How to Write a Remote Work Negotiation Email (+Free Template)
Asking to work remotely can feel risky, especially if your role has always been in-person or hybrid. Many employees worry about saying the wrong thing or hurting their chances at work.
Something I always tell candidates as a recruiter is: don’t be afraid to discuss flexible work arrangements! Employers have this conversation all the time, and it’s not something they’ll hold against you, especially if you’re asking politely and professionally.
This remote work negotiation guide explains how to ask, what to avoid, and includes a free remote work negotiation email template you can use.
What are Remote Work Negotiations?
Remote work negotiations are conversations where an employee asks to change how or where they work.
Remote work negotiations can involve:
Asking to go from in-person work to hybrid/remote work arrangements.
Asking to go from hybrid arrangements (remote & in-person) to working completely remote.
Asking to work in a remote manner that doesn’t follow a set schedule (like 9:00am-5:00pm).
For many roles, especially in office-based, technical, or administrative positions, remote work arrangements are now part of normal workplace discussions. Negotiation does not mean you’re making demands. It means explaining your request, listening to feedback, and working toward a healthy compromise that considers both sides’ needs.
Is It Okay to Request Remote Work Arrangements?
Yes, it is okay and completely normal to request remote work arrangements.
A lot of employees’ biggest fears when it comes to making requests like these is that it’ll hurt their employment. An employer can’t and shouldn’t punish you for simply requesting different work arrangements. While they may reject your request, simply asking should not result in punishment.
That said, how you ask matters. A thoughtful request shows professionalism and respect for business needs. Employers are more open when they feel the employee has considered productivity, communication, and team impact.
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Why Ask Your Employer to Work Remotely
There are many reasons an employee will ask to work remotely, such as:
Accessibility reasons
To avoid a long commute
Being more productive at home
Being more productive outside standard working hours
Having at-home caregiving responsibilities
Having mental health issues that make in-person work difficult
One common misconception is that you must ask for a “valid reason”, like for accessibility. This isn’t true because all these reasons are valid! If it’s affecting your productivity, performance, mental health, and/or personal life, the reason is valid. Don’t let fear eliminate your opportunity to work comfortably and at your best.
From an employer’s perspective, flexible work can improve retention, reduce burnout, and increase performance. When you explain your reasoning clearly, it helps your manager understand how remote work could benefit both you and the company.
Writing a Remote Work Negotiation Email: Dos and Don’ts
Don’t: Make it an Ultimatum
Avoid language that sounds like a demand. Phrases that suggest you will leave if your request is denied can quickly shut down the discussion. Even if remote work is important to you, starting with pressure only makes it harder for your employer to say yes.
Your email should invite a conversation, not force a decision.
Do: Accept No for an Answer
Remote work is not always possible. Business needs, client expectations, or team structure often limits flexibility. Additionally, certain industries, like manufacturing, usually require in-person work and cannot function remotely.
Showing that you are open to hearing “no” makes you appear reasonable and professional. Even if the answer is not what you hoped for, handling it well keeps the door open for future flexibility.
Don’t: Be Vague About Your Reasoning
Saying you “would like to work remotely” or “work better from home” without explanation is not enough. If all of your peers are working in-person, your managers need to justify the approval. They can’t just change your work arrangements simply because you prefer it.
Do: Be Honest About Why
Be transparent. Don’t just say why you want remote work, explain why your current working arrangements are limiting your productivity and performance. Share your real reasons in a clear, professional way. Whether it’s productivity, reduced commute time, or personal responsibilities, honesty builds credibility.
You don’t need to overshare. Focus on how working remotely would allow you to perform your job effectively and stay engaged.
For example:
“I know that our team has always worked in-person, but I am wondering if there’s any possibility to discuss hybrid or remote work arrangements?
My commute to work is over 2 and a half hours long. In order to arrive on-time at 8:30am, I have to wake up at 5:00am. I've recently noticed how badly this commute time has affected my energy, productivity, and performance coming into work. It has also negatively impacted my work-life balance overall.
I believe hybrid or remote work would improve my performance significantly.”
Free Remote Work Negotiation Email Template + Sample
Below is a simple remote work negotiation template you can adjust based on your role and situation. It works whether you are requesting remote arrangements, hybrid arrangements, or just added flexibility.
Email Template (Fill in the blank)
Subject: Request to Discuss Remote Work Arrangement
Hi [Manager’s Name],
I hope you’re doing well. I wanted to ask if we could schedule a time to talk about a possible [hybrid, remote, flexible] work arrangement.
Over the past [time period], I’ve remained consistent in meeting deadlines and staying available to the team. However, due to [reason for the request: long commute times, caregiving responsibilities, accessibility reasons.etc] I have noticed [the effect it had on your work performance: a decline in my work-life balance, less productivity.etc]. I am eager to give my best performance to this team, but I feel my current work arrangements have limited my ability to do so.
I understand that remote work may not be possible in every situation, and I’m open to your perspective. If it makes sense, I’d appreciate the chance to discuss whether a hybrid or partial remote option could work while continuing to meet the team’s needs.
Thank you for considering, and I’m happy to talk further whenever you are available.
Kind regards,
[Your Name]
Email Sample/Example
Subject: Request to Discuss a Hybrid Work Option
Hi Sarah,
I wanted to ask if we could set aside some time to discuss a possible temporary hybrid work arrangement.
Over the past year, I’ve consistently met my deadlines and stayed responsive during core working hours. However, I’ve recently found myself struggling in our in-person work environment due to severe social anxiety. While I have always strived to not let my mental health affect my work performance, I have recently experienced more anxiety attacks in the office. Being more involved with work presentations has made it difficult to manage my anxiety at work.
I am currently speaking to my doctor about how to best treat my social anxiety, but for the sake of my current work performance, I am requesting a temporary hybrid work arrangement. I would also like to request, if possible, to hold work presentations remotely for the time being.
I understand that our team relies on in-person collaboration, and I’m open to your feedback if a hybrid arrangement isn’t possible. If it makes sense, I’d appreciate the opportunity to talk through whether a limited or hybrid option could work while still meeting team expectations.
Thank you for considering this, and I’m happy to discuss further at your convenience.
Best,
Jordan
