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Employment Policies Template

This template provides a basic structure for your employment policies.


Our employment policies will outline all of the general information you need to know about your employment status and contracts. We’ll also dive into your rights as an employee in [state].


Our employment policies apply to [all full-time and part-time employees] of the company as well as any parties that represent the company or undertake tasks on its behalf.

Employment policies disclaimer

This employment policies template contains only general information and guidelines. It is not intended to address all possible applications of, or expectations to, the general policies and procedures described. If you have any questions concerning eligibility for a particular benefit or the applicability of a policy or practice to you, you should address your specific questions to [contact name].Neither this handbook nor any other company document confers any contractual right, either expressed or implied, to remain in the company's employ. Nor does it guarantee any fixed terms and conditions of your employment. Your employment is not for any specific time and may be terminated at will, with or without cause and without prior notice, by the company, or you may resign for any reason at any time.

Employee acknowledgement

I understand and agree that it is my responsibility to read fully, understand, and follow the employment policies set forth in our company handbook. I acknowledge that if I have any questions, comments, or concerns related to my employment, I am encouraged to discuss any matters with the leadership team [directors and managers].I agree that the language in this handbook does not create and cannot be construed as an employment contract between [company name] and myself for a definite period. My employment is “at-will” and can be terminated with or without cause, for any reason or no reason, and with or without notice, at any time by me or by the company. I understand that the company reserves the right to make unilateral changes in the policies, procedures, and benefits at any time with or without notice to me.

Employee relationship: at-will employment

Your employment with [company name] is at-will. This means your employment is for an indefinite period of time and it is subject to termination by you or [company name], with or without cause, with or without notice, and at any time. Nothing in this policy or any other policy of [company name] shall be interpreted to be in conflict with or to eliminate or modify in any way, the at-will employment status of [company name] employees.The at-will employment status may be modified only in a written employment agreement with you which is signed by [the President, or the Chairman of the Board of Directors], of [company name].

Equal employment opportunity

We provide equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Employment eligibility

The following are the general eligibility requirements for employment at [Company name]:

  • [Proven working experience]
  • [Proven track of exception job references]
  • [Ability to work independently combined with excellent interpersonal skills]
  • [Strong interpersonal, negotiation, and communication skills]
  • [Pleasant and trustworthy]
  • [MS Office familiarity]
  • [License and certifications]


Our employee promotion policy presents our guidelines for advancing and promoting employees from within our company. We want to invest in our employees and reward those who perform well.This policy includes the process that managers must follow when promoting employees. We will communicate this policy to all employees to avoid confusion about who should be promoted and when.This policy applies to all employees who qualify for promotion. Employees may be promoted only after their [three-month] onboarding period ends and if they are not under a performance improvement plan.

How we define “promotion”

“Promotion” may be a move to a position of higher rank, responsibility, and salary. Often, employees may advance to positions that don’t come with higher managerial authority. Instead, these advancements may be a career or role change that helps employees develop and grow.Employees may be promoted within the same or another department or branch.We will promote employees based on their performance and workplace conduct. Acceptable criteria for promotion are:

  • Experience in the job or tenure.
  • High level of performance in [two] recent review cycles.
  • A skillset that matches the minimum requirements of the new role.
  • Personal motivation and willingness for a change in responsibilities.

These criteria reflect the bigger picture of an employee’s work. Managers should avoid making decisions for promotion based on recent or insignificant events. They should keep logs with important incidents that they might want to consider when it’s time to promote one of their team members.In accordance with our company policies, we will not tolerate promotions that are based on:

  • Managers’ subjective opinions, unsupported by performance evaluations or metrics
  • Discrimination
  • Fraternization
  • Favoritism
  • Nepotism

To avoid such incidents, managers must keep good records of their promotion evaluation process.

Promotions process

Our company will establish a promotion review process every [end of year.] During this process, managers may consider selecting employees to move to a higher-level position or a position that better matches their skills and aspirations. Spontaneous promotions may also occur if a business need arises.

  1. Meet with employees to talk about their career goals and/or aspirations for a promotion. Managers should create career plans for their team members
  2. Discuss the promotion with [HR/ direct supervisor/ department head] to receive approval. Managers should also ask HR about the new position’s salary range and any new benefits they should present to their team members
  3. Arrange a meeting with the employee to determine whether they’d be happy with this career move

Employment of relatives

The employment of relatives in the same area of an organization may cause serious conflicts and problems with favoritism and employee morale. In addition to claims of partiality in treatment at work, personal conflicts from outside the work environment can be carried into day-to-day working relationships.For the purposes of this policy, a relative is any person who is related by blood or marriage, or whose relationship with the employee is similar to that of persons who are related by blood or marriage.Relatives of persons currently employed by [company name] may be hired only if they will not be working directly for or supervising a relative. And employees cannot be transferred into such a reporting relationship.If the relative relationship is established after employment, the individuals concerned will decide who is to be transferred. If that decision is not made within 30 calendar days, management will decide.In other cases where a conflict or the potential for conflict arises, even if there is no supervisory relationship involved, the parties may be separated by reassignment or terminated from employment.

Personnel file

Our company maintains 3 files for each employee.

1. Personnel file

The Personnel File contains confidential documents and is managed and maintained by the Human Resources staff.Access to this file is limited to HR staff and assumes that each employee's manager maintains his or her own file with documents relevant to the employee's work performance.Typical documents in a personnel file include the employment application, a family emergency contact form, documented disciplinary action history, a resume, employee handbook and at-will employer sign off sheets, current personal information, and job references.Not all personnel files contain the same documents but each personnel file has some documents that are the same.

2. Payroll file

The Payroll File contains a history of the employee's jobs, departments, compensation changes, and so on. Access to the payroll file is limited to the appropriate accounting and HR staff.

3. Employee medical file

The contents of the Employee Medical File are not available to anyone except Human Resources designated staff and the employee whose records are retained in the file. At [company name], medical files receive the highest degree of safe storage and confidentiality.An employee may view his or her personnel file by contacting a Human Resources staff person during normal business hours. No employee may alter or remove any document from his or her personnel file which must be viewed in the presence of an HR staff person.

Access to personnel records

All employees, former employees, and representatives of employees may view certain contents of their personnel file with advance notice to the Human Resources staff. Documents that relate to the employee's qualifications for hire such as the application, promotion, disciplinary action, and transfer may be viewed. Additionally, the employee may review policy sign off forms and training records.Documents that the employee may not review include references or reference checks, records of any investigation undertaken by management, medical records, documents related to a judicial proceeding, any document that would violate the confidentiality of another employee, and documents used for employee planning.

Procedures to access personal records

An employee who wants to review the allowable contents of their personnel file should contact Human Resources with 24 hours notice (weekends excluded). Former employees, or people unknown to the Human Resources staff, must present identification and/or proof of permission to access the personnel file.Employees must review their personnel files in the presence of a Human Resources staff person.Employees may not remove from the office any part of the personnel file.The employee may request photocopies of the file or portions of the file. Within reason, the Human Resources staff person will provide photocopies. For extensive copying, the employee will need to pay for the photocopies.If the employee is unhappy with a document in his or her personnel file, in the presence of the Human Resources staff person, the employee may write an explanation or clarification and attach it to the disputed document. Under no circumstances will the HR staff or the employee alter the actual document.The employee may also ask to have a document removed from the personnel file. If the Human Resources staff person agrees, the document may be removed. If the Human Resources staff person disagrees, the matter may be appealed in the manner prescribed in the company Open Door Policy.

Questions? Comments? Concerns?

Have a question about this policy? Reach out to [HR contact].

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Employment Policies Template

This template provides a basic structure for your employment policies.

Organize the chaos
of your small business