As an employer, you are responsible for providing staff with a number of HR policies and documents which are usually combined in an employee handbook. Bringing together your company policies in one place is a valuable resource, both for yourself and your employees. Information such as grievance and disciplinary procedures, sickness absence, and annual leave is not only convenient for employees to have at hand; it can also prove useful during any potential disputes.

Of course, writing and providing adequate handbooks is not the easiest task, and many employers may not know what information should be included. Careless wording or phrasing can have substantial legal ramifications, and so conducting thorough research is vital if you are planning on writing your handbooks yourself.

Speak to one of our expert HR consultants today for a free consultation on creating an effective employee handbook.

What is an employee handbook?

An employee handbook is a document that includes company policies and operating procedures and is usually provided to an employee on their first day to help communicate their rights and responsibilities. It establishes how the company complies with employment law, the standards it expects from its employees, and how complaints from or about employees will be addressed.

Handbooks do not only have to focus on content relating to employment law. Many employers choose to include mission statements, company values, and any information about additional company perks in their handbooks. As this will be one of the first documents your employee is presented with, this sort of information can also be key in communicating a positive message about what sort of work environment they can expect.

Employee handbooks differ in this way from employee contracts, which are specifically targeted at and written for individual employees. Employee handbooks are designed to provide information that is applicable to all employees, regardless of their job role or experience.

 

Are employee handbooks a legal requirement?

Employee handbooks are not a legal requirement on their own. However, it is a legal requirement for employees to be made aware of all company policies, and handbooks are one of the easiest ways to achieve this. This is why it is important that employees be presented with the handbook as early as possible, so they are able to quickly familiarise themselves with procedures.

It’s also a useful guide for managers and HR teams, as if they fail to follow correct processes, they could risk claims for unfair dismissal or discrimination. Complications can arise when disputes occur, or if you as an employer do not follow the process in your policy handbook. In these situations, termination of employment could be grounds for unfair dismissal.

This is especially important if company policies are altered over time. Employee handbooks should be updated accordingly, and employees should be informed of these changes immediately so they are aware of what is expected of them. Again, while handbooks are not a legal document and are not a legal requirement of the employer, it is always worth having a record of this written information. This is particularly true if you are in need of evidence that your staff have been kept informed of company policies, be they old or new.

What should be included in an employee handbook?

Parts of an employee handbook will consist of information that you are legally obliged to pass on, such as specific national employment law policies, whereas others will be down to your discretion. The main aim of an employee handbook is to reflect the values of your company as much as possible, while also including vital information that your staff should be aware of. These include:

  • Your company’s history, vision, values, and culture: Including company information and a defined ethos in your employee handbook can give a positive impression to new employees and help communicate and reinforce your employer brand.

  • General company policies: These could include smoking/vaping policies, drug and alcohol policies, work conditions, break times, and flexible working procedures.

  • Health & Safety: Employers with five or more employees are required by law to have a written health & safety policy. Including this policy in your employee handbook empowers employees to refer to this information whenever needed.

  • Anti-discrimination policies: These help promote a safe and inclusive workplace by informing employees of the standards of behaviour expected.

  • Anti-harassment policies: Policies relating to sexual harassment, for example, can make employees feel safer and more valued.

  • Sickness absence policies: These provide a framework for managing and reporting sickness, investigating frequent absences, and conducting Return to Work meetings.

  • Maternity/Paternity/Adoption policies: Include information on leave and pay entitlements, especially if you offer enhanced benefits.

  • Leave/holiday: Clearly outline holiday allowances and any limitations regarding when leave can be taken.

  • Disciplinary procedures: Ensure consistency in approach by detailing the process employees can expect if disciplinary action is necessary.

  • Grievances: Provide guidance that complies with ACAS guidelines for reporting grievances.

  • Communication/IT/Social media policies: Outline guidelines for appropriate usage of social media and IT, emphasizing their impact on company reputation and relationships.

  • Data Protection policies: Educate employees on how personal and company data are stored and processed, and the importance of compliance.

  • Dress code: Offer clear guidance while being mindful of potential discrimination issues.

  • Company perks: Highlight perks and benefits to boost morale and productivity.

Employee handbooks come in various formats and lengths, and the main goal is to include crucial information while keeping them user-friendly so employees actually read them. Policies will naturally change over time, so it is vital that handbooks are regularly checked, updated, and reissued to employees.

Handbooks should ideally be used in conjunction with training and development around your policies, but they also provide a resource for employees to refer to if they have any questions or grievances. Because your employees are kept informed, this can help protect you against any claims later down the line.

If you require further assistance with your employee handbook, we would be happy to help. Contact us today.