{"id":1058,"date":"2023-10-26T00:00:00","date_gmt":"2023-10-26T00:00:00","guid":{"rendered":"https:\/\/www.simplybusiness.co.uk\/knowledge\/staff\/what-is-a-staff-handbook\/"},"modified":"2025-05-22T13:12:56","modified_gmt":"2025-05-22T13:12:56","slug":"what-is-a-staff-handbook","status":"publish","type":"knowledge","link":"https:\/\/www.simplybusiness.co.uk\/knowledge\/staff\/what-is-a-staff-handbook\/","title":{"rendered":"How to write a staff handbook: a guide for small businesses"},"content":{"rendered":"<p class=\"wp-block-paragraph\">A staff handbook helps you to introduce your way of working to new recruits, while reminding existing employees of your company\u2019s policies, expectations, and procedures.<\/p>\n\n<p class=\"wp-block-paragraph\">Read on to find out why your business might need a staff handbook, what it should include, and how to create one.<\/p>\n\n<ul class=\"wp-block-list\"><li class=\"wp-block-list-item\"><a href=\"\/knowledge\/staff\/what-is-a-job-description\/\" data-type=\"knowledge\" data-id=\"1046\" ><strong>What is a job description?<\/strong><\/a><\/li>\n\n<li class=\"wp-block-list-item\"><a href=\"\/knowledge\/staff\/paying-paye-tax-guide-for-employers\/\" data-type=\"knowledge\" data-id=\"1493\" ><strong>A guide to paying PAYE for small businesses<\/strong><\/a><\/li>\n\n<li class=\"wp-block-list-item\"><a href=\"\/knowledge\/staff\/business-guide-to-the-onboarding-process\/\" data-type=\"knowledge\" data-id=\"1212\" ><strong>Exit interview questions and tips<\/strong><\/a><\/li>\n\n<li class=\"wp-block-list-item\"><a href=\"\/knowledge\/staff\/what-is-garden-leave\/\" data-type=\"knowledge\" data-id=\"1272\" ><strong>How does garden leave work?<\/strong><\/a><\/li>\n\n<li class=\"wp-block-list-item\"><a href=\"\/business-insurance\/faq\/is-professional-indemnity-insurance-compulsory-by-law\/\"><strong>Is professional indemnity insurance compulsory?<\/strong><\/a><\/li>\n\n<\/ul>\n\n<h2 id=\"whatisastaffhandbook\" class=\"wp-block-heading\">What is a staff handbook?<\/h2>\n\n<p class=\"wp-block-paragraph\">A staff handbook gives your employees an overview of what\u2019s expected of them, and also what they can expect from you when it comes to things like holiday allowance.<\/p>\n\n<p class=\"wp-block-paragraph\">Employees can use the staff handbook to find information on what they should do in various situations, from taking maternity leave to using the internet during work.<\/p>\n\n<p class=\"wp-block-paragraph\">A well-constructed staff handbook helps you to communicate with staff, while keeping them well-informed.<\/p>\n\n<p class=\"wp-block-paragraph\">You can use a staff handbook to reiterate contractual issues such as duties and <a href=\"\/knowledge\/staff\/how-do-workplace-pensions-work\/\" data-type=\"knowledge\" data-id=\"1243\" >workplace pensions<\/a>. It can also be used to highlight non-contractual issues such as company values, or statutory rights such as <a href=\"\/knowledge\/staff\/ssp-rate-how-much-is-statutory-sick-pay\/\" data-type=\"knowledge\" data-id=\"1222\" >sick pay<\/a>.<\/p>\n\n<h2 id=\"whydobusinessesneedastaffhandbook\" class=\"wp-block-heading\">Why do businesses need a staff handbook?<\/h2>\n\n<p class=\"wp-block-paragraph\">Although having a staff handbook isn\u2019t a legal requirement for UK businesses, they\u2019re very useful for communicating with staff and enforcing your employment policies.<\/p>\n\n<p class=\"wp-block-paragraph\">Here are some of the main benefits:<\/p>\n\n<ul class=\"wp-block-list\"><li class=\"wp-block-list-item\"><strong>it reduces legal risks<\/strong> \u2013 if an employee wanted to take you to tribunal, a handbook that shows the policies you have in place could be invaluable<\/li>\n\n<li class=\"wp-block-list-item\"><strong>it improves consistency<\/strong> \u2013 everyone has to meet the same standards set out in the handbook, with one central document to refer back to<\/li>\n\n<li class=\"wp-block-list-item\"><strong>it saves time for HR staff<\/strong> \u2013 instead of every staff query taking up time for your HR department, employees can refer to the handbook<\/li>\n\n<li class=\"wp-block-list-item\"><strong>it improves staff relations<\/strong> \u2013 a staff handbook is a great communication tool, helping to keep staff engaged and informed<\/li>\n\n<\/ul>\n\n<h2 id=\"whatshouldbeinastaffhandbook\" class=\"wp-block-heading\">What should be in a staff handbook?<\/h2>\n\n<p class=\"wp-block-paragraph\">It depends on whether you want to incorporate the staff handbook into your employee\u2019s contracts or create a non-contractual handbook.<\/p>\n\n<p class=\"wp-block-paragraph\">If your handbook is non-contractual, you can change policies and procedures without needing employees to agree. On the other hand, if the handbook is incorporated into staff contracts, they can negotiate the policies.<\/p>\n\n<p class=\"wp-block-paragraph\">You can use the handbook to reiterate policies outlined in employee\u2019s contracts, such as <a href=\"\/knowledge\/staff\/how-do-workplace-pensions-work\/\" data-type=\"knowledge\" data-id=\"1243\" >workplace pensions<\/a> and a health and safety policy (if you have more than five employees).<\/p>\n\n<p class=\"wp-block-paragraph\">Many staff handbooks also include information on the company\u2019s equal opportunities policy and dignity at work policy.<\/p>\n<div id=\"nba-body-001\">\n<\/div>\n\n\n<p class=\"wp-block-paragraph\">Here are some of the other policies you may want to include in the handbook:<\/p>\n\n<ul class=\"wp-block-list\"><li class=\"wp-block-list-item\">email and internet policy<\/li>\n\n<li class=\"wp-block-list-item\">data protection and privacy notices<\/li>\n\n<li class=\"wp-block-list-item\">bribery and gifts policy<\/li>\n\n<li class=\"wp-block-list-item\"><a href=\"\/knowledge\/staff\/how-to-write-a-reference-for-an-employee\/\" data-type=\"knowledge\" data-id=\"1142\" >employee reference policy<\/a><\/li>\n\n<\/ul>\n\n<h3 id=\"staffhrpolicies\" class=\"wp-block-heading\">Staff HR policies<\/h3>\n\n<p class=\"wp-block-paragraph\">A staff handbook will also need to include your company\u2019s HR policies on things like:<\/p>\n\n<ul class=\"wp-block-list\"><li class=\"wp-block-list-item\">sickness<\/li>\n\n<li class=\"wp-block-list-item\">holiday<\/li>\n\n<li class=\"wp-block-list-item\">maternity and paternity leave<\/li>\n\n<li class=\"wp-block-list-item\">flexible working<\/li>\n\n<li class=\"wp-block-list-item\">bereavement\/compassionate leave<\/li>\n\n<\/ul>\n\n<p class=\"wp-block-paragraph\">Some other policies and processes you may want to consider including. Check out our other guides here to help you stay on top of important employment policies:<\/p>\n\n<ul class=\"wp-block-list\"><li class=\"wp-block-list-item\"><a href=\"\/knowledge\/staff\/how-to-write-a-grievance-policy\/\" data-type=\"knowledge\" data-id=\"1455\" ><strong>grievance policy template<\/strong><\/a><\/li>\n\n<li class=\"wp-block-list-item\"><a href=\"\/knowledge\/staff\/redundancy-process-guide-free-template-downloads\/\" data-type=\"knowledge\" data-id=\"1500\" ><strong>a guide to the redundancy process<\/strong><\/a><\/li>\n\n<li class=\"wp-block-list-item\"><a href=\"\/knowledge\/staff\/how-to-write-a-disciplinary-policy\/\" data-type=\"knowledge\" data-id=\"1454\" ><strong>disciplinary policy template<\/strong><\/a><\/li>\n\n<\/ul>\n\n<h3 id=\"whatelsecanyouincludeinyourstaffhandbook\" class=\"wp-block-heading\">What else can you include in your staff handbook?<\/h3>\n\n<p class=\"wp-block-paragraph\">Some companies use a staff handbook to set out their expectations on dress code and lateness.<\/p>\n\n<p class=\"wp-block-paragraph\">A staff manual could also include key business objectives, as well as an overview of the company\u2019s culture and values.<\/p>\n\n<h2 id=\"whendoyouneedtogiveemployeesacopyofthestaffhandbook\" class=\"wp-block-heading\">When do you need to give employees a copy of the staff handbook?<\/h2>\n\n<p class=\"wp-block-paragraph\">It\u2019s worth issuing employees with a copy of the staff handbook as soon as they join, or during their induction process. This allows them to read up and ask questions during their probation period.<\/p>\n\n<p class=\"wp-block-paragraph\">You\u2019ll also need to reissue the handbook to all staff every time it\u2019s updated, for example if your policy on holiday being carried over changes.<\/p>\n\n<h3 id=\"howoftenshouldyoureviewthestaffhandbook\" class=\"wp-block-heading\">How often should you review the staff handbook?<\/h3>\n\n<p class=\"wp-block-paragraph\">A staff handbook should be reviewed around once a year, according to the Federation of Small Businesses.<\/p>\n\n<p class=\"wp-block-paragraph\">If you update contractual policies in the handbook, you\u2019ll need to consult with staff and get their agreement before making any changes. This helps to protect you against breach of contract claims.<\/p>\n\n<p class=\"wp-block-paragraph\">As mentioned above, you can make changes to non-contractual policies without asking staff.<\/p>\n\n<h2 id=\"howtocreateastaffhandbook\" class=\"wp-block-heading\">How to create a staff handbook<\/h2>\n\n<p class=\"wp-block-paragraph\">Most staff handbooks will follow a simple structure with an introduction, followed by an overview of policies, and then extra information such as business objectives and company values.<\/p>\n\n<p class=\"wp-block-paragraph\">It\u2019s best to keep the handbook as short as possible, although it needs to include all the key information. A digestible layout and images will help make it accessible to staff.<\/p>\n\n<p class=\"wp-block-paragraph\">When writing the handbook, make sure it matches your brand\u2019s tone of voice. What\u2019s more, use simple language where possible, so it\u2019s easy to read and understand.<\/p>\n\n<h3 id=\"howshouldthestaffhandbookbepresented\" class=\"wp-block-heading\">How should the staff handbook be presented?<\/h3>\n\n<p class=\"wp-block-paragraph\">You can send PDF copies of the handbook to staff via email, or give them a physical copy. Alternatively, you could upload the latest version to an online hub or shared drive for staff to download.<\/p>\n\n<p class=\"wp-block-paragraph\">It\u2019s important that staff acknowledge they\u2019ve received the handbook and have read it in full \u2013 particularly if you\u2019ve included contractual policies. They could do this by giving written confirmation in an email, ticking a box, or signing a physical or digital copy of the handbook.<\/p>\n\n<h2 id=\"makesurestaffareawareofthehandbook\" class=\"wp-block-heading\">Make sure staff are aware of the handbook<\/h2>\n\n<p class=\"wp-block-paragraph\">Creating a handbook is a good start, but you need to make sure it\u2019s read by all staff and referenced by managers when dealing with their teams.<\/p>\n\n<p class=\"wp-block-paragraph\">If you were taken to a tribunal and it became apparent that staff weren\u2019t aware of the policies in the handbook, this could cause you a problem.<\/p>\n\n<p class=\"wp-block-paragraph\">What\u2019s more, getting buy-in from the staff increases chances of consistency, new recruits adapting quickly, and managers being able to deal with issues quickly without involving HR, or giving the wrong guidance.<\/p>\n\n<h2 id=\"staffhandbooktemplate\" class=\"wp-block-heading\">Staff handbook template<\/h2>\n\n<p class=\"wp-block-paragraph\">Staff handbook examples can help you to work out what you need to include and how the information could be presented.<\/p>\n\n<p class=\"wp-block-paragraph\">You can <a href=\"https:\/\/www.human-resource-solutions.co.uk\/HR-Policy-Pages\/Staff-Handbook\/Staff-Handbook.htm\" rel=\"noopener noreferrer\" target=\"_blank\">download a staff handbook template<\/a> on the Human Resource Solutions website.<\/p>\n\n<p class=\"wp-block-paragraph\">It\u2019s important that you only use a template as a guide and customise it with your own company policies and procedures.<\/p>\n\n<p class=\"wp-block-paragraph\"><strong>Please use this article as a guide only. Before creating a staff handbook, make sure you get legal advice on contractual issues, as well as support from an HR professional.<\/strong><\/p>\n\n\n\t\t\t\t\t<div class=\"wp-block-group has-azure-200-background-color has-background has-global-padding is-layout-constrained wp-container-core-group-is-layout-94e519ba wp-block-group-is-layout-constrained\" style=\"padding-top:var(--wp--preset--spacing--80);padding-right:var(--wp--preset--spacing--40);padding-bottom:var(--wp--preset--spacing--80);padding-left:var(--wp--preset--spacing--40)\"><h3 id=\"readytosetupyourcover\" class=\"wp-block-heading has-text-align-center\">Ready to set up your cover?<\/h3>\n\n<p class=\"has-text-align-center wp-block-paragraph\">As one of the UK&#8217;s biggest <a href=\"\/business-insurance\/\" data-type=\"page\" data-id=\"5152\" >business insurance<\/a> providers, we specialise in <a href=\"\/business-insurance\/public-liability-insurance\/\">public liability insurance<\/a> and protect more trades than anybody else. Why not take a look now and build a quick, tailored quote?<\/p>\n\n\n\t\t\t\t\t<div class=\"wp-block-buttons is-content-justification-center is-layout-flex wp-container-core-buttons-is-layout-a89b3969 wp-block-buttons-is-layout-flex\">\n\t\t\t\t\t<div class=\"wp-block-button\"><a class=\"wp-block-button__link wp-element-button\" href=\"https:\/\/quote.simplybusiness.co.uk\/business\">Start your quote<\/a><\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t\t\n<p class=\"wp-block-paragraph\"><em>Photograph 1: Svitlana\/stock.adobe.com<\/em><\/p>\n<div id=\"nba-body-end\">\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Does your business need a staff handbook? Read on for tips on what to include, the benefits for your business, and a staff handbook template.<\/p>\n","protected":false},"author":3,"featured_media":3535,"comment_status":"open","ping_status":"closed","template":"","meta":{"sb_hreflang":"","sb_hreflang_url":"","disable_breadcrumbs":false,"sb_breadcrumbs":[],"sb_reviewed_by":"","sb_review_date":"","sb_enable_content_gating":true,"footnotes":""},"categories":[342,110],"hidden-category":[],"coauthors":[20],"class_list":["post-1058","knowledge","type-knowledge","status-publish","has-post-thumbnail","hentry","category-staff","category-business-news"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.2 (Yoast SEO v27.2) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>What is a staff handbook? Create your template<\/title>\n<meta name=\"description\" content=\"Does your business need a staff handbook? Read on for tips on what to include, the benefits for your business, and a staff handbook template.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.simplybusiness.co.uk\/knowledge\/staff\/what-is-a-staff-handbook\/\" \/>\n<meta property=\"og:locale\" content=\"en_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Read our guide to writing a staff handbook to find out why having one could benefit your business.\" \/>\n<meta property=\"og:description\" content=\"What is a staff handbook? 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