Must Employers Pay for Ergonomic Chairs in Europe?

If you regularly work from home in Europe, you may wonder whether your employer must provide or pay for an ergonomic office chair.

European occupational-safety rules provide important protections for workers, including people who regularly use display-screen equipment. However, these rules do not always give an employee the right to independently buy any chair and demand full reimbursement.

The answer depends on EU workplace-safety requirements, how those requirements have been implemented in the employee’s country, the remote-work agreement, applicable collective agreements and the employer’s equipment policy.

The Short Answer

European employers have workplace health and safety responsibilities, including duties relating to workstations used for display-screen work. These responsibilities may also apply to formally established remote-work arrangements, depending on how EU directives have been implemented in the relevant country.

A worker may receive an office chair through one of several routes:

• The employer provides an approved chair directly.
• The employer reimburses a pre-approved purchase.
• The employee receives a fixed home-office allowance.
• The employer loans workstation equipment for the duration of remote work.
• Equipment is provided to meet an occupational-health or disability-related need.
• A collective agreement or remote-work agreement specifies equipment and cost responsibilities.

The employer may therefore be responsible for ensuring that suitable equipment is available without being required to pay for the exact chair selected by the employee.

What EU Workplace-Safety Law Requires

Council Directive 89/391/EEC establishes the general European framework for worker safety and health.

Under the directive, employers must take measures necessary to protect workers’ safety and health. These measures include preventing occupational risks, providing information and training, and supplying the necessary organisation and means.

The directive also states that measures related to workplace safety, hygiene and health may not involve workers in financial cost.

EU Requirements for Display-Screen Chairs

Council Directive 90/270/EEC establishes minimum health and safety requirements for work involving display-screen equipment.

The directive defines a workstation broadly. It can include the display screen, keyboard, input devices, accessories, telephone, printer, document holder, work desk, work chair and the immediate working environment.

Employers must analyse workstations to evaluate safety and health conditions, particularly possible risks relating to eyesight, physical problems and mental stress. Appropriate measures must then be taken to address identified risks.

The directive’s minimum requirements state that a work chair should:

• Be stable.
• Allow the worker easy freedom of movement.
• Allow a comfortable working position.
• Have an adjustable seat height.
• Have a seat back adjustable in height and tilt.
• Be supplemented by a footrest for a worker who requests one, where applicable under the national implementation.

The employer must also organise display-screen work so that it is periodically interrupted by breaks or changes of activity that reduce the display-screen workload.

These are minimum requirements. Individual EU and EEA countries may adopt more specific or more protective rules.

The European Telework Framework

The European social partners signed the Framework Agreement on Telework in 2002. The agreement establishes general principles for regular telework, although its legal implementation differs between countries.

The framework says that questions concerning work equipment, liability and costs should be clearly defined before telework begins.

As a general rule, it states that the employer is responsible for providing, installing and maintaining the equipment necessary for regular telework unless the teleworker uses their own equipment.

It also states that when telework is performed regularly, the employer compensates or directly covers costs caused by the work, particularly communication costs.

Does This Guarantee Chair Reimbursement?

No. European workplace-safety rules do not normally allow an employee to purchase any preferred chair without approval and automatically require the employer to reimburse the full amount.

The employer may instead:

• Provide an approved chair directly.
• Offer a selection of compliant models.
• Set an equipment budget.
• Loan furniture to the employee.
• Ask an occupational-health professional to assess the workstation.
• Provide another effective workstation adjustment.

The appropriate solution depends on the worker’s tasks, the duration and regularity of remote work, the workstation assessment, the country’s national rules and the terms of the remote-work agreement.

How the Rules Differ by Country

This table provides a high-level comparison only. National laws, collective agreements and tax treatment can change.

Spain

Spain has one of the clearest statutory frameworks for regular remote work.

Articles 11 and 12 of Spain’s Law 10/2021 on remote work provide rights concerning the supply and maintenance of necessary means, equipment and tools. The law also states that remote work should be paid for or compensated by the employer and should not require the worker to assume expenses related to equipment, tools and means connected with the work.

The inventory of required equipment should be included in the remote-work agreement, subject to applicable collective agreements.

This does not necessarily mean that every worker may select any chair. The employee should confirm whether the chair is included in the agreed equipment inventory and follow the employer’s purchasing process.

Germany

Germany distinguishes between formally established teleworkstations and more flexible forms of mobile work or occasional home working.

Under Germany’s Workplace Ordinance, a teleworkstation is a permanently installed display-screen workstation in the worker’s private space. The conditions, weekly working time and duration of the arrangement must be agreed.

The definition states that the necessary furniture, work equipment and communication equipment are provided and installed by the employer or a person commissioned by the employer.

For a formal German teleworkstation, the employer may therefore provide the chair directly as part of the workstation setup. This does not automatically create a right to reimbursement for a chair purchased without approval.

France

In France, employees working remotely have the same general employment rights as employees working at the employer’s premises.

Official French guidance recognises that employers may reimburse professional expenses incurred during telework. These may include qualifying equipment, software, subscriptions and other tools.

Whether an ergonomic office chair is covered will normally depend on the telework agreement, collective agreement, expense policy, occupational-health assessment and whether the purchase was authorised.

Italy

Italian smart-working arrangements are generally established by agreement between the employer and worker under Law No. 81/2017 and applicable collective arrangements.

Official Italian guidance states that the employer is responsible for the safety and proper functioning of technological tools assigned to the worker.

Italy’s national protocol for private-sector smart working also states that, unless otherwise agreed, the employer normally provides the technological and IT equipment necessary for smart working. When the parties agree that the worker will use personal equipment, they should define safety requirements and may provide expense compensation.

Because these rules focus particularly on technological equipment, the treatment of office furniture should be confirmed in the individual smart-working agreement, applicable collective agreement and employer policy.

Common Employer Equipment Policies

In practice, European employers use several different methods to provide suitable home-office equipment.

What Counts as Suitable Equipment?

A suitable chair is not necessarily the most expensive chair or the model with the greatest number of features. It should be appropriate for the worker, workstation and tasks.

Relevant features may include:

• A stable base.
• Adjustable seat height.
• An adjustable backrest.
• Appropriate seat dimensions.
• Freedom to change posture.
• Armrests that do not force the shoulders upwards.
• Compatibility with the desk height.
• A footrest where required.

For help comparing adjustment ranges and chair features, see our adjustable ergonomic chair buying guide.

The guide can help explain product features, but it does not establish that a particular HBADA chair is legally required or reimbursable.

Disability and Medical Requirements

A worker with a disability or documented medical limitation may need equipment or workstation changes beyond the employer’s standard setup.

European equality, disability and occupational-health rules are implemented differently in each country. The worker may be asked to contact human resources, occupational health or the organisation’s workplace-adjustment team.

The worker should describe the functional problem rather than simply request a preferred brand. For example, the request may explain that the current chair does not provide the adjustment range identified in an occupational-health assessment.

The employer may provide a different effective chair or workstation solution. Medical information should be handled according to applicable privacy and employment rules.

How to Request an Ergonomic Chair

Follow these steps before purchasing a chair:

1. Check your work arrangement. Confirm whether you are a regular teleworker, formal home worker, mobile worker or occasional remote worker.
2. Read the applicable policy. Review the remote-work agreement, expense policy and collective agreement.
3. Request a workstation assessment. Explain any difficulties with the current setup.
4. Ask whether equipment is supplied directly. The employer may already have approved chair models.
5. Request written approval. Confirm the permitted budget and product specifications.
6. Keep documentation. Save the agreement, approval, invoice and delivery records.
7. Follow the reimbursement deadline. Submit the required documents through the employer’s expense system.

What If the Employer Refuses?

Ask the employer to explain the decision and whether an alternative chair, workstation adjustment or assessment is available.

Depending on the country and situation, possible next steps may include:

• Following the employer’s internal health and safety procedure.
• Contacting human resources or occupational health.
• Consulting the worker representative, works council or trade union.
• Reviewing the applicable collective agreement.
• Contacting the national labour inspectorate or occupational-safety authority.
• Obtaining advice from a qualified local employment professional.

Do not rely solely on a commercial blog when a workplace dispute, medical issue or significant personal expense is involved.

Key Takeaways

• EU employers must assess and manage workplace health and safety risks.
• Occupational-safety measures should not impose a financial cost on workers.
• EU display-screen rules include minimum requirements for work chairs.
• The European telework framework generally places responsibility for necessary regular telework equipment on the employer.
• Implementation differs between EU countries.
• Spain has explicit statutory rules on remote-work equipment and expenses.
• Germany’s formal teleworkstation definition includes employer-provided and installed furniture and equipment.
• A worker should obtain approval before purchasing a chair.
• The employer may provide an approved alternative rather than reimburse the worker’s preferred model.

Frequently Asked Questions

Must every European employer buy remote workers an ergonomic chair?

No. Employers have health and safety responsibilities, but whether they must provide or pay for a particular chair depends on the workstation assessment, national law, the regularity of remote work, the remote-work agreement and company policy.

Does EU law include requirements for office chairs?

Yes. Directive 90/270/EEC includes the work chair within the definition of a display-screen workstation. Its minimum requirements state that the chair should be stable, allow freedom of movement and a comfortable position, and provide adjustable seat height and backrest adjustment.

Can an employee buy a HBADA chair and send the employer the invoice?

Not safely without approval. The employer may have approved models, suppliers, budgets or equipment-loan arrangements. Obtain written authorization before purchasing a chair.

Does the employer have to pay if the worker chooses to work from home?

Not automatically. The answer depends on whether the remote work is regular or occasional, whether it is required or voluntary, the applicable country law and the agreement between the employer and worker.

Does Spain require employers to cover remote-work expenses?

Spain’s Law 10/2021 states that regular remote work should be paid for or compensated by the company and should not require the worker to assume expenses connected with the equipment, tools and means used for work. The specific mechanism may be set by collective agreement or the remote-work agreement.

Does a German employer have to provide furniture for telework?

For a formally established teleworkstation under Germany’s Workplace Ordinance, the necessary workstation furniture, work equipment and communication equipment are provided and installed by the employer or its appointed representative. More flexible mobile work may be treated differently.

Can an employer provide a different chair from the one requested?

Usually, the employer may select a suitable and effective chair that meets the relevant workstation requirements. The worker is not automatically entitled to the most expensive model or a preferred brand.

What should a worker do when a standard chair does not meet a medical need?

Contact human resources or occupational health and request an individual workplace assessment. The process and documentation requirements depend on national equality, disability and employment law.