Remote work agreement
This Remote Work Agreement (the “Agreement”) is made as of [Start date of arrangement] between [Employer legal name] (the “Company”) and [Employee full name] (the “Employee”), and adds to the Employee's existing terms of employment dated [Date of employment agreement or offer letter] (the “Employment Terms”).
1. Purpose
This Agreement sets out the conditions under which the Employee may perform their work from a location other than a Company office. Except as changed by this Agreement, the Employment Terms and all Company policies continue to apply.
2. Arrangement and location
The Employee will work [fully remotely / on a hybrid basis, attending the Company office at Office address on In-office days] starting on [Start date of arrangement].
The Employee's approved remote work location is [Remote work address] (the “Remote Location”). The Employee will not work from a different location for more than [Number] working days in a calendar year, or from any location outside [Province or state and Country], without the Company's prior written approval. Working from another province, state or country can create tax, payroll, immigration and employment law obligations for both parties.
3. Hours and availability
The Employee's hours of work, overtime eligibility and break entitlements remain as set out in the Employment Terms. The Employee will be available during core hours of [Core hours and time zone] and will be reachable by the Company's usual communication tools during working time.
The Employee will record hours worked where the Company requires it and will not work unapproved overtime. The Company respects the Employee's right to disconnect outside working hours in line with its policy on disconnecting from work, where applicable.
4. Attendance at the office
The Company may require the Employee to attend the office or another location for meetings, training, team events or business needs, with at least [Number] days' notice except in urgent situations. Travel to the regular office is not paid working time or a reimbursable expense unless the Company's policy says otherwise.
5. Equipment
The Company will provide [laptop, monitor, headset, and other items] (the “Equipment”). The Equipment remains Company property, must be used mainly for Company work, and must be returned within [5] business days after the arrangement or employment ends.
The Employee will take reasonable care of the Equipment, report loss, theft or damage promptly, and not allow anyone else to use it. The Employee is responsible for providing a suitable desk, chair, and reliable internet connection of at least [Speed] unless the Company provides them.
6. Expenses
The Company will [pay a monthly remote work allowance of Monthly allowance / reimburse pre-approved, receipted expenses] in line with its expense policy. The tax treatment of any allowance depends on applicable law, and the Company will report and withhold as required. Except as stated in this section, the Employee is responsible for costs of their home workspace, such as utilities and household insurance.
7. Health and safety
The Employee will keep the Remote Location safe and suitable for work, including ergonomic set-up, adequate lighting and clear walkways, and has completed the Company's home workspace checklist. With reasonable notice and the Employee's consent, the Company may arrange a virtual or in-person review of the workspace.
The Employee will report any work-related injury or illness to their manager as soon as possible, in the same way as if it happened at the office. Workers' compensation coverage for remote work is determined by the relevant board or law.
8. Information security and confidentiality
The Employee will protect Company information at the Remote Location as carefully as at the office, including by: working only on Company-approved devices and software; using the Company's VPN or other secure connections; locking screens when away; not allowing household members or visitors to see or hear confidential information; storing papers securely and shredding them when no longer needed; and not printing confidential documents unless necessary.
The Employee will report any suspected security incident, such as a lost device or phishing message, to [Security contact] immediately.
9. Monitoring and privacy
The Company may monitor its devices, systems and accounts as described in its electronic monitoring policy, which the Employee has received. The Company will not use cameras or microphones on Company devices to observe the Employee's home except during meetings the Employee joins or with the Employee's knowledge, and will handle personal information in line with applicable privacy law.
10. Dependent care and personal matters
Remote work is not a substitute for dependent care. The Employee will arrange their personal responsibilities so that they can perform their work during working hours, while the Company will consider requests for flexibility under its policies and human rights or anti-discrimination law.
11. Review and ending the arrangement
The Company will review this arrangement [every Number months / as business needs change]. Either party may end the remote arrangement by giving [30] days' written notice, or a shorter period if both agree. The Company may suspend it on shorter notice for serious performance, security or business reasons, and will explain why in writing.
Ending this arrangement does not end the Employee's employment. If the arrangement was a condition of hire or an accommodation, the Company will follow its legal obligations before changing it.
12. Relationship to employment terms
This Agreement does not create a promise of continued employment or change pay, benefits, or other terms except as stated here. If this Agreement conflicts with the Employment Terms, this Agreement applies to the remote arrangement only.
13. Governing law and disputes
This Agreement is governed by the laws of [Province or state] and the federal laws of [Country] that apply there, without regard to conflict-of-laws rules that would apply the law of another place.
14. Notices
Any notice under this Agreement must be in writing and delivered by hand, by courier, by registered mail, or by email to the address shown in the signature block or another address given by notice.
A notice is received: when delivered, if delivered by hand or courier on a business day before 5:00 PM local time at the place of receipt, and otherwise on the next business day; on the fifth business day after mailing, if sent by registered mail; and when sent, if sent by email before 5:00 PM local time of the recipient on a business day with no automated message that it was not delivered, and otherwise on the next business day.
Routine operational communications may be sent by any reasonable means, but a notice of breach, termination or a claim must also be sent by a method listed above.
15. Entire agreement and general terms
Entire agreement. This Agreement, including any schedules and documents it expressly refers to, is the entire agreement about its subject matter and replaces all earlier discussions, proposals and agreements about that subject matter, whether written or oral.
Amendments and waivers. A change to this Agreement is effective only if it is in writing and signed by each party. A failure or delay in enforcing a right is not a waiver of it, and a waiver of one breach is not a waiver of any other breach.
Assignment. No party may assign this Agreement without the prior written consent of the others, which will not be unreasonably withheld, except that an organization may assign it without consent to a successor to all or substantially all of its relevant business or assets by giving written notice. This Agreement binds and benefits the parties and their permitted successors and assigns.
Severability. If any provision is found invalid or unenforceable, it will be limited or removed to the minimum extent necessary, and the rest of this Agreement stays in full force.
Interpretation. Headings are for convenience only. The words “including” and “includes” mean “including without limitation”. Amounts are in [Currency] unless stated otherwise. A reference to a law includes any amendment or replacement of it.
Language. The parties have expressly required that this Agreement and all related documents be drawn up in English. Les parties ont expressément exigé que la présente entente et tous les documents connexes soient rédigés en anglais.
16. Counterparts and electronic signatures
This Agreement may be signed in any number of counterparts, each of which is an original and all of which together form one document.
The parties agree that this Agreement may be signed and delivered electronically, including through an electronic signature service such as eSora Sign. An electronic signature, and a signed copy delivered by email or as a PDF, has the same legal effect as a handwritten signature on a paper original, to the extent permitted by applicable law, including the U.S. Electronic Signatures in Global and National Commerce Act (ESIGN) and the Uniform Electronic Transactions Act (UETA) as adopted in the relevant state, Part 2 of the Personal Information Protection and Electronic Documents Act (PIPEDA), and provincial electronic commerce legislation in Canada.
Each party consents to receive this Agreement and related notices electronically, and agrees that the electronic record of the signing process, including any certificate of completion and audit trail, may be used as evidence that this Agreement was signed and of when it was signed.
Signatures
By signing below, each signer confirms that they have read and agree to this Agreement and, where they sign for an organization, that they are authorized to bind it.
EMPLOYEE
Name: ______________________________
Signature: ______________________________
Date: ______________________________
Email for notices: ______________________________
MANAGER
Organization: [Legal name of organization]
Name: ______________________________
Title: ______________________________
Signature: ______________________________
Date: ______________________________
Email for notices: ______________________________
HR REPRESENTATIVE
Organization: [Legal name of organization]
Name: ______________________________
Title: ______________________________
Signature: ______________________________
Date: ______________________________
Email for notices: ______________________________