A hybrid work arrangement is no longer a perk—it’s a core part of how many organizations operate, recruit and retain talent. But without clear guidelines, hybrid work can quickly lead to confusion, inconsistent expectations and operational challenges.
This Hybrid Work Policy Template is designed to help employers start the conversation and build a policy that fits their organization’s unique needs. It can be used as a foundation for developing a new policy, updating an existing one or creating consistent hybrid work expectations across teams and departments.
Rather than a one-size-fits-all solution, this template is intentionally flexible—giving organizations the structure they need while allowing room for customization.
Before rolling out a hybrid work policy, take time to review and adapt the language to your organization. This template is meant to guide—not dictate—your approach.
Recommended steps:
-Review each section and determine what applies to your organization
-Edit the language to reflect your operations, job roles and service expectations
-Add or remove sections based on existing HR policies and workplace culture
-Customize schedules and eligibility criteria by department as needed
-Share internally with leadership and supervisors to align on expectations before rollout
This Hybrid Work Policy Template is provided as a planning tool to support organizations in developing or updating an internal hybrid work policy. It is intended for general guidance only and should be customized to reflect your organization’s operations, culture, legal requirements and HR practices. Hybrid work arrangements should be implemented in a way that supports business continuity, employee performance and service delivery.
The purpose of this Hybrid Work Policy is to establish clear guidelines for employees who work remotely on a full-time, part-time or hybrid basis. Hybrid work arrangements are intended to support productivity, work-life balance, continuity of operations and workforce recruitment and retention, while maintaining accountability and service standards.
When appropriate, hybrid work plans can also support broader community benefits by helping reduce peak-hour traffic congestion, lowering the number of single-occupancy vehicle trips and contributing to reduced vehicle emissions.
This policy applies to all employees whose job duties are deemed suitable for hybrid work and who have received approval from their supervisor and/or department head.
Hybrid work is not an entitlement and may be modified or discontinued at any time based on organizational needs, employee performance and service delivery requirements. Hybrid work arrangements should be structured in a way that supports team collaboration while also helping reduce unnecessary commuting when feasible.
Eligibility for hybrid work is based on:
-Job duties that can be effectively performed remotely
-Employee performance, reliability and communication skills
-Operational and service delivery needs
-Availability of appropriate technology and secure access
-The employee’s ability to maintain a safe and productive remote work environment
Approval is determined on a case-by-case basis and may vary by role, department and business need.
Approved hybrid work arrangements may include:
-Full-time remote work
-Hybrid work (combination of on-site and remote work)
-Occasional or situational hybrid work
Work schedules, core hours and availability expectations must be clearly defined and approved in advance. When scheduling allows, departments are encouraged to consider hybrid work schedules as a strategy to help reduce commute-related congestion, particularly during peak travel periods.
Employees working remotely are expected to:
-Maintain agreed-upon work hours
-Be reachable during core business hours via email, phone or messaging platforms
-Attend virtual and in-person meetings as required
-Accurately record time worked in accordance with organizational policy
Hybrid work schedules should support consistent operations while also providing flexibility that may help reduce employee commute time and transportation-related impacts.
Hybrid employees are held to the same performance standards as on-site employees. Supervisors will evaluate productivity, quality of work, responsiveness and adherence to deadlines.
Failure to meet performance expectations may result in modification or termination of hybrid work privileges.
The organization may provide necessary equipment such as laptops or software, as determined by role and resources. Employees are responsible for:
-Maintaining a reliable internet connection
-Protecting organization-issued equipment
-Reporting technical issues promptly
Personal equipment used for hybrid work must meet security and compatibility requirements.
Employees must comply with all data security, confidentiality and records retention policies while working remotely, including:
-Using secure networks and passwords
-Protecting sensitive or confidential information
-Avoiding public or unsecured Wi-Fi when accessing systems
-Following cybersecurity and IT protocols
Employees are responsible for maintaining a safe, distraction-free work environment. Work-related injuries occurring during approved work hours should be reported immediately in accordance with workplace safety policies.
Clear and consistent communication is essential to successful hybrid work. Employees are expected to:
-Check email and messages regularly
-Proactively communicate progress, challenges and availability
-Participate in team check-ins and reporting as required
Strong communication practices help ensure hybrid work supports productivity while allowing flexibility that may reduce unnecessary commuting.
Hybrid work plans can reduce the number of commute trips and help support local transportation goals, including congestion reduction and environmental sustainability. Employees who have hybrid work arrangements are encouraged to explore commuter support resources such as ConnectingVA through the MidPenRideShare program, which offers tools and incentives to support smarter commuting and rideshare participation when working on-site.
Unless otherwise specified, employees are responsible for home office expenses, including utilities, internet service and personal office supplies.
Hybrid work arrangements may be reviewed periodically and can be suspended or revoked at any time due to:
-Performance or conduct concerns
-Changes in job duties
-Operational or business needs
Employees approved for hybrid work must sign a Hybrid Work Agreement acknowledging their understanding of and compliance with this policy.
Hybrid work isn’t just a workplace strategy—it’s also a tool that can support broader community goals. When implemented thoughtfully, hybrid work can help reduce peak-hour congestion, limit unnecessary commuting and contribute to more sustainable transportation patterns.
By aligning internal policies with operational needs and external impacts, organizations can build hybrid work approaches that benefit employees, businesses and the communities they serve.
For additional tips and information about setting up a hybrid work program, visit the Virginia Department of Rail and Public Transportation (DRPT) website.
