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Staff Handbook Employment Policies

This selection of Employment and Staff Handbook Policies provides employers with a comprehensive range of HR policies which can be used on their own or incorporated into a Staff Handbook. Policies need to be adapted to match the culture and size of the organisation. All these employment policies have been drafted, regularly reviewed and updated by HR Professionals and solicitors to remain compliant with current legislation and good practice.

In addition to this selection of templates a number of policies commonly included in Staff Handbooks can be downloaded from separate sections of Simply-Docs which include supporting/complementary templates to the relevant policies:

Equal Opportunities, Diversity & Discrimination

The range of templates within Equal Opportunities, Diversity & Discrimination work together to form a toolkit for businesses to manage diversity and discrimination in the workplace and help ensure compliance with the relevant legislation, and specifically the Equality Act. The templates enable an organisation to define its equality standards, handle complaints fairly, monitor pay objectively and manage disability issues lawfully, creating a defensible, evidence-based approach to equal opportunities and diversity through the employer/employee relationship.

Health, Safety and Wellbeing Policy Templates

Help protect staff and productivity with Health, Safety and Wellbeing Policy Templates. Choice of policies provides rules for issues such as alcohol and substance misuse, (no) smoking and support for lone working, mental health and stress, and menopause. These templates help employers manage risks, demonstrate a proactive duty of care, and signpost reasonable adjustments.

Conduct, Conflicts and Workplace Standards Policies

Set expectations of how employees should behave at work and avoid conflicts of interest with the Conduct, Conflicts and Workplace Standards templates. Policies on dress and appearance, personal relationships, political activity, work-related social events, outside business interests and employee searches create clarity around behaviour on and off duty, reducing ambiguity and reputational risk.

Employment Terms, Pay, Timekeeping  & Retention Policies

The selection of Employment Terms, Pay, Timekeeping  & Retention Policies help to build consistency around remuneration, zero-hours arrangements, notice periods, timekeeping, weather disruption and retention practices. These documents help HR and managers make clear and defensible decisions.

Short Term Leave and Time Off Policies

Keep absence fair and manageable with comprehensive Short Term Leave and Time Off Policies. Templates cover emergency and carers’ leave, compassionate/bereavement leave, medical and dental appointments and religious observance. Each policy outlines eligibility, how to request time off and how managers should record it—supporting accurate payroll and fairness across teams.

Communications, Internet and Devices Policy Templates

The selection of Communications, Internet and Devices Policies help to define acceptable use for email, internet and social media; set rules for mobile phones and BYOD; or adopt a combined policy for simplicity. Clear, accessible wording helps employees understand boundaries and safeguards data and reputation.

Staff Data Protection and Privacy Templates

Employers must protect employees privacy and treat employees personal data lawfully. This suite of employee privacy documents include a staff data protection policy (and also a short-form alternative) and a subject access request form. These templates, accompanied by a  more comprehensive selection of data protection templates, can also be downloaded from Employee Data Protection and the UK GDPR.

Information and Employee Consultation Templates

Employers are encouraged to "give employees a voice". Download the Policy and Agreement to structure consultation processes, improve engagement and meet statutory duties where applicable.

Expenses and Vehicle Policy Templates

Private car use, provision of company cars, and entitlement to expense claims are best managed by written and consistent policies which set out responsibilities and entitlements for company cars or private car allowance, supporting safe, cost-effective travel and clean expense claims.

Corporate Responsibility Policy Templates

This selection of Corporate Responsibility Policies includes  environmental, whistleblowing, anti-bribery, modern slavery, ethics and hospitality/gifts policies. These standalone corporate policies are widely applied to support tender responses, ESG reporting and website disclosures.

Employees must be made aware of your policies at the start of their employment and, during the course of their employment, these must be readily accessible to all employees. Hard copies can be given to employees or put on notice boards, or circulated by email or placed on an intranet.

Company Staff Handbook policies must be consistently applied in order to be effective. Small organisations generally only need a few employment policies and procedures but, as the organisation grows, the need for additional employment policies tends to increase. 

All HR policies should be reviewed and updated regularly in order to ensure compliance with current legal requirements.

Staff Handbook Employment Policies is part of Employment. Just £38.50 + VAT provides unlimited downloads from Employment for 1 year.

Frequently Asked Questions

Which HR policies must I have in writing as a UK employer, and which are just good practice? +
Three areas are legally required: a written health and safety policy if you have five or more employees (Health and Safety at Work etc. Act 1974), written disciplinary and grievance procedures complying with the Acas Code of Practice and, since October 2024, reasonable steps to prevent sexual harassment under the Worker Protection (Amendment of Equality Act 2010) Act 2023. Policies on equal opportunities, data protection, absence and conduct are best practice, but their absence can count against you at tribunal. The Simply-Docs Staff Handbook Employment Policies group covers all these areas.
I want to build a staff handbook for my growing business. Where should I start and what does it need to cover? +
Begin with the policies that are legally required or close to it: a health and safety policy (mandatory with five or more employees), written disciplinary and grievance procedures aligned with the Acas Code, a sexual harassment prevention policy (required since October 2024 under the Worker Protection Act 2023) and a data protection and privacy notice for employees under UK GDPR. Then add policies relevant to how your business operates, such as absence, conduct, equal opportunities, communications and leave. The Simply-Docs Staff Handbook Employment Policies group organises these into eleven sub-folders, so you can download what you need now and add more as you grow. Adapt each policy to your organisation and review regularly to stay compliant.
Should my staff handbook be contractual or non-contractual, and does it matter? +
It matters significantly. Most employers keep the handbook non-contractual so policies can be updated without employee agreement each time, which helps when legislation changes. If incorporated into contracts of employment, changes require employee agreement and unilateral changes could give rise to breach of contract claims or, in serious cases, constructive dismissal. The Simply-Docs templates reflect this distinction. Whichever approach you choose, tell employees your policies from the outset and apply the handbook consistently. If unsure which suits your organisation, take legal advice before issuing it.
My business now has five employees. Do I need to do anything about our health and safety policy? +
Yes, once you employ five or more people you must have a written health and safety policy under section 2(3) of the Health and Safety at Work etc. Act 1974 (as modified by the Employers' Health and Safety Policy Statements (Exception) Regulations 1975). It must set out your commitment, identify who is responsible and describe how you manage risks, be brought to the attention of all employees and be reviewed and updated regularly. The Simply-Docs Health, Safety and Wellbeing Policy Templates sub-folder provides the starting point, including specialist policies on lone working, mental health and substance misuse.
How do I make sure employees are actually aware of and bound by our policies? +
Tell employees your policies at the start of employment and keep them readily accessible throughout, via hard copies, notices, email or an intranet. Apply policies consistently, because inconsistent enforcement undermines their value and can damage your position in any tribunal claim. Ask new starters to sign an acknowledgement confirming they have read and understood the handbook. If you update a contractual policy, you must consult employees and obtain their agreement before the change takes effect. The Simply-Docs Staff Handbook Employment Policies templates are written in plain language to support clear communication to all staff.
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