Remote Work & Equipment Assignment Agreement

Remote Work & Equipment Assignment Agreement: a practical guide

A Remote Work & Equipment Assignment Agreement records what the employer and employee have agreed about remote work and equipment provided for the job. It can set out practical expectations for using, caring for, and returning that equipment.

What it's for

People use this document when an employee starts working remotely, receives equipment for that work, or has a change in the remote work arrangement or assigned equipment. Writing down the details helps both sides keep track of responsibilities and expectations.

The parties can use it to describe the work location or locations, identify equipment, and explain how it may be used and maintained. They can also record arrangements for expenses, technical support, protecting work information, and returning equipment. Write document-specific details in “Additional Terms & Provisions.”

This document focuses on remote work arrangements and assigned equipment. If the main need is to set out broader employment terms, change a person’s employment status, or address a performance concern, another document may fit better. Consider recording connected employment terms in the appropriate document as well.

Who uses it

• An employer assigning a computer, phone, monitor, or other equipment to an employee who works from home.
• An employee and employer setting expectations before a new remote work arrangement begins.
• A small business recording who is responsible for equipment care, repairs, or return.
• An employer and employee updating equipment or work location details after a change in the arrangement.
• An employer and employee creating a written record of equipment already issued to the employee.

Terms to decide on

Remote work location and arrangement

Identify the agreed work location or locations and describe any expectations about working from another location. State how the parties will handle a requested change, including who should be contacted, and write these details in “Additional Terms & Provisions.”

Equipment description and ownership

List each assigned item clearly, including a description or identifying number where available. Say who owns each item and whether the employee may use it for personal purposes; record these specifics in “Additional Terms & Provisions.”

Care, use, and security

Describe how the equipment should be stored, maintained, and protected from loss or unauthorized access. Explain how the employee should report damage, loss, or a security concern and whom to contact.

Costs and support

Specify which work-related costs, if any, the employer or employee will cover, and how those costs will be discussed or documented. Clarify who provides technical support and how to request it.

Work expectations

Set out any remote work expectations that need to be written down, such as availability, communication, or how work will be coordinated with the team. Keep them consistent with the parties’ other employment documents.

Return or replacement

Explain when and how assigned items should be returned, such as when the remote arrangement ends or equipment is replaced. Describe the process for reporting an item that cannot be returned in its original condition.

Additional terms

Use “Additional Terms & Provisions” for specific arrangements the parties want to record that are not covered elsewhere in the document, including location and equipment details. Write concrete steps and responsibilities rather than relying on broad phrases such as “use equipment responsibly.”

Common mistakes

• Describing equipment too vaguely can make it hard to tell which item was assigned. Record identifying details where available and keep an inventory that matches the document.
• Leaving personal use unclear can lead to different expectations about privacy, software, or wear and tear. State whether personal use is allowed and any limits the parties agree on.
• Assuming the employee must pay for every repair, loss, or replacement can create confusion. Write down how reports and decisions about these situations will be handled.
• Ignoring internet, phone, or other work-related costs leaves an important practical issue unresolved. Specify which costs are covered, if any, and how the parties will discuss them.
• Using a home address as the work location without considering privacy or later moves can make updates awkward. Agree on what location information belongs in the document and how changes will be recorded.
• Using the agreement to change employment terms without checking related documents can produce conflicting expectations. Compare the remote work terms with the parties’ existing employment records.

Before you sign

• Check that the names of the employer and employee match the people or organizations making the arrangement.
• Confirm that the remote work location and any location-change process are clear.
• Compare the equipment list with the items actually assigned and note their condition.
• Read the sections on costs, support, personal use, care, and return together for consistent expectations.
• Make sure any extra arrangements are written in specific, practical language.
• Check local requirements for signing, witnesses, notarization, or required wording where the document will be used, or ask a qualified lawyer if much is at stake.