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Staff handbooks (85)

Holidays policy
Workers have a statutory right to a minimum of 5.6 weeks' (28 days') paid leave per annum. Whilst you'd think granting holidays and holiday pay is a relatively straightforward exercise, disputes over holiday pay are one of the most common claims brought before an employment tribunal. Having a holidays... Read more
DOWNLOAD March 2020
Type: Policy
Anti-bribery policy
Your business can be guilty of a criminal offence under the Bribery Act 2010 where it has failed to prevent bribery by a person associated with it. However, you have a defence if you can show you had adequate procedures in place which were designed to prevent bribery. Implement our anti-bribery policy... Read more
DOWNLOAD February 2020
Type: Policy
Dignity at work policy
You're not legally obliged to put in place a dignity at work policy. However, harassment on the grounds of age, disability, gender reassignment, race, religion or belief, sex and sexual orientation are all unlawful and implementing a dignity at work policy statement will help demonstrate that you took... Read more
DOWNLOAD December 2019
Type: Policy
Confidentiality clause
An employee owes a duty of confidentiality to you, which continues during the period of employment and, to a more limited extent, after termination. The extent of the duty depends on the facts and circumstances of each case but the more senior the employee, probably the greater the duty owed. A confidentiality... Read more
DOWNLOAD December 2019
Type: Clause
Leaves of absence policy
In addition to annual leave, sickness absence and the various statutory rights to time off (for example, maternity leave, parental leave, paternity leave, time off for dependants, etc.), employees might ask to take time off work for a variety of other reasons, including jury service, public duties, armed... Read more
DOWNLOAD October 2019
Type: Policy
Capability procedure
Dealing with an employee's poor performance can be particularly difficult where you know they are simply incapable of fulfilling the tasks and duties expected of them in their role, so they aren't really to blame. Our capability procedure ensures you deal with the problem both fairly and sympathetically.What... Read more
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Type: Procedure
Disciplinary procedure
Dealing with conduct and other disciplinary matters is one of the most difficult challenges for any employer. Make a wrong move and an employee can exact a high price. And even if you've a good reason to take action, tribunals demand that you follow the right procedure to the letter. Our disciplinary... Read more
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Type: Procedure
Grievance procedure
Your grievance procedure should play a crucial role in how you deal with staff complaints. Use our procedure to set out the steps that an employee with a grievance relating to their employment should take, but be aware that they can still issue employment tribunal proceedings against you even where they... Read more
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Type: Procedure
GDPR data protection policy
Our data protection policy statement reiterates the important data protection principles set out in the GDPR, outlines out how you intend to comply with them and clarifies what rights and obligations an employee has both in relation to their own personal data and when handling other people's personal... Read more
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Type: Policy
Equal opportunities policy
There's no specific legal requirement for you to have an equal opportunities policy. However, discrimination because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are all unlawful and implementing... Read more
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Type: Policy
Other benefits in kind clause
Our benefits in kind clause specifically covers private medical and permanent health insurance, pension schemes and life assurance, as these are the most common benefits after company cars. However, you can also include any other benefits that you provide for your employees.Insurance termsWith private... Read more
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Type: Clause
Employee contract pay in lieu of notice clause
In the absence of an express payment in lieu of notice clause, you don't have the contractual right to terminate employment summarily upon making such a payment. This doesn't mean you can't do it, but you do need to weigh up all the pros and cons.PILON or damages?In the absence of an express Employee... Read more
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Type: Clause
Adoption leave and pay policy
Taking time off for adoption leave is still a relatively rare occurrence but it's worth having a policy to let employees know their entitlements. In most cases, this will be by reference to the statutory rights.Adoption leaveOur Adoption Leave and Pay Policy statement reflects the statutory provisions.... Read more
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Type: Policy
Computer policy
It's important in all office-based workplaces to have policy statements on the use of computers, e-mail and the Internet at work and on using the telephone. Our policy covers the essentials to protect your computer systems and networks.Computer usage and securityOur Computer Policy sets out strict rules... Read more
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Type: Policy
Paternity leave policy
Paternity leave essentially enables eligible employees (usually fathers) to take up to two weeks off work following the birth or adoption of their child. Our policy statement sets out the employee's statutory rights to paternity leave.Paternity provisionsThe right to paternity leave is available to the... Read more
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Type: Policy
Religious observance policy
Our policy explains how you will support employees who observe certain religious practices. Refusing to accommodate a request for time off for religious observance might amount to indirect religious discrimination, unless you can justify your decision. Equality Act 2010The Equality Act 2010 protects... Read more
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Type: Policy
E-mail and Internet policy
Email and internet policyIt's important in all office-based workplaces to have policy statements on the use of computers, email and the internet at work and on using the telephone. Our email and internet policy includes provisions on acceptable use, social networking sites, downloading from the internet... Read more
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Type: Policy
Maternity policy
Our policy statement sets out the statutory rules relating to maternity leave and pay. It ensures employees fully understand their rights and entitlements, as well as their obligations in relation to notifying you of their pregnancy, their expected date of childbirth and when they want their maternity... Read more
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Type: Policy
Conduct whilst on company business policy
You're limited in the restrictions you can place on an employee's behaviour in their own private time but you can try to control what they get up to at work-related social events by having a policy statement on unruly or offensive behaviour. In fact, you need this to try and protect yourself against... Read more
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Type: Policy
Resignation policy
When an employee resigns, in most cases you'll want to know the reason why so it's useful to conduct an exit interview or ask the employee to complete an exit questionnaire. In addition, it's important for the employee to know the arrangements for their departure, including how their resignation will... Read more
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Type: Policy
Time off for dependants policy
Employees have a statutory right to unpaid time off work to deal with certain unexpected or sudden events or situations involving a dependant. Our time off for dependants policy statement sets out the employee's statutory rights in this respect and it makes clear the procedure the employee must follow... Read more
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Type: Policy
Commission clause
The salaries of employees who are in sales roles is often comprised of a basic element plus guaranteed commission which is calculated according to the number of successful sales made. In this situation, the employee's written statement of employment particulars will need to specify how the commission... Read more
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Type: Clause
Sickness absence policy
Our policy statement sets out a detailed reporting procedure for both short-term and long-term sickness absence, including the provision of evidence of incapacity, consideration of statements of fitness for work, "return-to-work" interviews and home visits. It's always worth expressly setting out these... Read more
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Type: Policy
Alcohol and drugs policy
A policy statement outlining your position on alcohol and drug abuse is a must, particularly if your business is in an industry where health and safety concerns are paramount. You owe a duty to your employees and to third parties to protect their health, safety and welfare as far as reasonably practicable... Read more
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Type: Policy
Redundancy policy
Whilst redundancy is a potentially fair reason for dismissal, you are still obliged to follow a fair procedure when implementing a redundancy programme. Our policy statement helps get you started with this.A fair redundancyRedundancy is a potentially fair reason for dismissal, but you must still act... Read more
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Type: Policy
Telephone policy
It's important in all office-based workplaces to have policy statements on the use of computers, e-mail and the Internet at work and on using the telephone. Our policy sets out useful provisions both on using the telephone for private calls (including company mobile phones) and on having personal mobile... Read more
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Type: Policy
Social media policy
Use our social media policy to set out your rules on employees accessing social media websites during work time. Whilst you can't prohibit employees accessing such sites in their own time using their own equipment, such as on their tablets and smartphones, you can try to ensure they don't adversely damage... Read more
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Type: Policy
Recruitment policy
It's important that managers have guidelines when it comes to recruitment, so that they know the relevant procedure to be followed. Our recruitment policy also serves as a useful reminder to managers of their equal opportunities obligations during the recruitment process.Recruitment procedureOur Recruitment... Read more
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Type: Policy
CCTV policy
If you have CCTV cameras installed at work, or are thinking of installing them, you should have a CCTV policy in place and you should also read the Information Commissioner's Office Code of Practice for Surveillance Cameras and Personal Information. Our CCTV policy will help you get over the first hurdle.Data... Read more
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Type: Policy
Right to search policy
If you search an employee without their consent, it not only amounts to the civil offence of trespass but may also constitute a criminal assault. You therefore need to ensure you have a contractually binding right to search policy statement if you do want to conduct staff searches. This doesn't get round... Read more
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Type: Policy
Homeworking policy
With an increasing trend towards homeworking arrangements, if you grant this benefit to any of your staff, whether on a part-time or full-time basis, you need to ensure you set out in the staff handbook how the scheme will operate in practice. Otherwise, you could end up finding you have created a... Read more
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Type: Policy
Clear desk policy
A clear desk policy aims to reduce the amount of clutter that is allowed to build up on employees' desks. As well as the fact that a tidy working environment looks good to clients, it also prevents confidential information from falling into the wrong hands. Use our policy to set out your clear desk requirements.PurposeA... Read more
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Type: Policy
Homeworking policy
With an increasing trend towards homeworking arrangements, if you grant this benefit to any of your staff, whether on a part-time or full-time basis, you need to ensure you set out in the staff handbook how the scheme will operate in practice. Otherwise, you could end up finding you have created a... Read more
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Type: Policy
Cars and car allowances policy
If you provide your employees with a car you can use a policy to set the terms and conditions of its use. If only a couple of employees have company cars, you might find it easier to include the provision in their contracts of employment rather than a policy in a staff handbook. A company carWhen providing... Read more
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Type: Policy
Outside business interests clause
Use our outside business interests clause to restrict the ability of an employee to take on other jobs or outside business interests, both during and outside their normal working hours.All work and no playIt's quite reasonable to require an employee to devote their whole time to your business during... Read more
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Type: Clause
Whistleblowing policy
A whistleblowing policy statement will provide your employees with a route for them to raise qualifying disclosures under the Public Interest Disclosure Act 1998. Without it, you might find that the employee runs straight to the relevant authorities to report their concerns, giving you no opportunity... Read more
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Type: Policy
Bonus payment clause
Only include a bonus payment clause in your contract of employment if you actually intend to pay a bonus to the particular employee. It's also always safer to make bonus payments discretionary rather than contractual entitlements, although be aware that your discretion is not absolute.Only if necessaryIf... Read more
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Type: Clause
Dress and appearance policy
You will no doubt want your employees to dress appropriately to project a good image for your business. Whatever dress code you adopt, it must not be unreasonable or place unnecessarily restrictive demands on your employees. However, it's reasonable to impose clothing rules in order to comply with essential... Read more
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Type: Policy
Reimbursement of expenses policy
Use our reimbursement of expenses policy statement to set out your rules on expenses. Make sure you're as unambiguous and comprehensive as possible to avoid abuse and prevent confusion by your staff on when they can incur expenses and how they go about claiming them back.Expenses claimsOur Reimbursement... Read more
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Type: Policy
Shared parental leave and pay policy
Our policy statement sets out the statutory rules relating to shared parental leave and pay. It ensures employees fully understand their rights, as well as their obligations, in relation to ending their maternity or adoption leave early, notifying you of their entitlement and intention to take shared... Read more
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Type: Policy
Intellectual property clause
An intellectual property clause is particularly useful where, for example, employees design software programs, perform development work in laboratories, invent things or write articles, books, plays, etc. However, you are unlikely to need an intellectual property clause for all your staff.Belongs to... Read more
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Type: Clause
Garden leave clause
A garden leave clause enables you to place an employee on leave during the notice period following either their resignation or dismissal with notice. It is used as an alternative to the employee working out their notice period or paying them in lieu of notice.What is garden leave?Essentially, garden... Read more
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Type: Clause
Appraisal policy
Our appraisal policy will assist you in setting out your approach to appraising your staff on an annual basis. This should be a formal evaluation when a review of an employee's past performance takes place and an action plan is agreed for the future. You can decide when you want the process to take place... Read more
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Type: Policy
Personal relationships at work policy
In drafting and implementing a policy statement on personal relationships at work, you need to strike a balance between protecting your legitimate business interests and the right of your employees to have a private life. Our personal relationships at work policy statement does exactly that, although... Read more
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Type: Policy
Unauthorised absence policy
Our policy statement makes it clear that unauthorised absences will not be tolerated and will be dealt with under the disciplinary procedure. Whilst this may seem obvious, including it in the staff handbook makes the position crystal clear.AwolIt is more common than you might think for employees to... Read more
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Type: Clause
Staff handbook introduction
Where you put a number of our policies and procedures together to form a staff handbook, it's common for that handbook to have a short introduction covering what it is, its legal status and the provisions for varying its terms and communicating any changes to the staff. You can use our staff handbook... Read more
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Type: Miscellaneous
Season ticket loans policy
Travelling to work by public transport is costly and therefore many employers provide season ticket loans. This enables the employee to buy an annual travel ticket paid for by their employer but with the cost then deducted from their wages in equal, usually monthly, instalments.A repayable loanOur Season... Read more
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Type: Policy
Retirement policy
Our retirement policy provides that you do not operate a compulsory retirement age and instead you operate a flexible retirement policy that permits employees to voluntarily choose to retire at any time. This follows on from the abolition of the default retirement age.Abolition of the DRAWhere you wished... Read more
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Type: Policy
Cash handling policy
Good cash-handling policies and procedures are critical to any business that works with cash on a day-to-day basis. They can help prevent fraud in the workplace, as well as ensuring you have proper security and auditing arrangements in place. Use our policy as your starting point. Policy provisionsEvery... Read more
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Type: Policy
Collections, sponsorship and selling of goods policy
Use our policy to ensure consistency of approach across your organisation when it comes to employee-organised collections to mark events such as birthdays, weddings and retirements. It also covers charitable sponsorship from fellow employees, charitable fancy dress days, lottery syndicates and a prohibition... Read more
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Type: Policy
Job-share clause
If two employees share a full-time role on a job-share basis, it's worth inserting our job-share clause into both of their contracts of employment. Be aware that if one job sharer leaves, you can't just dismiss the other one.Legal positionA job share occurs where two (or possibly more) employees share... Read more
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Type: Clause
Restrictions on authority clause
Our clause ensures that an employee is aware of the restrictions on their authority, particularly when it comes to entering into contracts with third parties and hiring and firing staff. It's useful to have in contracts with line managers and also any employees who deal with suppliers, contractors, etc.Binding... Read more
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Type: Clause
Retirement clause
Our retirement clause states that you do not operate a normal retirement age and therefore employees will not be compulsorily retired on reaching a particular age. Instead, employees can choose to voluntarily retire whenever they wish. This follows on from the abolition of the default retirement age.... Read more
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Type: Clause
Overtime and time off in lieu clause
If you require an employee to work overtime hours from time to time, use our overtime and time off in lieu clause. It's then up to you whether you are going to pay overtime payments, grant time off in lieu or give nothing for additional hours worked. Additional working hoursIn the employee's written... Read more
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Type: Clause
Fire safety policy
A fire safety policy is a document that outlines how you intend to manage the risks associated with fire. It shouldn't be a complicated document and should be available for all staff and visitors to see.A statement of intentOur Fire Safety Policy is split into two parts; the first of which is a general... Read more
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Type: Policy
Long service awards policy
Our long service awards policy enables you to reward your staff for their loyalty and experience. Extra annual leave is always a popular reward amongst employees. However, you will need to show that your business needs justify any service criterion that's over five years.Age discriminationAny pay and... Read more
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Type: Policy
Domestic abuse policy
Our domestic abuse policy is aimed at protecting both your employees and the business from the detrimental impact of domestic abuse. You owe a duty to your employees to protect their health, safety and welfare at work as far as reasonably practicable and this includes risks presented by third parties... Read more
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Type: Policy
Loans policy
If you're willing to provide occasional loans to employees on a discretionary basis, consider including our loans policy in your staff handbook. It sets out the procedure for applying, how the loan will be paid to the employee (if granted) and how repayments are to be made, as well as what happens on... Read more
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Type: Policy
Promotion policy
If you promote an employee, you need to make clear the terms and conditions of that promotion, for example, whether it will be subject to a probationary period. You also need to consider what will happen if it doesn't work out.Fast track to the topPromotion is an important part of career development.... Read more
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Type: Policy
Staff handbook guidelines
Our guidelines for managers on staff handbooks will help you when assembling a staff handbook from our various policies and procedures. They will assist you in deciding which policies and procedures should be contractual and which not, and what should go in the employee's contract of employment and the... Read more
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Type: Further Information
Use of company equipment policy
Our use of company equipment policy statement is particularly suitable if you have home workers to whom you provide designated items of equipment to enable them to carry out their duties. It makes them responsible for looking after your equipment and for paying for repairs or replacements where it's... Read more
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Type: Policy
Gifts from clients/suppliers policy
It's always nice to receive tokens of appreciation from your clients. However, the receipt of gifts by employees can be open to abuse and they could even constitute bribes. Our gifts from clients/suppliers policy ensures that all gifts are properly declared and it protects against gifts that are intended... Read more
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Type: Policy
Timekeeping policy
It's important that employees turn up to work on time, don't take excessively long breaks and don't leave work early, unless this has been expressly permitted. Our timekeeping policy statement sets out your rules and regulations regarding timekeeping, making it a disciplinary offence if the employee... Read more
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Type: Policy
Corporate hospitality policy
Our corporate hospitality policy helps you monitor client entertainment given or received. The Bribery Act 2010 doesn't ban corporate hospitality but you do need to ensure you're properly monitoring and limiting it to what is proportionate and reasonable in all the circumstances. Proportionate and reasonableCorporate... Read more
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Type: Policy
Mediation policy
If you have a dispute with an employee, one option is for it to be resolved through mediation. Our mediation policy advises employees of the existence of mediation as a method of resolving workplace disputes.Mediation definedMediation is an informal and confidential process in which an impartial third... Read more
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Type: Policy
Relocation policy
If you require a new recruit to move near to their place of work and you are willing to contribute towards the cost of the move, then our relocation policy is just what you are looking for.Relocation, relocation, relocationIf you are willing to offer relocation assistance to new recruits, then you will... Read more
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Type: Policy
Health and safety policy
Our health and safety policy statement is an essential document to outline your general policy regarding the health and safety at work of your employees. As it's a statutory requirement for most employers to have a health and safety policy statement, ensure you include it in your staff handbook.Protecting... Read more
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Type: Policy
Domestic emergencies policy
Occasionally, employees may suffer from genuine, unforeseen domestic emergencies, such as burst pipes, heating systems breaking down, house fires, lightning strikes and burglaries. There's no statutory right to time off work in these circumstances but our domestic emergencies policy provides for you... Read more
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Type: Policy
Provision of accommodation policy
It's only in certain industries that employees will be provided with living accommodation as part of their employment package. This is usually where you need the employee to live on, or very close to, their work premises for the better performance of their job duties. Always ensure that you only create... Read more
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Type: Policy
Enhanced redundancy payments policy
If you want to provide for enhanced redundancy pay (ERP), it's useful to have a policy setting out how the payment will be calculated.  It's better to ensure that you base it on the statutory redundancy payments (SRP) scheme and express it to be entirely discretionary and non-contractual. No contractual... Read more
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Type: Policy
Lone working policy
If you have employees who are required to work alone, even if this is only occasionally, you should put in place a lone working policy. Our policy sets out guidance for employees and line managers on the precautionary measures they should take when an employee is working alone.Statutory provisionsEmployees... Read more
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Type: Policy
Personal property clause
Use our personal property clause to set out the employee's responsibility for taking care of their own personal belongings and to restrict your liability in respect of loss or damage to those personal belongings insofar as this is possible under the Unfair Contract Terms Act 1977.Unfair Contract Terms... Read more
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Type: Clause
Probation period clause
It's common for new employees to be subject to a probation period, during which time you will closely monitor their performance and conduct. However, be aware that labelling an employee as a "probationer" has very little effect on the employer/employee relationship.On probationIt's always advisable to... Read more
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Type: Clause
Mobility and relocation clause
For senior employees, you may deem it essential that they agree to be mobile to suit the needs of your business. A clear contractual right to require an employee to work at a new location is therefore necessary.On the moveEmployment tribunals are only prepared to imply very limited mobility clauses into... Read more
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Type: Clause
Lay-off and short time working clause
If your business is subject to cyclical demand, consider inserting a lay-off and short time working clause enabling you to lay off an employee for periods where you won't have to give full pay.No general right to lay offYou have no right to lay off employees without pay in the absence of an express term... Read more
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Type: Clause
Credit and charge card clause
Use our credit and charge card clause where you issue an employee with a company credit or charge card. It sets out what the card can be used for, what must be done if it's lost, damaged or stolen and what happens if it's misused.Business-related expensesThe first point is that any credit or charge card... Read more
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Type: Clause
Requirement to travel clause
If you need your employee to travel as part of their job, for example to attend meetings with customers etc., it's better to include a specific "requirement to travel" clause. That way, there's no misunderstanding about what you require of the employee in terms of leaving the office to fulfill their... Read more
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Type: Clause
On-call work clause
If you have workers who are required to be on call (usually overnight and at weekends to deal with workplace emergencies), use our on-call work clause to set out the contractual position, what's expected of the employee when on call and what payment they'll receive.Voluntary or contractual?Sometimes,... Read more
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Type: Clause
Compassionate leave clause
Our compassionate leave clause goes beyond the statutory right to time off for dependants and focuses on the death or very serious illness of an immediate family member. Subject to statutory provisions, it's really up to you to decide how much compassionate leave you want to provide and how long you... Read more
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Type: Clause
Flexible job duties clause
A flexible job duties clause means you can require an employee to undertake additional or alternative tasks and duties as the needs of the business dictate, provided they are within the employee's capabilities and skills base, and are not demeaning.The need for flexibilityA job description usually focuses... Read more
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Type: Clause
Third party pressure to dismiss clause
Where a client refuses to have one of your employees back on its site, it is possible to dismiss the employee, but you'll first need to show you did everything you could to change the client's mind or to secure the employee's redeployment. Use our third party pressure to dismiss clause in the contracts... Read more
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Type: Clause
Career breaks policy
Career breaks are often a useful way of ensuring that long-serving employees don't permanently leave your employment. If you do wish to include a provision for career breaks, always ensure they are discretionary and not contractual entitlements. Time outWhen granting an employee a career break, you need... Read more
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Type: Policy
Training and development policy
Training and developmentA training and development policy is a set of guidelines reflecting your commitment to developing your staff. It enables you to audit your training activities to ensure you are getting value for money/time invested.A worthwhile investmentOur Training and Development policy enables... Read more
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Type: Policy
Canteen facilities policy
If you provide your employees with a staff canteen or restaurant, it's useful to include a brief provision in your staff handbook advising them of this discretionary benefit and of the facility's opening hours.Lunch on the jobMany employees see the provision of a staff canteen as a major perk. Not... Read more
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Type: Policy
Working time regulations policy
Adult workers cannot be forced to work for more than 48 hours a week on average, although they can voluntarily agree to work more than this. Our Working Time Regulations Policy statement aims to ensure that you comply with the law and obtain written opt-out agreements where appropriate.All work and no... Read more
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Type: Clause

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