What to Do When an Employee Asks to Work From Home Permanently
Remote work requests are among the most common workplace conversations happening right now, and among the most consequential to handle well. A well-reasoned, consistent response protects your business and your culture. A poorly handled one loses good employees or creates legal exposure. Here is how to approach it.
Evaluate the Role First
The starting point is an honest assessment of whether the role can be performed effectively remotely. Not whether the employee can technically do the work from home, but whether the full scope of what the role requires: things like collaboration, client interaction, physical presence, access to systems or equipment. Can all of these be maintained remotely without significant operational impact?
Some roles are genuinely location-dependent. Some are not. Be honest about which category this role falls into before the conversation.
Check Whether This Is a Medical Accommodation Request
If the employee's request for remote work is connected to a medical condition or disability, it is a reasonable accommodation request under the ADA rather than a preference from the employee. In that case, the evaluation process is different: you must engage in the interactive process, assess whether remote work is a reasonable accommodation for the specific condition, and document your response. Review your employee handbook and consult with HR.
Ask the employee directly: 'Is there a medical reason for this request that I should know about?' The answer determines whether this is a business preference conversation or an accommodation process.
Be Consistent Across Similar Roles
Whatever decision you make for this employee, apply a consistent standard to similar roles. If you allow permanent remote work for this employee but deny it for another employee in an equivalent role without a documented business reason for the difference, you create the conditions for a discrimination claim, particularly if the two employees belong to different demographic groups.
What a Yes Looks Like
If the role is genuinely remote-capable and you are willing to approve it, document the arrangement in writing: expectations for availability and response time, how performance will be measured remotely, equipment and technology provisions, and whether the arrangement is permanent or subject to review. A verbal agreement about remote work that is never documented creates ambiguity that becomes a problem when business conditions change. Consider trialing the arrangement to see how it goes before committing to a long-term arrangement.
What a No Looks Like
If the role requires in-person presence and the request cannot be accommodated, explain the specific operational reasons honestly. 'This role requires [specific in-person requirements]. I am not able to approve a permanent remote arrangement for that reason.' Do not be vague. Vague denials invite negotiation and resentment.
If the employee decides the role is not right for them without remote flexibility, that is a legitimate outcome. Retain employees who fit the actual requirements of the role. Do not modify the role to accommodate a preference if it genuinely cannot be done remotely.
Get a Complete Employee Handbook Template
Our handbook includes a remote work policy section covering eligibility, performance expectations, equipment, and schedule requirements, giving you a consistent written standard for remote work decisions.
Questions about this or other HR topics? Visit pragmatichrgroup.com for more resources.
