11 Employee Policy Examples To Inspire Your Small Business

As your small business grows, you’ll encounter a maze of human resource hurdles. Think PTO requests, salary reviews, diversity and inclusion, and navigating conflicts, just to name a few. 

With each new addition to your team, it’ll be more challenging to manage these issues on a case-by-case basis. That’s where employee policies come in. 

These policies aren't just a set of rules—they're the foundation for a positive, inclusive, and thriving workplace culture, where everyone feels valued and motivated to do their best work. Well-crafted policies will set the stage for what’s acceptable and what’s not, and ensure your team feels empowered to hold each other accountable. 

Let’s see which protocols will be most crucial for your business and explore 11 real-world employee policy examples to guide you in creating your own. 

What policies are typically found in an employee handbook?

The bad news: There are many different policies that can be found in an employee handbook.

The good news: You probably won’t need to include every single one!

Remember that each business is different, and workplace policies that are vital to one company won’t be vital to all. 

That’s why we’ve selected 11 of the most common workplace policies to help you get started on your employee handbook. Take a look at the list below and decide which policies are a must for your business. 

• Employee conduct: Lay down the ground rules, from professional behavior to ethics, and make sure everyone's on the same page.

• Equal opportunity: This inclusive workplace policy promotes diversity in hiring, ensures equal opportunities for all employees, and fosters a culture of respect and acceptance.

• Social media: Set guidelines for appropriate social media usage to protect your company's reputation and ensure everyone represents the brand positively.

• Paid time off (PTO): Your vacation policy should include how much PTO employees are entitled to, how they can accrue additional time off, how to request leave, and what happens to unused vacation days. 

• Confidentiality: This handy workplace policy will protect sensitive information, ensure trust and confidence in your employees, and safeguard your business’ competitive edge. 

• Health and safety: Outline any emergency protocols, the steps to take in reporting hazards, and guidelines for how to stay safe at work. 

• BYOD (bring your own device): Establish clear rules for using personal devices for work-related tasks to avoid data breaches, ensure compliance with your other policies, and protect sensitive info.

• Compensation: Define salary structures, including base pay, performance-based incentives, and bonuses, along with salary review and adjustment guidelines.

• Travel: Give your employees a step-by-step guide for travel, including how to book accommodations and transport, track expenses, and get approvals. 

• Remote work policy: Set expectations for virtual meetings, communication, response times, core working hours, and availability to ensure smooth and productive teamwork.
• Working hours: Include any relevant info for your workplace, such as standard working hours, flextime, breaks, and overtime comp.

Create your free booking page

Spending more time scheduling meetings than actually meeting? Let's fix that.

Does your business need employee policies?

If you’ve hired people (full-time or contract) 👉 Absolutely. 

If you haven’t yet, but are planning to start hiring 👉 Yes!

If it’s just you with no plans to expand your business 👉 You likely don’t need employee policies just yet. 

7 Benefits of employee policies

Think of policies as your playbook. They lay out the rules so everyone knows what's expected, how to play fair, how to hold others accountable, and how to work together as a team. 

For example, you may want any expense over $50 to be approved by a manager. If that’s not stated, people might think that they have free reign to spend business dollars how they please. 

With firm guidelines in place, you can proactively prevent conflicts, misunderstandings, and potentially harmful situations from arising in the workplace. 

3. Align on accountability

A workplace without policies is like a game without rules: no one knows their role, what’s expected of them, or what goal they’re working towards. 

4. Improve communication

The policies you include in your employee handbook will communicate all procedures and guidelines. This promotes transparency and reduces misunderstandings, boosting overall communication.

5. Keep management accountable

Policies aren't just for the team—they're for managers, too! They provide a framework for fair and consistent decision-making, holding managers accountable for their actions just like everyone else.

6. Ensure compliance with the law

Policies help keep you on the right side of the law, reducing the risk of costly fines or legal headaches down the road. Be sure to seek legal counsel where you operate to ensure that you’re compliant with local and national laws.

7. Uphold fairness for all team members

Well-crafted policies ensure everyone is respected and treated equally, regardless of their position or background. They create a level playing field where everyone has a fair shot at success.

11 Real-world employee policy examples

Employee conduct policy example: Starbucks

Source

What they did well: Starbucks clearly explains that everyone is entitled to work in an environment free of harassment, bullying, and discrimination, and goes a step further by detailing what forms these actions may take and gives an example of what employees should do if they experience offensive behavior.

Equal opportunity policy example: GitLab

Source

What they did well: GitLab explains that it expects each employee to do their part in creating a discrimination-free and respectful workplace. Overall, the company approaches inclusion very seriously, and this is just a fraction of GitLab’s steps and outlines. See the full diversity, inclusion, and belonging policy here. 

Employee social media policy example: Intel

Source

What the company did well: Intel has three overarching rules split into bullet points that clarify each section. The main social media guidelines are easy to read and reference if needed. Employees can save this handy graphic and don’t need to search through a complicated and long document to find the most essential info. 

Paid time off (PTO) policy example: Sterling Mining Co. 

Source

What they did well: Sterling uses a fun format and concise wording to let employees know how many vacation days they have, when they can expect more, and when they have to use them by.

Employee confidentiality policy example: USAA

Source

What they did well: USAA lays out its confidentiality info directly and clearly, and includes a practical example to demonstrate how the rules apply to real-life scenarios. 

Employee health and safety policy example: Butterfly Therapy

Source

What the company did well: Butterfly Therapy transparently explains its health and safety procedures, ensuring they apply to every person who visits the practice, whether clients or staff members. The information is straightforward and concise, separated into sections to ensure everyone can easily find the info they need. 

BYOD (bring your own device) employee policy example: Florida Institute of Technology

Source

What they did well: FIT separates its BYOD policy into several parts, one of which you can find above. This approach allows FIT to split up an otherwise overwhelming amount of information into easily digestible sections. 

Employee compensation policy example: Pronto Marketing

Source

What they did well: Pronto Marketing divides its compensation information into two categories: wages and the review process. The policy explains where to find salary information, when to expect payment, and how often salaries are reviewed.

Employee corporate travel policy example: Dell Technologies

Source

What they did well: Dell lays out the basics of its travel policy in its code of conduct. It includes a key takeaway for easy reading and a link where employees can find all necessary forms, vendors, and approvals. 

Employee remote work policy example: 37signals

Source

What they did well: 37signals is a fully remote and globally distributed team, so the most critical part of its remote work policy is communication. Here, the company explicitly outlines the four mechanisms used to track and discuss what everyone is working on.

Employee working hours policy example: The Motley Fool 

Source

What they did well: The Motley Fool presents all the vital info and sprinkles a bit of humor into its explanation. The policy details traditional working hours but explains that employees can arrange a more flexible agreement by speaking to their managers.  

Your employee handbook is waiting to be written

If you let them, your employee policies will become your business’ trusty compass, guiding you and your team toward building an inclusive, positive, and motivating workplace.

Take cues from the examples above as you write your handbook. Remember that practice makes perfect, and you can continually refine your guidelines as your business grows. And who knows? Maybe one day, you’ll find your policy on a list of examples to aspire to!

FAQ about employee policy examples

How do I write an employee policy template? 

First, jot down the policies your business needs at the moment. Consider factors such as business size, industry, and goals. Next, research best practices and legal requirements to ensure your policies are comprehensive and compliant. While writing your policies, use clear headings, concise language, specific guidelines, and examples when necessary. Finally, review and refine your template regularly to keep it up-to-date and reflective of your business needs.

Where should you put your employee policies?

Add your policies to your employee handbook and make sure they’re easily accessible to your entire team. Additionally, consider posting key policies in common areas or on your company intranet for quick reference. Regularly communicate policy updates or changes to ensure everyone remains fully informed.

How can I ensure that employees understand and comply with the policies?

Providing comprehensive training and orientation sessions for new hires is essential to ensure they understand the policies from the start. Additionally, regularly communicate policy updates and provide ongoing support and guidance to your team as needed. Encourage open communication channels for employees to ask questions or address concerns.

Are there any legal requirements for employee policies?

Yes, there are legal requirements that businesses must adhere to when creating employee policies. These may include federal, state, and local laws governing discrimination, harassment, wage and hour regulations, and workplace safety. Make sure to do your research or consult a legal professional to guarantee your policies are compliant.