Employee Handbook Template
Free employee handbook template for UK SMEs. Comprehensive staff handbook covering policies, procedures, and employee information.
Use this template as a foundation for your employee handbook.
Template Structure
[Company Name]
Employee Handbook
Version: [X.X] Last Updated: [Date] Review Date: [Date]
Welcome
Welcome to [Company Name]. This handbook provides information about working here and the policies that apply to your employment.
Please read this handbook carefully and ask your manager or HR if you have any questions.
Non-Contractual
This handbook is provided for guidance and information. Except where expressly stated, its contents are non-contractual and may be amended by the Company from time to time. Your contract of employment takes precedence.
Contents
- About [Company Name]
- Employment Policies
- Working Arrangements
- Pay and Benefits
- Leave and Time Off
- Health, Safety and Wellbeing
- Conduct and Behaviour
- Disciplinary and Grievance
- Leaving the Company
- Data Protection
1. About [Company Name]
Our Company
[Brief description of the company, what it does, its values and culture]
Our Values
- [Value 1]
- [Value 2]
- [Value 3]
Organisation Structure
[Brief overview or reference to organisation chart]
2. Employment Policies
Equal Opportunities
[Company Name] is committed to equal opportunities. We do not discriminate on grounds of:
- Age, disability, gender reassignment
- Marriage and civil partnership, pregnancy and maternity
- Race, religion or belief, sex, sexual orientation
Discrimination, harassment, and victimisation are serious disciplinary matters.
Recruitment
All recruitment decisions are based on merit and ability to do the job. We welcome applications from all sections of the community.
Probationary Period
New employees serve a [X]-month probationary period. During this time, you and the Company can assess suitability. The probationary period may be extended if required.
3. Working Arrangements
Working Hours
Standard working hours are [X] hours per week. Your specific hours are stated in your contract of employment.
Flexible Working
All employees can request flexible working from day one. Requests should be made in writing to your manager using the Flexible Working Request Form.
Hybrid Working
[If applicable:] We operate a hybrid working policy. [Details of policy]
Timekeeping
You are expected to be at work on time. Persistent lateness may result in disciplinary action.
Absence Reporting
If you are unable to work, you must:
- Contact your manager by [time] on the first day of absence
- Provide a reason and expected duration
- Keep in regular contact during absence
- Provide a fit note for absences over 7 calendar days
4. Pay and Benefits
Pay
Salaries are paid monthly on [date] by bank transfer. Your payslip is available [online/provided on pay date].
Pension
You will be auto-enrolled into the Company pension scheme if you meet the eligibility criteria. The Company contributes [X]% and employees contribute [X]%.
Other Benefits
[List company-specific benefits, e.g.:]
- [Private healthcare]
- [Life insurance]
- [Employee discount]
5. Leave and Time Off
Annual Leave
You are entitled to [X] days' annual leave per year, plus public holidays. [Or: inclusive of public holidays]
The holiday year runs from [date] to [date].
Holiday must be approved by your manager in advance. At least [X] weeks' notice is required for holiday of [X] days or more.
Sick Leave
If you are sick, follow the absence reporting procedure. You are entitled to Statutory Sick Pay (SSP) if eligible. [If applicable: The Company also provides enhanced sick pay - see separate policy.]
Family Leave
Maternity Leave: Up to 52 weeks. See Maternity Policy for details and pay entitlements.
Paternity Leave: Up to 2 weeks. See Paternity Policy.
Shared Parental Leave: May be available. See SPL Policy.
Parental Leave: Up to 18 weeks' unpaid leave per child.
Time Off for Dependants: Reasonable unpaid time off for emergencies involving dependants.
Other Leave
- Jury service
- Bereavement leave
- Medical appointments
See individual policies or speak to your manager.
6. Health, Safety and Wellbeing
Health and Safety
The Company takes health and safety seriously. You must:
- Follow all safety procedures
- Report hazards and accidents immediately
- Use equipment properly
- Attend required training
Mental Health
We are committed to supporting mental health. [Details of support available, e.g., EAP, mental health first aiders]
No Smoking
Smoking is not permitted anywhere on Company premises.
Drugs and Alcohol
You must not be under the influence of drugs or alcohol at work. See Drugs and Alcohol Policy.
7. Conduct and Behaviour
Standards of Conduct
You are expected to:
- Behave professionally at all times
- Treat colleagues and customers with respect
- Follow Company policies and procedures
- Maintain confidentiality
Confidentiality
Information about the Company, customers, and colleagues must be kept confidential. This obligation continues after your employment ends.
IT and Communications
Company IT equipment is provided for business use. Limited personal use is permitted. All usage may be monitored. See IT Policy for details.
Social Media
You must not post anything that could damage the Company's reputation or breach confidentiality. See Social Media Policy.
Conflicts of Interest
You must disclose any situation where your personal interests conflict with Company interests.
8. Disciplinary and Grievance
Disciplinary Procedure
If your conduct or performance is unsatisfactory, the Company may take disciplinary action. The procedure includes:
- Investigation
- Written notification of allegations
- Disciplinary hearing
- Decision and right of appeal
Possible outcomes include warnings, final warnings, or dismissal. Gross misconduct may result in summary dismissal.
Grievance Procedure
If you have a concern about your employment, you should:
- Raise it with your manager informally first
- If unresolved, submit a formal written grievance
- Attend a grievance hearing
- Appeal if not satisfied with the outcome
9. Leaving the Company
Resignation
You must give notice in writing to your manager. Your notice period is stated in your contract.
Notice Period
The Company will provide the notice stated in your contract or statutory minimum, whichever is greater.
Retirement
There is no fixed retirement age. If you are thinking about retirement, please discuss with your manager.
Exit Procedures
On leaving, you must:
- Return all Company property
- Complete handover
- Attend exit interview (optional)
10. Data Protection
The Company processes personal data in accordance with data protection laws. See our Privacy Notice for details of what data we hold, why, and your rights.
Acknowledgement
I confirm that I have received a copy of the Employee Handbook and will read and comply with its contents.
Name: _________________________
Signature: _________________________
Date: _________________________
Policies to Include/Reference
| Policy | Contractual? | Required? |
|---|---|---|
| Disciplinary | No | Required |
| Grievance | No | Required |
| Equal Opportunities | No | Recommended |
| Health & Safety | No | Required |
| Data Protection/Privacy | No | Required |
| IT/Acceptable Use | No | Recommended |
| Social Media | No | Recommended |
| Anti-Bribery | No | Recommended |
| Whistleblowing | No | Recommended |
Related templates
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Grievance Policy Template
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Frequently Asked Questions
- Is an employee handbook legally required?
- No, but it's strongly recommended. A handbook helps communicate policies, sets expectations, provides legal protection, and ensures consistency. Some policies like disciplinary and grievance procedures are legally required to be communicated.
- Should the handbook be contractual?
- Most handbooks state explicitly that they are non-contractual, allowing policies to be updated without employee consent. However, some benefits like enhanced sick pay may become contractual through custom and practice.
- How often should the handbook be updated?
- Review at least annually and update when employment law changes (e.g., new statutory rates, changes to family leave rights). Communicate changes clearly to all staff.