ModuleHireHR
POLICIES · GUIDE + OUTLINE

The employee handbook, written once, right.

What belongs in a handbook, what each state requires, and how to build one that protects the company without reading like a rulebook.

Inside:The 12 sections every handbook needs · a 4-stage build process · the most common policy mistakes · required policies for CA, NY, IL, TX, and FL · an editable handbook outline
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What belongs

Twelve sections.

Not every company needs every section on day one. These are the ones most handbooks include, roughly in this order.

  • 1. Welcome and at-will
    A short welcome, how to use the handbook, and the at-will statement where it applies.
  • 2. Equal opportunity
    Your commitment to equal employment and reasonable accommodation.
  • 3. Anti-harassment
    What's prohibited, how to report it, how it's investigated, and no retaliation.
  • 4. Conduct
    Expected behavior, conflicts of interest, and how issues are addressed.
  • 5. Hours and pay
    Schedules, timekeeping, overtime, meal and rest breaks, and pay days.
  • 6. Time off
    PTO or vacation, sick leave, holidays, and how to request time.
  • 7. Leaves of absence
    Family, medical, pregnancy, military, jury duty, voting, and others required by law.
  • 8. Benefits overview
    A summary that refers to the plan documents.
  • 9. Remote and hybrid work
    Expectations, equipment, expenses, and security.
  • 10. Technology and confidentiality
    Acceptable use, privacy expectations, and protecting company information.
  • 11. Safety
    Workplace safety, violence prevention, and reporting injuries.
  • 12. Leaving the company
    Notice, final pay, returning property, and the signed acknowledgment.
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12
The build

Four stages.

Start with an outline, not a 60-page draft. The template gives you the outline.

1
Week 1

Outline

Decide which sections you need now. Note what you already do in practice, and where practice and policy differ.

2
Weeks 2 to 3

Draft the core

Write the company-wide policies in plain language, in your company's voice. Keep each policy short.

3
Week 3

Add state addenda

Add a supplement for each state where you have employees, covering its required policies and leaves.

4
Week 4 or later

Review and roll out

Legal counsel reviews the full draft. Then distribute it and collect a signed acknowledgment from every employee.

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Review it every year

Laws change every January and July. Review the handbook at least once a year, and any time you hire in a new state.

AnnuallyNew statesNew laws
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Full guide

6 more pages in the full guide

Plus the editable Word template.