Employee handbook template

Before you start

This template is a structure with example wording. It is not legal advice. Employment law, your contracts and any collective agreement in your country decide what applies. Have an HR or legal specialist check your final version.

1. Welcome

Example: Welcome to [company name]. We are glad you are here. This handbook explains how we work together: your hours, time off, safety, how we treat customers and each other, and who to ask when something is unclear. It does not replace your contract; where they differ, your contract and the law apply.

2. About us

• What we do and for whom: [one or two sentences]
• Where we work: [locations, client sites]
• What we stand for: [three values in plain words, e.g. on time, tidy, honest]
• Who is who: [owner, managers, team leads, contact person for HR questions]

3. Working hours, schedules and breaks

Example: Your hours are in your contract. The schedule for the coming [two] weeks is in [system] every [day]. Want to swap a shift? Arrange it with a colleague and ask [role] to approve it. You take a break of [length] after [number] hours of work. Overtime only counts when [role] asked for it in advance.

4. Time off, sickness and absence

Example: Request time off at least [number] weeks ahead in [system]. Feeling sick? Call [role] before [time] on your first sick day; a text message alone is not enough. Tell us how long you expect to be away and whether work you planned needs to be handed over. Sick pay, leave days and other leave follow your contract and the law.

5. Pay and expenses

• Payday: [date or day of the month]
• Payslips: [where to find them]
• Travel and expenses: [what we pay, how to claim, deadline]
• Questions about pay: [contact person]

6. Conduct and working with customers

• Clothing: [uniform, safety shoes, name badge]
• Phone use: [when private phone use is fine]
• At a client's site: [keys, alarms, what you may and may not use]
• Smoking, alcohol and drugs: [your rules]
• Confidentiality: what you see at customers' sites and in our systems stays private

7. Safety and health

• In an emergency: [number to call, assembly point, first aid kit location]
• Reporting an accident or near miss: [how and to whom, within how long]
• Protective gear: [what, when, where to get it]
• Products and machines: only use what you have been trained for; see the work instructions in [place]
• First aid: [names of trained colleagues]

8. Equipment, systems and privacy

Example: You get a log-in for [systems]. Keep your password to yourself and lock your screen when you walk away. Company equipment such as [phone, laptop, tools] is for work. We handle personal data of customers and colleagues carefully and only use it for the job; see our privacy policy in [place].

9. Respect at work

Example: We treat each other, customers and visitors with respect. Bullying, harassment, discrimination and violence are not accepted. Did something happen to you or did you see it? Talk to [manager] or our confidential contact [name, phone]. We take every report seriously and handle it with care.

10. Training and development

• Onboarding: every new colleague follows the onboarding plan for their role
• Required training: [e.g. safety, hygiene, first aid], with a refresher every [period]
• Work instructions: you read and confirm the ones for your role, and again after a change
• Development: talk to [manager] about courses or growth at your yearly review

11. Leaving the company

Example: Want to leave? Tell [role] in writing. Your notice period is in your contract. Before your last day you hand in [keys, badge, uniform, equipment] and we close your accounts. We are happy to give you a reference when you ask.

12. Policies at a glance

Acknowledgement

I have read and understood version [1.0] of this handbook. I know where to find it and who to ask when something is unclear.