Free policy template · Word

Code of Conduct

A code of conduct sets the everyday standards of behaviour expected from every employee — respect, punctuality, dress, use of company assets, safety, honesty, gifts, social media and dealings with customers — and lists acts treated as misconduct. Every employee signs it at joining and it is the reference point for any disciplinary action.

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[Company Logo][Company Name]

CODE OF CONDUCT

Policy No.:: [Reference Number]
Version:: [Version Number]
Effective Date:: [Date]
Policy Owner:: Human Resources

1. Purpose

This Code sets out the standards of behaviour that [Company Name] expects from everyone who works with us, so that our workplace is safe, respectful and trusted by customers and the community.

2. Scope

It applies to all employees, trainees and interns at all locations, during working hours, at company events, on business travel and online when representing the company. Contractors' staff must follow the applicable parts.

3. Definitions

Misconduct: any act or omission in breach of this Code, company policies or the law that affects the workplace.
Workplace: company premises and any place visited in the course of work, including transport provided by the company.

4. Standards of Conduct

4.1 Respect: Treat colleagues, customers and visitors with courtesy. Harassment, bullying, discrimination, abusive language and violence are not tolerated. Sexual harassment is dealt with under the POSH Policy.
4.2 Attendance: Be punctual, record attendance honestly, and inform your manager in advance of leave or delay.
4.3 Dress and grooming: Dress neatly and appropriately for your role; wear uniforms and PPE where required.
4.4 Company assets: Use equipment, vehicles, funds and IT systems only for authorised purposes and take care of them.
4.5 Information: Keep company and customer information confidential and follow the IT Acceptable Use and Confidentiality policies.
4.6 Social media: Do not post confidential information or speak for the company without approval; do not post offensive content about colleagues or customers.
4.7 Health and safety: Follow safety rules, report hazards and accidents, and do not work under the influence of alcohol or drugs. Smoking only in designated areas.
4.8 Integrity: Avoid conflicts of interest, declare gifts above ₹[Amount], and never offer or accept bribes.
4.9 Customers: Be honest about products and services and handle complaints professionally.

5. Misconduct (illustrative)

Theft, fraud or dishonesty in connection with the company's business or property.
Wilful insubordination or disobedience of a lawful and reasonable order.
Habitual late attendance or absence without leave for more than [Number] consecutive days.
Assault, threats or riotous behaviour at the workplace.
Being drunk or under the influence of drugs on duty.
Harassment, including sexual harassment, or discrimination.
Falsifying records, attendance or claims.
Unauthorised disclosure of confidential information.
Wilful damage to company property or negligence causing loss.
Breach of safety rules endangering self or others.

6. Responsibilities and Reporting

Employees must follow this Code and report breaches to their manager, HR or through the Whistleblower channel at [Email/Hotline]. Managers must set an example and act on concerns promptly. HR will investigate fairly and keep reports confidential. No one will face retaliation for raising a concern in good faith.

7. Non-compliance

Breaches will be handled under the Disciplinary Policy through a fair process. Depending on seriousness, outcomes may include counselling, warning, withholding of increment, suspension or termination.

8. Review & Approval

HR will review this Code annually. Employees will be informed of changes and asked to re-acknowledge.

Acknowledgement

I have read and understood the Code of Conduct of [Company Name] and agree to follow it.

Approved by
[Authorised Signatory]
[Designation]
Date: [Date]

Acknowledged by
[Employee Name]
Employee ID: [Employee ID]
Date: [Date]

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What this template includes

Core values in plain words — what good conduct looks like
Respectful workplace — no harassment, bullying or discrimination
Attendance, punctuality and dress
Use of assets, information and social media
Health, safety and substance-free workplace
Gifts, conflicts and honesty
Illustrative list of misconduct
Signed acknowledgement

When to use it

Issuing a single behaviour rulebook to all new joiners
A disciplinary case shows there was no written standard to point to
Customers or partners ask for your employee conduct standards
Updating misconduct lists in line with your standing orders

How to customise this template

1Replace the values with your own and keep them to four to six
2Adjust the dress code for office, plant or field roles
3Align the misconduct list with certified standing orders if applicable
4Insert gift limits and reporting contacts
5Translate into the local language for workers

HR tips

Write in simple language — a conduct code no one understands cannot be enforced
State that the misconduct list is illustrative, not exhaustive
Leaders must follow the code visibly
Refresh acknowledgements every year

Where certified or model standing orders apply, the acts of misconduct and penalties must be consistent with them. Review this code against the Labour Codes, state rules and with legal advice before relying on it in disciplinary action.

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Frequently asked questions

Is a code of conduct legally binding?+

When it is communicated to employees and accepted, usually by signature, it becomes part of the rules of employment and can be relied on in disciplinary matters, subject to applicable law and standing orders.

What is considered misconduct at work?+

Common examples include theft, fraud, violence, harassment, wilful insubordination, habitual absence, being under the influence at work and misuse of confidential information. Your code should list examples.

How is a code of conduct different from an ethics policy?+

A code of conduct covers everyday workplace behaviour and discipline. An ethics policy addresses integrity in business decisions, such as honesty with stakeholders and fair dealing.

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[COMPANY NAME] EMPLOYEE HANDBOOK
Version:
[Version]
Effective Date:
[Date]
Owner:
Human Resources
Applies To:
All employees of [Company Name]
1. Welcome and Purpose
This handbook explains how we work at [Company Name] and what we expect from one another. It summarises key policies; detailed policies are available on [Policy Portal]. Where the handbook differs from your appointment letter or applicable law, the appointment letter and law prevail.
2. About the Company
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Company:
[Company Name]
Document No.:
[Reference Number]
Version:
[Version Number]
Effective Date:
[Date]
Policy Owner:
[HR Name], Human Resources
Approved By:
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Chapter 1: Introduction
1.1 Purpose: This manual sets out the human resource policies, procedures and practices of [Company Name] so that employees are treated fairly and consistently and the company complies with applicable labour laws.
1.2 Scope: It applies to all employees on the company's rolls at all offices, plants and sites, including [Work Location]. Consultants, trainees and contract workers are covered where expressly stated.
1.3 Precedence: Where this manual conflicts with any law, certified standing order or individual appointment letter, the law and then the more favourable term for the employee will apply.
Chapter 2: Definitions
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- Employee: any person employed on the company's rolls on a permanent, probationary or fixed-term basis.
- Reporting Manager: the person to whom an employee reports as per the organisation chart.
- HR: the Human Resources department or the person designated to perform the HR function.
- Wages / Basic Salary: as defined in the employee's appointment letter and applicable law.
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