Free policy template · Word

Employee Handbook

An employee handbook is the single reference book that explains how the company works and what it expects from employees: conduct, working hours, leave, pay and statutory benefits, POSH, IT use, performance and exit. This template gives a full multi-section outline with starter text that Indian HR teams can fill in with their own policies.

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Preview of the policy

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[Company Logo][Company Name]

[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

Brief history, vision, mission, values and organisation structure of [Company Name].

3. Employment Basics

Categories of employment: permanent, fixed-term, trainee, intern, contract
Probation of [Probation Period] and confirmation process
Notice period of [Notice Period] after confirmation
Personnel records and updating your details

4. Working Hours and Attendance

Office hours: [Office Timings]; weekly off: [Weekly Off]
Shifts and overtime rules as per applicable law
Attendance marking, late coming and regularisation
Work-from-home or hybrid rules

5. Leave and Holidays

Earned/privilege leave: [Days] per year
Casual and sick leave: [Days] per year
Maternity leave as per the Maternity Benefit Act; paternity leave: [Days]
Holiday list published every January

6. Pay and Benefits

Salary paid on [Pay Date] by bank transfer
EPF at 12% of basic + DA each by employee and employer, subject to wage ceiling rules
ESI for eligible employees earning up to ₹21,000/month
Gratuity after 5 years of continuous service
Insurance, reimbursements and other benefits: [Details]

7. Code of Conduct

Employees must act honestly, avoid conflicts of interest, protect company property, follow gift rules and treat colleagues with respect. Details are in the Code of Conduct policy.

8. Prevention of Sexual Harassment (POSH)

The company has zero tolerance for sexual harassment. An Internal Committee is constituted under the POSH Act 2013. Presiding Officer: [Name, Contact]. Complaints are handled confidentially and without retaliation.

9. Equal Opportunity and Grievances

We do not discriminate on any protected ground. Grievances may be raised with your manager, HR or [Grievance Channel]; whistle-blower concerns may be sent to [Email].

10. IT, Data and Confidentiality

Company devices and accounts are for business use
Protect passwords; report phishing and data loss immediately
Personal data of colleagues and customers must be handled lawfully
Confidential information must not be shared outside the company

11. Health and Safety

Follow safety rules, use PPE where required, and report accidents and near-misses to [Safety Officer].

12. Travel and Expenses

Business travel must be pre-approved. Claims must be submitted with bills within [Number] days as per the travel policy.

13. Performance and Development

Goals are set at the start of the cycle, with mid-year and annual reviews. Training needs are discussed with your manager.

14. Discipline

Misconduct is handled through a fair process: written charge, opportunity to respond, inquiry where needed and a proportionate decision.

15. Separation

Resignation in writing with the applicable notice period
Handover, asset return and clearance
Full and final settlement and relieving letter as per policy

16. Amendments and Acknowledgement

The company may revise this handbook with notice to employees. Every employee must sign the handbook acknowledgement form within [Number] days of receipt.

Issued by
[Authorised Signatory]
[Designation]
[Company Name]
Date: [Date]

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What this template includes

Welcome and purpose of the handbook
Employment basics: probation, confirmation, notice period
Working hours, attendance and leave
Pay, PF, ESI, gratuity and benefits
Code of conduct, POSH and grievance channels
IT, data and confidentiality rules
Performance, discipline and separation
Acknowledgement and amendment clause

When to use it

When a growing company needs to put scattered policies in one place
For giving every new joiner a consistent reference on day one
When updating policies to reflect the Labour Codes and state rules
Before a funding, client or compliance due diligence

How to customise this template

1Fill each section with your actual policy numbers and entitlements
2Align leave and working hours with your state Shops & Establishments rules
3Insert Internal Committee member names and contacts
4Remove sections that do not apply (for example shifts)
5Get the handbook reviewed by a legal adviser before issue
6Collect a signed acknowledgement from every employee

HR tips

Write in plain language; link to detailed policies rather than repeating them
State that the handbook does not override the appointment letter or law
Version and date every edition
Translate key sections for frontline staff

This template is a starting point. Review it against applicable labour laws, state rules, your standing orders and company policies, and with a legal adviser where needed.

For HR & hiring managers

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Frequently asked questions

Is an employee handbook mandatory in India?+

There is no single law requiring a handbook, but many policies it contains, such as POSH and standing orders for certain establishments, have legal requirements. A handbook is the practical way to communicate them.

What should an employee handbook contain?+

Company introduction, employment terms, hours and leave, pay and benefits, conduct, POSH, IT and data, performance, discipline, exit and an acknowledgement.

How often should the handbook be updated?+

Review it at least once a year and whenever laws or major policies change, such as the Labour Codes that came into force from 21 November 2025.

All 50 onboarding & induction →

[Company Logo][Company Name]
EMPLOYEE HANDBOOK ACKNOWLEDGEMENT
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Designation:
[Designation]
Department:
[Department]
Handbook Version:
[Version]
Date Received:
[Date]
Declaration
I, [Employee Name], acknowledge that I have received a copy of (or online access to) the [Company Name] Employee Handbook, version [Version], dated [Date].
1. I have read the handbook and understood its contents.
2. I had the opportunity to ask HR about anything that was unclear.
3. I agree to follow the policies and procedures described in it.
4. I understand that the handbook summarises company policies and that my appointment letter and applicable law prevail where they differ.
5. I understand that the company may revise the handbook, and I will follow revised versions once they are communicated to me.
I also understand that detailed policies referred to in the handbook are available at [Policy Portal / HR Office], and that I should consult them or HR when in doubt.
Employee
[Employee Name]
Signature: ____________
Date: [Date]
Received by HR
[HR Name]
Signature: ____________
Date: [Date]
Form · Word
Employee Handbook Acknowledgement
Download .docx
[Company Logo][Company Name]
EMPLOYEE ONBOARDING CHECKLIST
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Designation:
[Designation]
Department:
[Department]
Date of Joining:
[Date of Joining]
Reporting Manager:
[Reporting Manager]
HR Coordinator:
[HR Name]
Phase 1: Pre-Joining (Offer Acceptance to Day Before Joining) – Owner: HR
- Signed offer letter received and filed
- Background and reference checks initiated
- Pre-joining document list emailed to the candidate
- Joining date, time, reporting address and dress code confirmed
- IT, admin and reporting manager informed of the joining date
- Workstation, laptop and email ID requested
- Welcome email sent with day-one agenda
Phase 2: Joining Day – Owner: HR and Admin
- Original documents verified and copies taken (education, experience, relieving letter)
- PAN, bank account details and cancelled cheque collected
- Aadhaar (last 4 digits / masked copy) collected for KYC
- UAN obtained or new UAN generated; EPF nomination (Form 2) completed
- ESI registration done where applicable
- Appointment letter issued and signed copy received
- ID card, access card and welcome kit handed over
- Employee added to HRMS, attendance and payroll
Phase 3: First Week – Owner: HR, IT and Reporting Manager
Checklist · Word
Employee Onboarding Checklist
Download .docx

[Company Logo][Company Name]

EMPLOYEE INDUCTION PROGRAM

Company:: [Company Name]
Programme Owner:: [HR Name]
Batch / Joiners:: [Batch Name / Employee Names]
Start Date:: [Date]
Venue:: [Work Location]

1. Objectives

Help new employees understand the company’s purpose, values and structure
Explain key policies, benefits and statutory entitlements
Build awareness of compliance duties: POSH, safety and data security
Connect joiners with their team, buddy and key contacts
Prepare them to start role-specific training

2. Programme Structure

Day	Module	Content	Owner	Duration
Day 1	Welcome and Orientation	Company overview, HR policies, joining formalities	[HR Name]	[Hours]
Day 2	Business and Customers	Products, services, key processes, leadership talk	[Business Head]	[Hours]
Day 3	Compliance	Code of conduct, POSH, information security, safety	[Compliance / Safety Officer]	[Hours]
Day 4	Department Induction	Team structure, tools, workflows	[Reporting Manager]	[Hours]
Day 5	Role Shadowing and Review	Shadowing, quiz, feedback, 30-day goals	[Reporting Manager] / [HR Name]	[Hours]

3. Methods

Plan · Word

Employee Induction Program

Download .docx

[Company Logo][Company Name]

NEW EMPLOYEE INDUCTION SCHEDULE

Employee Name:: [Employee Name]
Designation:: [Designation]
Department:: [Department]
Week Starting:: [Date of Joining]
Induction Coordinator:: [HR Name] – [Phone Number]

Day 1 – Welcome

Time	Session	Speaker / Owner	Venue / Link	Status
09:30–10:30	Welcome and joining formalities	[HR Name]	[Venue]	[Done / Pending]
10:30–12:00	Company orientation	[HR Name]	[Venue]	[Done / Pending]
12:00–13:00	IT setup and system access	[IT Executive Name]	[Venue]	[Done / Pending]
13:00–14:00	Lunch with the team	[Reporting Manager]	[Venue]	[Done / Pending]
14:00–15:30	Meeting with reporting manager	[Reporting Manager]	[Venue]	[Done / Pending]

Day 2 – Company and Compliance

Time	Session	Speaker / Owner	Venue / Link	Status
10:00–11:00	Business overview	[Business Head]	[Venue / Link]	[Status]
11:15–12:15	Code of conduct and POSH	[HR Name]	[Venue / Link]	[Status]
14:00–15:00	Information security	[IT Security Lead]	[Venue / Link]	[Status]

Days 3–4 – Department Induction

Template · Word

New Employee Induction Schedule

Download .docx

[Company Logo][Company Name]
EMPLOYEE ORIENTATION PRESENTATION – SLIDE OUTLINE
Company:
[Company Name]
Presenter:
[HR Name]
Duration:
[Minutes] minutes
Version:
[Version] – [Date]
Slide 1: Welcome to [Company Name]
- Company logo and welcome message
- Names of today’s joiners
- Speaker note: introduce yourself and the agenda
Slide 2: Agenda
- Our story
- How we work
- Pay and benefits
- Conduct and safety
- Your first week
Slide 3: Our Story
Plan · Word
Employee Orientation Presentation
Download .docx

[Company Logo][Company Name]

EMPLOYEE UNIFORM ACKNOWLEDGEMENT

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Designation:: [Designation]
Department:: [Department]
Work Location:: [Work Location]
Date:: [Date]

Items Issued

Item	Size	Quantity	Issue Date	Next Replacement Due
[Shirt / Kurta]	[Size]	[Qty]	[DD/MM/YYYY]	[DD/MM/YYYY]
[Trousers / Saree]	[Size]	[Qty]	[DD/MM/YYYY]	[DD/MM/YYYY]
[Safety Shoes]	[Size]	[Qty]	[DD/MM/YYYY]	[DD/MM/YYYY]
[Apron / Cap / Name Badge]	[Size]	[Qty]	[DD/MM/YYYY]	[DD/MM/YYYY]

Uniform Rules

I will wear the complete uniform during duty hours, clean and in good condition.
I will follow the grooming and hygiene standards for my role.
I will wear safety items such as shoes, gloves or caps wherever required.
I will not wear the uniform for personal purposes outside duty.
I will report damage or wear and tear to [Admin Contact] for replacement.
I will return the uniform items as listed in the exit clearance process.

I confirm that the items above have been issued to me in the correct size and in good condition.

Form · Word

Employee Uniform Acknowledgement

Download .docx

[Company Logo][Company Name]
EMPLOYEE WELCOME KIT CHECKLIST
Employee Name:
[Employee Name]
Date of Joining:
[Date of Joining]
Work Mode:
[Office / Remote]
Kit Prepared By:
[Admin Executive Name]
Documents
- Welcome letter signed by HR / CEO
- Day-one agenda and induction schedule
- Employee handbook or quick-start guide
- Holiday list for the year
- Key contacts card (HR, IT, admin, buddy)
Workplace Essentials
- ID card with lanyard
- Access card
- Notebook and pen
- Desk name plate
- Visiting cards (if applicable)
Branded Merchandise
Checklist · Word
Employee Welcome Kit Checklist
Download .docx
[Company Logo][Company Name]
NEW EMPLOYEE ORIENTATION CHECKLIST
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Designation:
[Designation]
Department:
[Department]
Orientation Date:
[Date of Joining]
Buddy:
[Buddy Name]
HR – [HR Name]
- Welcome the employee at reception
- Complete joining forms and document verification
- Explain leave, attendance, pay date and benefits
- Explain POSH policy and grievance channels
- Hand over ID card and welcome kit
Reporting Manager – [Reporting Manager]
- Block time for a one-on-one on day one
- Explain the role, team goals and first-week plan
- Introduce the employee to the team
- Share key documents and tools for the role
- Agree a check-in time for the end of week one
Buddy – [Buddy Name]
Checklist · Word
New Employee Orientation Checklist
Download .docx

Employee Handbook

Preview of the policy

1. Welcome and Purpose

2. About the Company

3. Employment Basics

4. Working Hours and Attendance

5. Leave and Holidays

6. Pay and Benefits

7. Code of Conduct

8. Prevention of Sexual Harassment (POSH)

9. Equal Opportunity and Grievances

10. IT, Data and Confidentiality

11. Health and Safety

12. Travel and Expenses

13. Performance and Development

14. Discipline

15. Separation

16. Amendments and Acknowledgement

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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