A staff handbook is one of the most valuable tools an organisation can have. It communicates expectations, outlines company policies and supports employee wellbeing. A well-structured handbook can help prevent misunderstandings, reduce legal risks and promote a positive workplace culture. This article explains what a staff handbook is, why it matters, what it should include and best practices for keeping it up to date.
What Is a Staff Handbook?
A staff handbook (also called an employee handbook) is a comprehensive document that brings together a company’s employment policies, procedures and information relevant to staff.
It serves two key functions:
- Information – giving employees a clear understanding of their rights, responsibilities and benefits.
- Consistency – ensuring managers and HR apply policies fairly and consistently across the organisation.
Staff handbooks can be physical documents, PDFs or hosted digitally on intranets or HR portals.
Increasingly, many organisations use interactive online versions to enable easy access and regular updates.
Why a Staff Handbook Matters
A clear and well-maintained staff handbook brings significant benefits for both employers and employees:
- Legal compliance – helps ensure the organisation meets legal obligations by setting out statutory rights and company policies clearly.
- Clarity and transparency – reduces confusion by explaining workplace rules, entitlements and procedures in one place.
- Consistency in decision-making – managers can apply rules uniformly, which helps avoid claims of unfair treatment or discrimination.
- Induction and culture – a good handbook supports new starters in understanding the organisation’s values, culture and standards from day one.
- Dispute prevention – clear policies and procedures reduce the risk of disputes escalating to grievances or legal claims.
What Should a Staff Handbook Include?
While the content varies depending on the size, sector and structure of the business, most staff handbooks contain two main sections: contractual and non-contractual information.
Contractual Information
Some policies may form part of the employment contract.
Typical contractual content may include:
- Notice periods and rules on termination
- Working hours, pay and overtime arrangements
- Holiday entitlement and sick pay provisions
- Disciplinary and grievance procedures
These sections must be carefully worded because they can create legally binding obligations.
Non-Contractual Information (Policies and Procedures)
Most of the staff handbook will consist of non-contractual policies, which allow flexibility for future changes without employee agreement.
These typically include:
- Equal opportunities and anti-discrimination policies
- Health and safety rules
- Data protection and IT usage policies
- Family-friendly policies (e.g. maternity, paternity, flexible working)
- Absence reporting procedures
- Dress code, standards of behaviour and social media guidelines
- Whistleblowing and safeguarding policies
. Employee wellbeing information and guidance
Non-contractual sections should include a clear statement that the employer reserves the right to amend these policies at its discretion.
Best Practices For Writing a Staff Handbook
Creating a staff handbook isn’t just about listing rules — it’s about making policies accessible, accurate and relevant. Here are some best practice tips:
- Use clear, plain language – avoid jargon or overly legalistic terms. Employees should easily understand what’s expected of them.
- Align with legal requirements – ensure policies reflect current legislation (e.g. Employment Rights Act 1996, Equality Act 2010, GDPR).
- Keep it updated – review the staff handbook annually or when laws or company practices change.
- Communicate effectively – ensure all staff know where to find the handbook and highlight key changes when they occur.
- Acknowledge receipt – have employees confirm in writing (or electronically) that they’ve received and understood the handbook.
- Make it accessible – online versions with search functions or hyperlinks make navigation easy and support hybrid/remote teams.
Conflict and Dispute Resolution
In the event of grievances, disciplinary actions or tribunal claims, the staff handbook often serves as critical evidence of the organisation’s standards and processes.
Tribunals frequently examine whether the employer acted in accordance with their own company policy. A clear, up-to-date handbook can demonstrate that the employer acted fairly and consistently.
For example, a well-documented disciplinary procedure can show that warnings were issued correctly, while clear equal opportunities policies can help defend against discrimination claims.
Get in Touch
A staff handbook is more than an administrative formality — it’s a strategic HR tool. It sets expectations, ensures legal compliance and helps foster a positive workplace culture. By making it clear, comprehensive and up to date, employers can strengthen their organisation’s foundations and give staff the clarity they need to thrive.
If you would like advice on creating a staff handbook that contains all of the necessary and relevant information, contact us today.