An employee handbook is a written guide that tells employees what the company expects, how work gets done, and which policies protect both sides. It covers mission and values, conduct, pay and time off, compliance, and how people join and leave.
Trainual is Business Operations & SOP Software. It trains your people, runs your day-to-day operations, and develops your team in one place, so your handbook becomes something people use instead of a PDF nobody opens.
Updated November 2026.
What should be included in an employee handbook?
An effective employee handbook outlines the company's policies, procedures, and expectations of employees. A comprehensive handbook supports a smooth onboarding process, gives employees clarity on how to handle common situations, and builds trust between management and staff. Use this checklist as the backbone.
Mission, values, and company overview
Why your organization exists, what it stands for, and how it's organized.
Employment basics
At-will status, employee classifications (full-time, part-time, exempt, nonexempt), and your equal opportunity statement.
Code of conduct and workplace policies
Attendance, dress code, technology use, and the other rules that shape behavior at work.
Pay, benefits, and time off
Pay periods, overtime, payroll deductions, health insurance and other benefits, vacation and sick leave, and unpaid options such as parental or jury duty leave. Templates like the Leave of Absence Request Process and Bereavement Leave Policy give you a starting point.
Anti-harassment, anti-discrimination, and grievance procedures
How to report an incident, how complaints are handled, and the consequences of violating the policy.
Performance reviews and expectations
How performance is evaluated, how often, and how reviews connect to raises and promotions.
Safety and compliance policies
Safety procedures employees must follow, plus security measures like access control. The Accident & Incident Reporting Policy and Emergency Procedures templates cover two of the most common.
Offboarding and termination procedures
How resignations and terminations are handled, exit interviews, and final pay.
Acknowledgment form
A signed statement that the employee received, read, and understood the handbook. Policy acknowledgments with e-signatures make this trackable instead of a paper form in a drawer.
Make sure every policy meets federal, state, and local law. The handbook isn't a one-time project either: review it at least once a year and update it whenever legislation or company policy changes.
What's the difference between an employee handbook and a policy manual?
A handbook is written for employees, in plain language, and explains what's expected of them. A policy manual is written for HR and managers, with the detailed wording and procedures behind each policy.
Many companies keep both: the handbook as the employee-facing guide, and the policy manual as the reference HR uses to apply each policy consistently.
Onboarding
Onboarding is where most employees first meet the handbook, and it can be the difference between a successful start and a failed one.
The onboarding process introduces new employees to their team, their workspace, and company policies and procedures. Training and orientation go hand in hand, from software training to safety protocols. Structured onboarding turns that into a repeatable path, and a new hire onboarding checklist keeps every step on track.
Discussing benefits and compensation is another key part of the employment relationship. Give new hires information about their benefits package and how they'll be paid so expectations are set early.
Onboarding sets the tone for an employee's experience and makes sure they have the tools to succeed. Taking the time to orient them properly builds a positive working relationship from day one.
Workplace policies
Workplace policies set the standard for how employees conduct themselves at work.
Attendance and punctuality
An effective handbook sets clear expectations for attendance and punctuality. Explain when employees are expected to arrive, how much notice they need to give if they'll be late or absent, and the consequences of not following the policy.
Dress code
A dress code helps create a professional atmosphere. Specify what clothing is appropriate for each role, along with any rules on appearance such as facial hair, body art, and piercings.
Dress codes must not discriminate against any protected class under federal, state, or local law.
Technology use
Technology can be both a help and a risk at work, so set clear guidelines. Outline which devices are allowed during working hours, acceptable internet use, and security protocols for protecting company data. Track the tools themselves with a tools registry so everyone knows what's approved.
Consider an acknowledgment where employees confirm they understand these policies before using company technology.
Workplace policies keep the environment safe and productive for everyone, and employees need to understand their rights and responsibilities to keep it that way.
Employee rights and responsibilities
Employees need to understand both their rights and the responsibilities they have to keep the workplace safe and productive.
Discrimination and harassment policies
Federal, state, and local laws prohibit workplace discrimination based on protected characteristics such as race, color, religion, sex (including sexual orientation and gender identity), national origin, age, and disability.
Employees should know which policies protect them from discrimination and harassment at work, and managers must make sure there are clear procedures for reporting incidents so appropriate action can be taken. Pre-built HR & compliance courses help teach the policy, not only state it.
Performance reviews and evaluations
Performance reviews are how managers assess employee performance. They give feedback on where improvement is needed and recognize what went well during the review period.
Run reviews fairly and objectively, with clear expectations set before each review period. The Facilitating Performance Evaluations Process template is a useful starting point, and Trainual's Performance grounds reviews in each person's documented role and training.
Grievance procedures
Every employer should have a grievance procedure that explains how employee complaints are handled. It lets employees raise concerns without fear of retaliation.
The procedure should say who to contact when filing a complaint, how long a resolution typically takes, and what happens if the outcome isn't satisfactory.
Employees should know their rights and responsibilities throughout their time with the company, and when someone decides to leave, an effective offboarding process matters just as much.
Offboarding processes
Offboarding policies help make the transition smooth for both the employee leaving and the team that stays.
Termination procedures
Outline termination procedures clearly to protect both the employer and the employee: how a termination is handled, what paperwork needs to be completed, and who is responsible for each step. The Employee Offboarding Process and Handling Employee Separation templates lay out the steps.
Where possible, give employees notice so they have time to plan their next move, and follow any notice requirements in your state law or employment agreements.
Exit interviews and surveys
Exit interviews show why an employee is leaving and where the organization can improve, such as more support or additional benefits. The Exit Interview Process template helps you run them consistently.
Surveys add another view of how satisfied former employees were with their experience before they left.
Final paycheck distribution
Explain how the final paycheck is handled so there are no surprises on an employee's last day. Final pay deadlines and allowable deductions vary by state, so follow the rules that apply where the employee works.
A clear offboarding process creates a positive experience even after someone leaves.
Turn your handbook into something people use
A strong employee handbook matters for every company, whatever its size. It should cover onboarding, workplace policies, employee rights and responsibilities, conduct, and offboarding, so everyone understands their role and feels respected enough to do their best work.
The handbook works best when it isn't a static file. In Trainual, policies sit alongside the documented processes people are trained on, the day-to-day work runs in Operations, and growth is supported in Performance, so the handbook stays connected to how your team trains, operates, and develops. Start from policy templates, and if you're comparing handbook tools, see Trainual vs. AirMason.
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Frequently asked questions
What is an employee handbook?
An employee handbook is a written guide to a company's expectations, policies, and procedures. It tells employees what to do and what to expect, and it shows what the employer has communicated.
Is an employer required to have an employee handbook?
No federal law requires one. Some states and policies, such as harassment notices and leave rules, require written notice to employees. Check your state's rules or ask an employment attorney.
What is the difference between an employee handbook and a policy manual?
A handbook is written for employees. A policy manual gives HR and managers the detailed wording and procedures.
How long should an employee handbook be?
Long enough to cover the required policies, and short enough that people read it. Link out to detailed procedures instead of pasting them in.
How do you keep an employee handbook current?
Assign an owner, review it at least once a year, and update it whenever a law or policy changes. A tool like Trainual keeps one live copy and tracks who has acknowledged each change.