Equal Opportunities, Diversity & Discrimination Templates
The selection of templates combine to form a joined-up toolkit for Equal Opportunities, Diversity & Discrimination. They allow 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.
Legal Compliance
All these template have been drafted by experienced HR Professionals and solicitors, and are compliant with The Equality Act 2010 and the Worker Protection (Amendment of the Equality Act 2010) Act 2023. There are considerable potential pitfalls for employers in managing their responsibilities under The Equality Act. Having proper policies and procedures in place is essential to mitigate potential pitfalls. Workplace discrimination can lead to employment tribunal claims and financial penalties: Financial awards to successful claimants in discrimination cases are uncapped.
Equal Opportunities and Diversity Policy Template
The standard Equal Opportunities and Diversity Policy sets out your organisation’s overarching commitment to fairness, inclusion and non-discrimination in line with current equality legislation. It explains how you will treat employees, workers and applicants fairly, prohibiting discrimination, harassment and victimisation on protected grounds and promoting a positive, inclusive culture.
Purpose:
- Building the equality and diversity section of your staff handbook
- Demonstrating a clear, written commitment to equal treatment across the employment lifecycle
Equality & Diversity Policy with Grievance & Disciplinary Procedures
This expanded Equality & Diversity Policy with Grievance & Disciplinary Procedures combines the standard equal opportunities policy with clear, ACAS-aligned processes for raising and managing discrimination complaints. It explains how employees can raise equality-related grievances, the steps managers must follow, and the disciplinary consequences where discrimination, harassment or victimisation is proven, reflecting current best practice.
Purpose:
- Organisations that want a “one-stop” equality policy plus complaint and disciplinary framework
- Evidencing that you take discrimination allegations seriously and follow a fair, consistent process
Equal Pay Audit Guidance Notes
The Equal Pay Audit Guidance Notes explain how to plan and carry out an equal pay audit, from gathering pay data through to interpreting results and identifying significant pay gaps. They are designed to be used alongside the Equal Pay Audit Form (see below), helping HR and finance teams collate comparable information, assess pay structures and document the actions needed to tackle any unjustified differences in pay.
Purpose:
- Step-by-step instructions on running a compliant equal pay review
- Supporting narrative and methodology to sit behind pay-gap reporting and action plans
Equal Pay Audit Form Template
This practical Equal Pay Audit Form provides a structured format for collecting and analysing pay information by grade, role or category of staff, enabling you to identify and evidence any significant pay gaps. Although equal pay audits are not yet mandatory for all employers, using this form regularly is recognised as good practice and helps demonstrate proactive compliance with equal pay principles and equality legislation.
Purpose:
- HR, payroll and finance teams to record equal pay data consistently
- Producing clear, auditable evidence of how pay decisions are measured and reviewed
Disability Discrimination Guidance Notes
The Disability Discrimination Guidance Notes give employers and managers practical guidance on recognising disability under the Equality Act 2010 and making reasonable adjustments. They cover how disability is defined, what “normal day-to-day activities” and “substantial” or “long-term” adverse effects mean, and give examples of reasonable steps an employer may need to take. These notes can also be issued to job applicants alongside application forms and monitoring documents as part of a transparent, disability-inclusive recruitment process.
Purpose:
- Line managers and HR when assessing reasonable adjustments or handling disability-related issues
- Embedding disability awareness into recruitment, onboarding and ongoing employment practices
Please click on the links below to download and view full details of each template:
Equal Opportunities, Diversity & Discrimination Templates is part of Employment. Just £38.50 + VAT provides unlimited downloads from Employment for 1 year.
Frequently Asked Questions
Do I need a written equal opportunities policy to comply with the Equality Act 2010? +
No statutory rule requires a written equal opportunities policy, but every employer is bound by the Equality Act 2010, which prohibits discrimination, harassment and victimisation on nine protected characteristics across all stages of employment. A written policy is widely recognised as a core part of the "reasonable steps" defence: an employer with a clear, communicated policy that it acts on has a stronger basis for resisting vicarious liability if a tribunal finds one employee discriminated against a colleague. Simply-Docs offers the standard Equal Opportunities and Diversity Policy for the staff handbook, and the more comprehensive Equality and Diversity Policy with Grievance and Disciplinary Procedures where a formal complaints framework is also needed.
What is the difference between the standard Equal Opportunities and Diversity Policy and the expanded version that includes grievance and disciplinary procedures? +
Both cover all nine protected characteristics under the Equality Act 2010, but they differ in scope. The standard Equal Opportunities and Diversity Policy sets out your organisation's commitment to fairness, inclusion and non-discrimination across the employment lifecycle, suiting a staff handbook. The Equality and Diversity Policy with Grievance and Disciplinary Procedures adds Acas-aligned processes for raising and managing discrimination complaints, the steps managers must follow and the disciplinary consequences where discrimination, harassment or victimisation is proven. Choose the expanded version for a single document acting as both policy and complaints framework, or where a previous incident highlighted the need for clearer complaint-handling routes.
How much compensation could an employee win if they bring a discrimination claim against my business? +
Compensation for successful discrimination claims at an employment tribunal is uncapped, with no statutory ceiling unlike ordinary unfair dismissal. It typically covers financial loss (lost earnings, benefits and future losses), injury to feelings assessed using the Vento bands updated annually by Presidential Guidance, and sometimes injury to health. Awards vary considerably depending on the severity and duration of the conduct. A clear, up-to-date equal opportunities policy, Acas-compliant grievance and disciplinary procedures and documented evidence that you acted on complaints are key steps in reducing your exposure.
Does my business have to carry out an equal pay audit? +
For most private-sector employers an equal pay audit is not universally mandatory, but two routes can compel one. An employment tribunal that finds you breached equal pay legislation must order an audit under the Equality Act 2010 (Equal Pay Audits) Regulations 2014, and failure without reasonable excuse can attract a penalty of up to £5,000. If you employ 250 or more employees, you must publish annual gender pay gap data under the Equality Act 2010 (Gender Pay Gap Information) Regulations 2017. Proactively using the Simply-Docs Equal Pay Audit Guidance Notes alongside the Equal Pay Audit Form is recognised good practice and helps demonstrate compliance before any claim arises.
When does my duty to make reasonable adjustments for a disabled employee or job applicant arise? +
Under the Equality Act 2010, the duty to make reasonable adjustments arises when you know or ought reasonably to know that an employee or job applicant has a disability and is likely to be placed at a substantial disadvantage by a provision, criterion or practice, a physical feature or the absence of an auxiliary aid. A disability is a physical or mental impairment with a substantial (more than minor or trivial) and long-term (12 months or more, or likely to last that long) adverse effect on the person's ability to carry out normal day-to-day activities. The duty applies from recruitment through to dismissal and covers adjustments to working hours, equipment, premises, training and processes. The Simply-Docs Disability Discrimination Guidance Notes explain how to assess whether it has arisen and what steps may be reasonable.
What new employer duty did the Worker Protection Act 2023 introduce and does it affect my equality policies? +
The Worker Protection (Amendment of the Equality Act 2010) Act 2023, in force on 26 October 2024, places a proactive, anticipatory duty on all employers to take reasonable steps to prevent sexual harassment of employees in the course of their employment, so employers should act before any incident. A tribunal upholding a harassment claim and finding a breach may increase compensation by up to 25 per cent. Review and strengthen policies, carry out risk assessments and ensure clear reporting routes. The Simply-Docs templates in this sub-folder reflect this legislation and can form part of your documented reasonable steps.
