Standard documents

A policy setting out an employer's approach to staff working at home on an occasional or regular basis.

A short-form policy suitable for a small or medium-sized enterprise. It provides workers with guidance on the procedure for reporting suspected wrongdoing and the protection available. 

A policy setting out the principles and legal requirements in relation to the processing of personal data of staff and third parties in the operation of a business.Integrated drafting notes. This document has integrated drafting notes embedded within the text. Click on a heading to read the note. See the Actions box on the right for additional viewing options.

An employee policy on military service leave under the Uniformed Services Employment and Reemployment Rights Act of 1994 (USERRA). It can be incorporated into an employee handbook or used as a stand-alone policy document. This Standard Document applies only to private workplaces. It is based on federal law. State or local law may impose additional or different requirements but this document will be useful and relevant to employers in every state. This Standard Document has integrated notes with important explanations and drafting tips.

A memorandum to the board of directors on the Bribery Act 2010, explaining why action is required and what actions should be taken.

A policy on the availability of and basis on which an employer will accept requests for career breaks.Integrated drafting notes. This document has integrated drafting notes embedded within the text. Click on a heading to read the note. See the Actions box on the right for additional viewing options.

A policy for employers that wish to allow their employees to use their own smartphones, tablets or other mobile devices for work either while at the office or during non-working hours. This policy applies only to private workplaces in the UK. Among other things, it deals with acceptable use, information security, expectations of privacy, the employer's right of access, and issues surrounding technical support and responsibility for running costs. Drafting notes for this standard document will be available in due course.

An employee policy on romantic or dating relationships in the workplace. It may also be referred to as a fraternization policy. It can be incorporated into an employee handbook or used as a stand-alone policy document. This Standard Document applies only to private workplaces. It is based on federal law. State or local law may impose additional or different requirements but this document will be useful and relevant to employers in every state. This Standard Document has integrated notes with important explanations and drafting tips

An employee policy prohibiting retaliation and outlining the procedure for reporting retaliation. It can be incorporated into an employee handbook or used as a stand-alone policy document. This Standard Document applies only to private workplaces. It is based on federal law. State or local law may impose additional or different requirements but this document will be useful and relevant to employers in every state. This Standard Document has integrated notes with important explanations and drafting tips. 

A policy addressing workplace testing for illegal drugs, alcohol and marijuana. It outlines circumstances in which job applicants and employees will be tested, testing procedures and consequences of violating the policy. This policy can be incorporated into an employee handbook or used as a stand-alone policy document. This Standard Document applies only to private workplaces that are not subject to the federal Drug-Free Workplace Act of 1988. It is jurisdiction neutral. State or local law may impose additional or different requirements, but this document will be useful and relevant to employers in every state. This Standard Document has integrated notes with important explanations and drafting tips.

An agreement between an employer and an employee releasing and indemnifying the employer from liability for accidents, injuries or other damages the employee suffers while engaged in an employer-sponsored activity or while using employer-provided equipment or facilities. This Standard Document is jurisdiction neutral. State or local law may impose additional or different requirements, but this document will be useful and relevant to employers in every state. This Standard Document includes an integrated drafting note with important explanations and drafting tips.

This policy sets out the procedure to be adopted by an employer in dismissing an employee for retirement under Schedule 6 to the Employment Equality (Age) Regulations 2006 (for more information, see Practice note, Retirement before 6 April 2011). NOTE: These provisions were repealed, subject to transitional provisions, on 6 April 2011 (see Practice note, Default retirement age: implications of its abolition). This policy should no longer be used. For a choice of two policies to reflect the law as it applies from 6 April 2011, see Standard documents, Retirement policy for employers with no fixed retirement age and Retirement policy for employers with a fixed retirement age.

A letter informing neutral unions that represent a company's employees that the company has either set up a reserve gate system to effectively confine a union's picketing of that employer on the premises it owns or manages to designated areas, set a reserve time that the targeted employer will be at the premises or both.  This Standard Document applies only to private workplaces but may be useful for public sector employers with private sector contractors, suppliers or tenants. It is based on interpretations of the National Labor Relations Act (NLRA). State or local law may impose additional or different requirements, but this document will be useful and relevant to employers in every state. This Standard Document has integrated notes with important explanations and drafting tips.

An employee policy on pay procedures under the Fair Labor Standards Act (FLSA). It includes policies on payroll practices, payroll deductions, overtime, meal and rest breaks, timekeeping and complaints. It can be incorporated into an employee handbook or used as a stand-alone policy document. This Standard Document applies only to private workplaces. It is based on federal law. State or local law may impose additional or different requirements but this document will be useful and relevant to employers in every state. This Standard Document has integrated notes with important explanations and drafting tips.

An employee background check policy. This policy can be incorporated into an employee handbook or used as a stand-alone policy document. This Standard Document applies only to private workplaces. It is jurisdiction neutral. State or local law may impose additional or different requirements but this document will be useful and relevant to employers in every state. This Standard Document has integrated notes with important explanations and drafting tips.

A short-form flexible working policy suitable for a small or medium-sized business, explaining the statutory procedure for eligible employees with caring responsibilities to request changes to their working arrangments. It can also be extended to those who are ineligible for the statutory scheme, if desired. For a more detailed policy, which also includes an optional informal procedure, see Standard document, Flexible working policy (long-form).

A policy to deal with claims for reimbursement of expenses, including travel, accommodation and hospitality.Integrated drafting notes. This document has integrated drafting notes embedded within the text. Click on a heading to read the note. See the Actions box on the right for additional viewing options.

A document retention policy (also known as a records and information management policy) establishes and describes how a company expects its employees to manage company data from creation through destruction. It can be incorporated into an employee handbook or used as a stand-alone policy document. This Standard Document applies only to private workplaces. It is based on federal law. State or local law may impose additional or different recordkeeping requirements, but this document is relevant and useful to companies in every state. This Standard Document has integrated notes with important explanations and drafting tips.

A policy clause that can be included in a staff handbook setting out the employer's policy on appearance and dress at work.Integrated drafting notes. This document has integrated drafting notes embedded within the text. Click on a heading to read the note. See the Actions box on the right for additional viewing options.

A form to be used by the employer in a redundancy situation to decide which employees in a pool should be selected for redundancy (on the basis of specified selection criteria), together with guidelines for managers completing the form.

A policy clause for breavement leave that can be included in a staff handbook or time off policy.Integrated drafting notes. This document has integrated drafting notes embedded within the text. Click on a heading to read the note. See the Actions box on the right for additional viewing options.

A sample pregnancy disability leave policy for California employers with five or more employees that must comply with the state's pregnancy disability leave law. This Standard Document is based on the prototype provided by California's Department of Fair Employment and Housing. It has been drafted in compliance with California law and applies to private employers. This Standard Document has integrated notes with important explanations and drafting tips.

A policy setting out arrangements for adoption leave and adoption pay taking account of minimum statutory entitlements.

A short-form procedure suitable for a small or medium-sized business to use in cases of misconduct or poor performance. It incorporates the essential elements of the longer Standard documents, Disciplinary procedure, Disciplinary rules and Capability procedure, and takes into account the Acas Code of Practice on Disciplinary and Grievance Procedures.

A policy setting out arrangements for paternity leave and pay taking account of minimum statutory entitlements. It incorporates the right to additional paternity leave that is available to parents of babies due on or after 3 April 2011 and adoptive parents notified on or after 3 April 2011 that they have been matched with a child.

A memorandum from in-house counsel advising company employees on how to maintain the attorney-client privilege over their communications with the company's attorneys, and further explaining the nature of counsel's relationship with the company and its employees.

An employee policy on bereavement leave outlining when an employee can be absent from work to grieve a death or attend a funeral. This Standard Document applies only to private workplaces. It is jurisdiction neutral. State or local laws may impose additional or different requirements, but this document will be useful and relevant to employers in every state. This Standard Document has integrated notes with important explanations and drafting tips.

An equal opportunites policy designed to comply with the Equality Act 2010 and the EHRC Employment Statutory Code of Practice, and to promote best practice. Note. This document has recently been reviewed and improved to take account, in particular, of the Equality Act 2010.

A grievance procedure taking account of the Acas Code of Practice on Disciplinary and Grievance Procedures and the right to be accompanied under section 10 of the Employment Relations Act 1999. Integrated drafting notes. This document has integrated drafting notes embedded within the text. Click on a heading to read the note. See the Actions box on the right for additional viewing options.

A policy dealing with the use and monitoring of electronic communications systems and equipment. Integrated drafting notes. This document has integrated drafting notes embedded within the text. Click on a heading to read the note. See the Actions box on the right for additional viewing options.

A standard form for requesting certification of a family member's serious health condition under the Family and Medical Leave Act (FMLA) when an employee requests FMLA leave to care for a family member with a serious health condition. This Standard Document has integrated notes with important explanations and drafting tips. This Standard Document is based on federal law. For information on state leave laws, see the State Q&A Tools under Related Content to the right.

A form of corporate insider trading policy for a public company that applies to all employees and directors in prohibiting any form of insider trading and also imposes special trading restrictions on directors and officers, who are subject to additional legal requirements and extra public scrutiny as a result of their positions with the company. This insider trading policy also includes anti-pledging and anti-hedging provisions. This Standard Document has integrated notes with important explanations and drafting tips.

A form acknowledging a unionized employee's receipt, review and understanding of a stand-alone employment policy. This Standard Document applies only to private workplaces. It is based on federal law. State or local law may impose additional or different requirements but this document will be useful and relevant to employers in every state. This Standard Document has integrated notes with important explanations and drafting tips.

An employee policy on nepotism (sometimes referred to as anti-nepotism) for private employees. It can be incorporated into an employee handbook or used as a stand-alone policy document. This Standard Document applies only to private workplaces. It is jurisdiction neutral. State or local law may impose additional or different obligations but this document will be useful and relevant to employers in every state. This Standard Document has integrated notes with important explanations and drafting tips.

An immigration sponsorship policy for an employer to adopt to manage its immigration sponsorship activities in the US. This Standard Document applies only to private workplaces. It is based on federal law. This Standard Document has integrated notes with important explanations and drafting tips.

An employee policy on reasonable accommodations under the Americans with Disabilities Act (ADA), as amended by the ADA Amendments Act (ADAAA). It can be incorporated into an employee handbook or used as a stand-alone policy document. This Standard Document applies only to private workplaces. It is based on federal law. State or local law may impose additional or different requirements but this document will be useful and relevant to employers in every state. This Standard Document has integrated notes with important explanations and drafting tips.

A policy setting out a suggested approach for dealing with redundancy situations, including consultation, selection, redeployment and dismissal.Integrated drafting notes. This document has integrated drafting notes embedded within the text. Click on a heading to read the note. See the Actions box on the right for additional viewing options.

A California-compliant pregnancy disability leave (PDL) medical certification form for employers with five or more employees. This Standard Document is adapted from the prototype provided by California's Department of Fair Employment and Housing. Integrated notes with important explanations and drafting tips have been added. This Standard Document is based on California law. For information on federal and other states' leave law requirements, see the Family and Medical Leave Act (FMLA) resources and State Q&A Tools under Related Content to the right.

A policy reflecting the statutory scheme of circumstances in which employees can take unpaid parental leave.Integrated drafting notes. This document has integrated drafting notes embedded within the text. Click on a heading to read the note. See the Actions box on the right for additional viewing options.

A policy clause providing time off for public duties that can be included in a staff handbook or time off policy.Integrated drafting notes. This document has integrated drafting notes embedded within the text. Click on a heading to read the note. See the Actions box on the right for additional viewing options.

Guidelines for hiring managers and human resources staff on using background checks in employment, including compliance with the federal Fair Credit Reporting Act requirements. These guidelines incorporate updated guidance from the Equal Employment Opportunity Commission (EEOC) on the use of criminal background check information. This Standard Document applies only to private workplaces. State or local law may impose additional or different requirements but this document will be useful and relevant to employers in every state. This Standard Document has integrated notes with important explanations and drafting tips.

A schedule of the records that must be retained by entities regulated by the Equal Employment Opportunity Commission.

A standard form for notifying employees about their eligibility for leave under the Family and Medical Leave Act (FMLA) and their rights and responsibilities under the FMLA. This Standard Document has integrated notes with important explanations and drafting tips. This Standard Document is based on federal law. For information about state leave law, see the State Q&A Tools under Related Content to the right.

A standard form for requesting certification of a serious injury or illness of a veteran when an employee requests military caregiver leave under the Family and Medical Leave Act (FMLA) to care for that veteran. This Standard Document has integrated notes with important explanations and drafting tips. This Standard Document addresses federal law. For information on state leave laws, see the State Q&A Tools under Related Content to the right.

Following the abolition of the default retirement age (DRA), a retirement policy for employers with a fixed (compulsory) retirement age. Integrated drafting notes. This document has integrated drafting notes embedded within the text. Click on a heading to read the note. See the Actions box on the right for additional viewing options.

A policy for dealing with workplace bullying or harassment, taking account of the requirements of the Equality Act 2010 and other relevant legislation. Note. This document has recently been reviewed and improved to take account, in particular, of the Equality Act 2010.

A policy setting out an employer's approach to smoking in the workplace to comply with Part 1 of Chapter 1 of the Health Act 2006 and associated regulations. For further information, see Practice note, Smoke-free workplaces: implications for employers.

A standard form for employers to use when conducting an employee's periodic performance evaluation, review or appraisal. This Standard Document has an integrated note with important explanations and drafting tips.

A policy on the use of free and open source software (FOSS) by a company for its internal operations or products or services it develops for distribution to third parties. This policy can be used as a stand-alone policy document, incorporated by reference in a general company IT policy or included in an employee handbook in abbreviated form. It is jurisdiction neutral but must be tailored to suit the organization's managerial structure, resources and strategic goals. State or local law may impose additional or different requirements but this document will be useful and relevant to employers in every state. This Standard Document has integrated notes with important explanations and drafting tips.

An employee policy on equal employment opportunities (EEO). It prohibits discrimination and retaliation and outlines the procedure for reporting complaints. It can be incorporated into an employment handbook or used as a stand-alone policy document. This Standard Document applies only to private workplaces. It is based on federal law. State or local law may impose additional or different requirements but this document will be useful and relevant to employers in every state. This Standard Document has integrated notes with important explanations and drafting tips.

A policy dealing with employees' statutory right to request time off for training as introduced by section 40 of the Apprenticeships, Skills, Children and Learning Act 2009. Integrated drafting notes. This document has integrated drafting notes embedded within the text. Click on a heading to read the note. See the Actions box on the right for additional viewing options.

A policy prohibiting workplace violence that outlines the procedures for reporting threats or violent acts and prohibits retaliation for complaints. This policy can be incorporated into an employee handbook or used as a stand-alone policy document. This Standard Document applies only to private workplaces. It is based on federal law. State or local law may impose additional or different requirements but this document will be useful and relevant to employers in every state. This Standard Document has integrated notes with important explanations and drafting tips.

An employee policy on attendance and punctuality at work. It can be incorporated into an employee handbook or used as a stand-alone policy document. This Standard Document applies only to private workplaces. It is jurisdiction neutral. State or local law may impose additional or different requirements but this document will be useful and relevant to employers in every state. This Standard Document has integrated notes with important explanations and drafting tips.

An anti-corruption and bribery policy, designed to give workers guidance on countering bribery and corruption and to assist employers in complying with the Bribery Act 2010.

A sample statement that employers should provide to unionized employees before conducting interviews about facts relevant to a National Labor Relations Board (NLRB) unfair labor practice case. This Standard Document includes integrated notes explaining the information that must be included in the statement and other important points and drafting tips. It is drafted in compliance with the National Labor Relations Act (NLRA) and the NLRB's decision in Johnnie's Poultry Co.

A letter informing a union that a company has either set up a reserve gate system to effectively confine a union's picketing of that employer on the premises it owns or manages to designated areas, set a reserve time that the targeted employer will be at the premises, or both.  This Standard Document applies only to private workplaces but may be useful for public sector employers with private sector contractors, suppliers or tenants. It is based on interpretations of the National Labor Relations Act. State or local law may impose additional or different requirements, but this document will be useful and relevant to employers in every state. This Standard Document has integrated notes with important explanations and drafting tips.

Guidelines for use of social media by employees and other personnel for company marketing programs and other business purposes. This Standard Document applies only to private workplaces. It is based on federal law. State or local law may impose additional or different requirements but this document will be useful and relevant to employers in every state. This Standard Document has integrated notes with important explanations and drafting tips. It should generally be used in tandem with a social media or communications system policy.

A non-contractual staff handbook containing an employer's policies and procedures. Default retirement age. This handbook has been amended to include a choice of two new retirement policies which reflect the repeal of the default retirement age from 6 April 2011.

A policy explaining workers' rights in relation to whistleblowing and providing workers with guidance on the procedure for making protected disclosures, and the personnel to whom they should be made. Integrated drafting notes. This document has integrated drafting notes embedded within the text. Click on a heading to read the note. See the Actions box on the right for additional viewing options.

A policy regarding standards of conduct that can be included in an employment handbook, and relevant labor considerations to consider when drafting the policy. This Standard Document has integrated notes with important explanatory and drafting tips, provided by PLC Labor & Employment.

A sample California Family Rights Act (CFRA) policy that also includes pregnancy disability leave provisions for California employers with 50 or more employees. It includes employee eligibility under the CFRA, serious health conditions covered by the CFRA and other important provisions. This Standard Document is based on the prototype provided by the California Fair Employment and Housing Commission. This policy has been drafted in compliance with California law. This Standard Document has integrated notes with important explanations and drafting tips.

A sample form for employees to use when requesting access to their personnel files for the purpose of inspecting its contents or making copies. This Standard Document applies only to private workplaces and is jurisdiction neutral. State laws may impose additional or different requirements, but this document will be useful and relevant to employers in every state. This Standard Document has integrated notes with important explanations and drafting tips.