Free policy template · Word

Equal Opportunity Policy

An equal opportunity policy is a positive commitment that every applicant and employee gets a fair chance in hiring, pay, training, promotion and benefits based on merit — and that the company actively removes barriers through reasonable accommodation, inclusive practices and monitoring of diversity data. It complements the anti-discrimination policy, which deals with complaints.

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[Company Logo][Company Name]

EQUAL OPPORTUNITY POLICY

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

1. Purpose

[Company Name] is an equal opportunity employer. This policy sets out our commitment to fair access to employment and growth for everyone, and the steps we take to make our workplace inclusive.

2. Scope

It covers recruitment, pay, training, promotion, transfers, benefits and separation for all applicants and employees, and applies to everyone involved in those decisions.

3. Definitions

Protected characteristics: gender, gender identity, sexual orientation, religion, caste, tribe, region, language, disability, age, marital status, pregnancy, HIV status and any other ground protected by law.
Reasonable accommodation: necessary and appropriate modification to enable equal participation.
Equal pay: the same remuneration for the same work or work of similar nature.

4. Policy

All employment decisions are based on merit, qualifications, performance and business needs.
Job advertisements carry the statement: "[Company Name] is an equal opportunity employer. We welcome applications from all qualified candidates, including persons with disabilities."
Men and women receive equal pay for the same work or work of a similar nature.
Persons with disabilities are provided reasonable accommodation in recruitment and at work.
Pregnant employees and new mothers receive statutory maternity benefits and reasonable adjustments; creche facilities are provided as required by law.
Religious observance is accommodated where practical, e.g., through restricted holidays and prayer breaks.
Premises at [Work Location] are made accessible, with ramps, accessible washrooms and [other facilities].

5. Procedure

Requests for accommodation are made to [HR Name] confidentially and answered within [Number] working days.
HR collects diversity data voluntarily and anonymously, and reports trends annually to leadership.
Interviewers complete training on fair selection before joining panels.
Concerns of unfair treatment are handled under the Anti-Discrimination Policy.

6. Responsibilities

Leadership: set inclusion goals and resources.
HR: fair processes, accommodation, data and reporting.
Managers: make merit-based decisions and support inclusion.
Employees: treat colleagues with respect.

7. Non-compliance

Decisions that breach this policy may be reversed, and those responsible may face action under the Disciplinary Policy.

8. Review & Approval

HR will review this policy and diversity data annually.

Prepared by
[HR Name]
Human Resources

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

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What this template includes

Equal opportunity statement — for job ads and careers page
Merit-based employment decisions across the lifecycle
Equal pay for equal work
Reasonable accommodation — for disability, pregnancy, religion
Inclusive benefits and facilities — creche, accessible premises
Voluntary diversity data and annual review

When to use it

Adding an 'equal opportunity employer' statement to job ads
Committing to hire persons with disabilities and provide accommodation
Clients, funders or global partners ask for an EEO policy
Starting diversity and inclusion goals

How to customise this template

1Insert your equal opportunity statement
2List accessibility facilities available
3Name the person handling accommodation requests
4Decide what diversity data you will collect (voluntarily)
5Set any diversity goals you wish to publish

HR tips

Use gender-neutral job titles and language in adverts
Include diverse interview panels for senior roles
Make accommodation requests easy and confidential
Report progress honestly — goals without data mean little

Equal remuneration, disability rights, maternity benefit and other laws apply. Review this template against the Labour Codes, the Rights of Persons with Disabilities Act, 2016 and with legal advice.

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Frequently asked questions

What does 'equal opportunity employer' mean?+

It means the employer makes decisions on merit and does not discriminate on grounds such as gender, religion, caste, disability or other protected characteristics, and takes steps to ensure fair access.

What is reasonable accommodation?+

Changes to the workplace or work arrangements — such as accessible seating, screen readers or flexible timings — that enable a person with a disability or other need to perform the job, without undue burden on the employer.

Is equal opportunity the same as anti-discrimination?+

They are related. Equal opportunity is the proactive commitment to fair access; anti-discrimination prohibits unfair treatment and provides a complaint route.

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[Company Logo][Company Name]
HR POLICY MANUAL
Company:
[Company Name]
Document No.:
[Reference Number]
Version:
[Version Number]
Effective Date:
[Date]
Policy Owner:
[HR Name], Human Resources
Approved By:
[Authorised Signatory]
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
- Company: [Company Name] and its branches.
- 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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Effective Date:
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Policy Owner:
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2. Scope
It applies to all employees and workers at [Work Location] whose role and wage level make them eligible for overtime under applicable law. Employees in managerial, supervisory or administrative grades [Grade List] are not paid OT but may receive compensatory off as set out in clause 4.6.
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Version:
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Effective Date:
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Policy Owner:
Human Resources
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2. Scope
It applies to confirmed employees at [Work Location] whose work can be done remotely. Roles requiring physical presence, such as reception, facilities, plant and field service, are excluded. This policy does not cover permanent remote or hybrid arrangements, which are governed by separate policies.
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REMOTE WORK POLICY
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Version:
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Effective Date:
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Policy Owner:
Human Resources
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HYBRID WORK POLICY
Policy No.:
[Reference Number]
Version:
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Effective Date:
[Date]
Policy Owner:
Human Resources
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