.
Data Protection and Security
Remote working raises important data security and confidentiality challenges. Employers must ensure compliance with UK GDPR and the Data Protection Act 2018 by implementing appropriate technical and organisational measures to protect personal and sensitive data.
The remote working policy should include clear rules on handling data, secure access to company systems (e.g., VPN use), password security, and the use of approved software and devices.
- Clarify expectations regarding the use of personal devices and cloud storage.
- Require employees to report any data breaches or security incidents immediately.
- Provide training on data protection and cyber security tailored to remote working risks.
- Set rules on confidentiality, especially when working in shared or public spaces.
Employers should consult the Information Commissioner’s Office (ICO) guidance on data protection for home workers for further best practices.
Performance Management and Communication
Maintaining effective communication and managing performance are critical when employees work remotely. The policy should outline how managers will monitor performance, provide feedback, and support professional development from a distance.
Clear objectives, regular one-to-one meetings, and appropriate use of digital communication tools help maintain engagement and accountability.
Best practices for remote performance management
- Set clear, measurable work goals and deadlines.
- Schedule regular check-ins to discuss progress and challenges.
- Encourage open communication and provide channels for informal interaction.
- Offer training on remote working skills and tools.
- Recognise achievements to boost morale and motivation.
Employers should also respect employees’ right to disconnect to avoid excessive working hours and mental strain, consistent with ACAS recommendations on work-life balance.
- Equipment: Clarify provision, use, and maintenance responsibilities.
- Expenses: Define which costs will be reimbursed and how.
- Health & Safety: Conduct risk assessments and support employee wellbeing.
- Data Security: Ensure UK GDPR compliance and secure remote access.
- Performance: Maintain clear communication and fair monitoring.
- Right to Disconnect: Promote healthy boundaries to prevent burnout.
In summary, a well-drafted remote working policy helps safeguard both employer and employee interests by setting clear expectations and ensuring compliance with UK law. Given the complexities involved, seeking professional legal advice when creating or updating your policy is strongly recommended.
For further information, see our related articles on Home Working Rights and Health and Safety for Home Workers.
Do employers have to provide equipment for remote workers?
While there is no legal obligation to provide equipment, employers are responsible under health and safety law to ensure employees have suitable tools to work safely and effectively. It is best practice to clearly outline equipment provision and responsibilities in a remote working policy.
What expenses should employers reimburse for remote working?
Employers should reimburse reasonable additional costs directly related to work, such as business calls or increased broadband charges. However, there is no statutory requirement unless agreed in the contract or policy. Clear communication about expense reimbursement is essential.
How can employers ensure data security with remote working?
Employers should implement appropriate security measures such as secure VPN access, encryption, strong password policies, and employee training. The remote working policy must address data protection responsibilities to comply with UK GDPR and minimise risks.
Official Sources
* GOV.UK: Set up a business · * HMRC: Income Tax rates · * HMRC: Corporation Tax · * HMRC: VAT registration