Hybrid Working Policy Template [Free download]

The world of work has changed dramatically, and hybrid working is no longer just a trend, it’s a strategic advantage for forward-thinking businesses. As Small-to-Medium Enterprises (SMEs) navigate this new landscape, a well-defined hybrid working policy is essential. That’s why we’ve developed a comprehensive, customisable Hybrid Working Policy Template, designed to help you create a clear, compliant and engaging framework for your team.

What is a Hybrid Work Policy?

A hybrid work policy is a formal document that outlines the guidelines and expectations for employees who split their work time between a traditional office environment and a remote location, such as their home. It’s a structured approach to flexible working that has gained significant traction since the pandemic, reflecting an evolution in how and where work gets done. This policy isn’t just about location; it’s about defining the operational rhythm of a modern workplace, ensuring productivity, collaboration, and employee wellbeing are prioritised, regardless of where your team is based.

Hybrid vs flexible vs remote work

While often used interchangeably, it’s important to understand the difference between hybrid, flexible, and remote work to gauge the specific scope of a hybrid working policy.

• Hybrid work: This model involves employees regularly working some days in the office and some days remotely. The key here is the blend of both in-office and remote presence, often with a set schedule or a degree of choice for employees. It’s about combining the benefits of face-to-face interaction and team collaboration with the advantages of remote work, such as reduced commute times and greater flexibility in managing their tasks.
• Flexible work: This is a broader term encompassing various arrangements that offer employees flexibility in how, when, or where they work. This could include flexible start and finish times, compressed work weeks, job sharing, or even fully remote work. A hybrid policy is a type of flexible work arrangement, but not all flexible work is hybrid.
• Remote work (or fully remote): In a fully remote setup, employees work entirely outside a traditional office, typically from home or a coworking space. There is no expectation or requirement for regular in-office attendance. While remote work became a necessity during the pandemic, many companies have chosen to retain it, offering their workforce complete location independence.

Understanding these distinctions is crucial as a hybrid working policy specifically addresses the nuances of a blended work model, setting expectations for both in-office and remote components.

Why hybrid matters in 2025

In 2025, hybrid work isn’t just a perk; it’s a strategic imperative for UK SMEs. The landscape of employment has fundamentally shifted, and businesses that fail to adapt risk being left behind.

The demand for hybrid options is higher than ever before. Employees, having experienced the benefits of remote work during the pandemic, now actively seek roles that offer greater flexibility. Offering hybrid work significantly boosts your appeal to top talent, giving you a competitive edge in a tight labour market. 

Additionally, hybrid models can lead to improved employee engagement and retention. When employees have more control over their work-life balance, they often report higher job satisfaction and are more likely to stay with their current employer. This means less time and money spent on recruitment and onboarding, and more time focused on growing your business.

Hybrid working, when implemented effectively, can drive increased productivity. Employees can choose the environment that best suits the task at hand – the office for collaborative brainstorming sessions and home for focused, uninterrupted work. This flexibility empowers your team to unleash their collective potential.

The benefits of a hybrid working policy

Implementing a robust hybrid working policy offers a multitude of benefits for both employers and employees, transforming how your business operates for the better.

Employee retention and engagement

A clear hybrid policy demonstrates that you trust your employees and value their wellbeing. By offering the flexibility to balance work and personal life, you create a more supportive and attractive work environment. This leads to higher job satisfaction, reduced stress, and ultimately, a more engaged workforce. Engaged employees are more productive, committed, and less likely to seek opportunities elsewhere, directly impacting your retention rates. 

Legal clarity and compliance

Navigating the complexities of employment law can be challenging for SMEs. A well-drafted hybrid working policy provides legal clarity by setting clear expectations around working hours, health and safety obligations for remote setups, data security, and confidentiality. This helps you maintain compliance with UK employment regulations (e.g. working time and duty of care) mitigating potential legal risks. If you need greater support with employment legalities and compliance, talk to our HR Advisory team today. 

Hybrid work as a competitive advantage

In today’s competitive talent market, offering hybrid work can be a significant differentiator. It allows you to attract talent from a wider geographical area with candidates who aren’t limited by a five-day commute to a physical office. It also helps to position your business as a forward-thinking and modern employer, appealing to a new generation of workers who prioritise flexibility. This isn’t just about filling roles; it’s about building a diverse, skilled, and resilient workforce that can drive your business forward. 

What’s included in the Hybrid Working Policy Template?

Our Hybrid Working Policy Template is designed to be a comprehensive and adaptable resource for UK SMEs, providing a robust framework that you can easily tailor to your specific business needs and culture. It’s more than just a document; it’s a tool to help you define clear expectations and responsibilities for a thriving hybrid workforce.

Customisable policy sections

The template includes a range of customisable sections, empowering you to define crucial aspects of your hybrid model. This includes:

• Purpose and scope: A clear outline of how your company supports flexible and hybrid work, setting the stage for balance between work and personal lives.
• Hybrid working requests: Guidance on how employees can formally apply for hybrid work arrangements, including details of the proposed schedule and duration.
• Approval process: What happens when a hybrid working request is approved, including the potential for a written Hybrid Working Agreement specifying location, hours, contactability, and Company-provided equipment or reimbursements.
• Suspension or termination: Clarification that the Company reserves the right to suspend or terminate a Hybrid Working Agreement for operational or other reasons.
• Breaches of policy: Outlining the consequences of not adhering to the policy,

Employer and employee expectations

The template includes the responsibilities of both employers and employees within a hybrid framework, fostering a sense of shared commitment:

• Staying connected: Expectations for employees to be contactable throughout the workday, except for authorised breaks, and to inform their manager if they will be uncontactable.
• Usual work patterns: Emphasising that employees are required to work their usual pattern when working remotely, unless an alternative arrangement has been approved.
• Company attendance requirements: The Company’s discretion to require employees to attend premises for meetings, training, or other reasons.
• Reporting injuries and incidents: Procedures for employees to report illness, injury, or other incidents (like security issues or theft of Company property) immediately when working remotely.

Remote setup and equipment guidelines

To ensure a productive and safe remote working environment, the template provides guidelines on:

• Safe work environment: Employees’ responsibility for maintaining a safe work environment when working remotely or from home.
• Primary place of work: The importance of agreeing on a primary place of work and informing managers if working from a non-primary location.
• Personal computer use (Optional): Measures to ensure the security of Company information when using personal computers, including appropriate software licenses, virus protection, and physical security.
• Insurance disclaimer: A crucial note that the Company does not insure employee-owned equipment or property used for remote work. 

Who should use this template?

This Hybrid Working Policy Template is a valuable resource for any teams looking to implement, refine, or formalise their hybrid work arrangements.

HR professionals and people leaders

If you’re an HR professional or a people leader, this template is your ultimate sidekick. It provides a solid foundation for developing a comprehensive policy that ensures fairness, compliance, and employee wellbeing. It helps you confidently address common questions, manage expectations, and create a consistent experience for your entire workforce.

Business owners at SMEs

For SME business owners, this template is a game-changer. It empowers you to implement a modern work model that attracts and retains top talent, enhances productivity, and provides legal clarity, all without the need to start from scratch. 

Operations and legal teams

Operations and legal teams will find this template invaluable for ensuring the policy aligns with organisational processes and legal requirements. It provides a structured approach to addressing areas such as data security, health and safety, and compliance with UK employment law, helping to mitigate risk and ensure smooth operations. 

How to use the template

Once you’ve downloaded the free Hybrid Working Policy Template, you can edit it with a PDF editor or copy and paste the content into your company letterhead Word document template. It is designed to be easy to roll out, manage, and update your policy, streamlining what could otherwise be a complex process.

Once you’ve personalised the policy, we’d advise circulating it around your business and ensuring that all employees read, agree and sign it. Then, store it somewhere securely.

Did you know? Employment Hero allows you to keep all your policies digitally on one secure platform. You can easily customise and send out policies to all your employees with one click, while employees can digitally acknowledge and sign them online. 

Share digitally across teams

Gone are the days of printing out countless copies. With Employment Hero’s Employment Operating System (Employment OS), you can effortlessly share your new hybrid working policy digitally with your entire team. Our platform ensures that every employee receives the document directly, making distribution quick and efficient.

Track acknowledgments and updates

It’s crucial to know that your employees have read and understood important policies. Employment Hero’s Employment OS allows you to track acknowledgments seamlessly. Employees can digitally sign off on the policy, giving you a clear audit trail and peace of mind that everyone is on the same page. 

Need to make an update? The system makes version control simple, ensuring your team always has access to the most current information.

Automate policy management

Beyond just sharing and tracking, Employment Hero’s Employment OS helps you automate policy management. Set reminders for policy reviews, link policies to specific job roles, and integrate them into your onboarding workflows. This reduces administrative burden and frees up your time to focus on strategic initiatives, empowering you to go further.

Ready to revolutionise your workplace with a clear and comprehensive hybrid working policy?

Download our Free Hybrid Working Policy Template now

Or, if you’d like to explore how Employment Hero can help you streamline policy management and other HR functions, why not get in touch with our experts.