Remote work job offer & letter of agreement

Are you considering extending a remote work job offer? There are some things you should keep in mind when drafting the job offer letter. First, be clear on the expectations of the role. What are the daily tasks? What deadlines need to be met? 

It's also important to understand what kind of support the team will receive from you. Will someone be available to answer questions during business hours?

If the company is offering health insurance benefits or paid vacation days, make sure these items are included in your job posting as well. You should also include information on how often teams will be expected to check in with their supervisor, as well as any other logistical details such as what software platforms will be used for communication.

There’s a lot of detail to convey for potential employees, and all of these considerations need to be included in official documentation. This is where the remote work job offer and letter of agreement come into play.

Remote offer letter vs. employment letter of agreement

A remote offer letter is an offer of employment for a remote position outside of the company's physical office space. An employment letter of agreement is a contract between an employer and employee that outlines the terms and conditions of the employment relationship. The agreement may include provisions for a remote working arrangement.

This type of agreement is typically used when an employee will be working remotely on a full-time or part-time basis. This is also why the two documents are often confused with one another: they both serve similar purposes.

The distinction, however, is important because of what each document details. 

If an employer offers a position to a candidate that will be performed remotely, the employer should use an offer letter of employment. This document states the offer of employment and outlines the terms and conditions of the remote working arrangement. If an employer wants to establish the terms and conditions of the employment relationship with an employee, they should use an employment letter of agreement. This document outlines both parties' rights and obligations in regards to their employment relationship.

What is a remote job offer letter?

There are many types of employment offer letters, including offers for full-time, part-time, temporary, and freelance positions. A remote offer letter is an official document that extends an offer of employment to a candidate for a position that will be performed remotely, outside of the company's physical office.

The offer letter outlines the salary, benefits, job duties and expectations, start date, and other important details about the role. Some job offer letters may also include information about the company's remote work policies. This type of offer letter is typically used when hiring for positions such as customer service representatives or telecommuters.

Essentially, a remote job offer letter is just a job offer which makes the distinction of the role being performed remotely.

Remote offer letter common sections

A remote offer letter generally contains the same sections as a regular offer letter, including:

Job title and details

Every job offer letter should include the job title and a detailed description of the position's responsibilities. In a remote work setting, it is also important to clearly state where the employee will be based, what equipment they will need (if any), and how often they should expect to communicate with their supervisor. By being clear and concise in these areas, you can help ensure that your new hire has a smooth transition into their role.

Base salary and compensation details

In the base salary and compensation details section of a remote job offer letter, the employer should list the salary or hourly wage that the employee will be paid. This section should also include any other forms of compensation that the employee is eligible for, such as bonuses, commission, and profit sharing. For example, an employer might write: "Your annual salary will be $50,000 per year," or "Your hourly wage will be $25 per hour."

When making decisions about compensation for remote workers, employers will need to consider a variety of factors, such as the employee's experience, skills, and education; the duties of the position; and the market rates for similar positions. 

In addition, employers must ensure that they are compliant with any applicable laws or regulations. For example, some states have laws that require employees to be paid a minimum wage. Meanwhile, hiring from a different country can involve vastly different regulatory concerns.

Employee benefit plans

In order to create a comprehensive remote job offer letter, you'll need to include details regarding employee benefits plans. These types of benefits can include health insurance, dental and vision coverage, paid time off, 401(k) or other retirement savings plan options, and more. By including these benefit descriptions (and any others that may be relevant), you'll provide prospective employees with a clear understanding of what your company has to offer.

Some best practices for describing employee benefits plans in a remote job offer letter include: 

• Being as specific as possible about what is offered

• Outlining any eligibility requirements

• Letting the prospective employee know how to sign up for benefits once they've been hired.

Additionally, it can be helpful to highlight any unique or particularly generous aspects of your company's benefit offerings — this can help set your organization apart from others who may also be vying for the same talent pool.

Be sure that this section also addresses compliance concerns, especially when hiring remotely in other countries.

Instructions for accepting the offer

In order to accept the offer, candidates are often instructed to sign and return the attached letter of agreement. They may also be instructed to include in their response any questions or concerns they have about the role or remote work arrangements. 

Alternatively, they may verbalize their acceptance of the offer and provide their mailing address so the employer can send them a physical copy for signature — which makes it a binding agreement.

There may be special considerations for remote arrangements when hiring from another country. For example, the employer may need to obtain a work visa for the employee. Alternatively, if the employee is already employed in another country, they may need to obtain a business visa or other type of permission before they can start working remotely for the new employer.

What is a remote work agreement?

A remote work agreement is an agreement between an employer and employee that outlines the expectations and responsibilities of each party for a remote working arrangement. This type of agreement can be used for employees who work from home on a full-time, part-time, or as-needed basis.

In the same way a remote job offer letter is a job offer specifying the remote nature of the work, a remote work agreement is an employment letter of agreement geared toward a remote working relationship.

A remote work agreement should outline the specific expectations and responsibilities of both the employer and employee in a clear and concise manner. For example, the agreement may state that the employee is responsible for maintaining a quiet and distraction-free work environment, while the employer will provide adequate resources and support for the employee to be successful in their role.

Some examples of expectations and responsibilities that could be outlined in a remote work agreement include:

• The employee will maintain regular communication with their supervisor and update them on their work progress on a regular basis.

• The employer will provide the employee with access to all necessary resources and tools to perform their job duties remotely. 

• The employee understands that they may be required to occasionally travel for business purposes, and agrees to comply with all company travel policies. 

• Both parties agree to adhere to the company's confidentiality policy.

Common sections to include in a remote work agreement

In a remote work agreement, you should include:

Employment details

As the employment agreement details specifics of the working relationship, it should include all relevant particulars. In the employment details section, that includes:

• Name of the employer 

• Title of the position being offered 

• A description of the duties and responsibilities associated with the position. This should be as specific as possible, detailing what tasks will be carried out on a daily or weekly basis. 

• Location where work will be performed (if applicable) 

• Start date and end date (if applicable) of employment 

• Compensation details including salary, bonuses, and benefits

In addition, employers should take into consideration any additional factors that may be relevant to the remote work agreement. This could include specifying the hours of work, how and when performance will be assessed, and outlining any company policies that must be adhered to. It is also common to include variables such as cost of living allowances in remote work agreements.

Any conditions of employment

The conditions of employment section outlines the specific conditions of employment for a remote worker.

In a remote work agreement, this section will typically include:

• The at-will nature of the employment relationship

• That the company may terminate the agreement or employee's remote work status at any time, with or without cause

• That the employee is responsible for procuring and maintaining their own equipment and internet connection necessary to perform their job duties 

• Whether the company will provide a stipend to offset these costs, if applicable 

• Any other conditions that are specific to the company or position

These conditions may cover who is responsible for procuring necessary equipment and internet connection, whether the company will provide a stipend to offset these costs, and any other conditions that are specific to the company or position.

Company policies and culture

In the company policies and culture section, include a brief description of your company's policies and culture. Include your company's mission statement, values, and any other relevant information that would help a remote worker understand your company culture.

Some specific factors to consider when crafting a company policies and culture section for a remote work agreement include:

• Making sure the remote worker is aware of your company's overall mission statement and values.

• Including any relevant information that would help the remote worker understand what it is like to work at your company, such as how you communicate with each other and collaborate on projects.

• If there are any specific expectations you have for remote workers in terms of their hours or dress code, make sure to include those details here.

Non-compete agreements and non-disclosure agreements

The non-compete agreements and non-disclosure agreements section is designed to protect the company's confidential information and intellectual property. This section typically includes provisions that prohibit the employee from disclosing confidential information or engaging in competitive activities.

When hiring remotely, employers should consider any applicable laws and regulations, including those related to immigration and employment. They should also be aware of the potential for cultural differences and ensure that appropriate measures are in place to facilitate communication and collaboration.

Statement of at-will employment

For employers, it is invaluable to ensure that both parties agree to an at-will basis for the employment relationship. This means that either party can end the relationship at any time, for any reason. This is important to include in the agreement so that both parties are aware of this and there are no misunderstandings.

Note, however, that when hiring remotely in another country, there may be cases where the territory does not have at-will terminations. You will need to ascertain with legal certainty how to go about your employment relationships in such markets.