Employee Handbook Template (EU, UK and US Examples)

Employee Handbook: [Organisation name]

The single place where workers find how the organisation works with them: employment basics, conduct, working time, pay and benefits, leave, equality and respect at work, health and safety, data protection, IT use, raising concerns, disciplinary rules and leaving. Each section summarises a policy and links to the full policy where one exists. Employment law is jurisdiction-specific: the country annex (section 14) gives dated EU, UK and US examples with official links, as checked in October 2026, and every entity adds its own local rules. The example organisation, Kestrelvane Instruments Group, is fictional. Replace every [bracketed] value and every row marked Example. This is a documentation format, not legal advice; check the current official texts and consult a qualified employment lawyer before issuing a handbook.

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Contents

• 1. Welcome and how to use this handbook
• 2. Employment basics
• 3. Code of conduct
• 4. Working time, breaks and where you work
• 5. Pay, expenses and benefits
• 6. Leave and time off
• 7. Equality, inclusion and respect at work
• 8. Health, safety and wellbeing
• 9. Your personal data
• 10. IT, devices and information security
• 11. Raising a concern: grievances and speaking up
• 12. Performance, conduct and disciplinary rules
• 13. Leaving the organisation
• 14. Country annex: dated EU, UK and US examples
• 15. Policy register and acknowledgement
• Glossary and references
• Standard and licence note

1. Welcome and how to use this handbook

1.1 Welcome

Welcome to [Kestrelvane Instruments Group]. This handbook explains how we work together: what you can expect from us, what we expect from you, and where to find help. Read it in your first week and come back to it when a question comes up.

1.2 How the handbook fits with other documents

• Your contract of employment (or written statement of terms) sets your personal terms, such as job title, pay, hours and notice.
• Collective agreements, where they apply to your entity, set terms that this handbook cannot reduce.
• Full policies (listed in section 15) hold the detail behind each summary here.
• The country annex (section 14) lists local legal minimums and local rules for your employing entity.

If two documents conflict, this order applies: the law, then any collective agreement, then your contract, then the full policy, then this handbook. Where local law gives you a better right than this handbook, the better right applies.

1.3 Contractual status

Unless a section expressly says it forms part of your contract, this handbook and the policies it summarises are not contractual. We may update them to reflect changes in law or in how we work. We will tell you about changes in advance, consult workers' representatives where the law requires it, and keep earlier versions on record.

1.4 Getting help

2. Employment basics

2.1 Your written terms

You will receive your main terms in writing. Local law sets what must be included and by when (section 14). As a minimum we give you, before or on your first day: the employing entity, your job title and duties, start date, place of work, pay and pay frequency, working hours, holiday entitlement, probation, notice periods and the policies that apply to you.

2.2 Types of employment

2.3 Probation

New employees have a probationary period of [three or six] months, unless local law or your contract sets something else. Your manager agrees objectives with you in week one, reviews progress at the midway point and confirms the outcome in writing before the end of probation. See the New Hire Onboarding Plan (hr/new-hire-onboarding-plan).

2.4 Right to work, background checks and personal details

We check your right to work before you start, as local law requires. Role-specific background checks are described in the offer letter and carried out only where lawful and necessary for the role. Keep your address, emergency contact and bank details up to date in [HR system], because we rely on them for pay and safety.

2.5 Outside work and conflicts of interest

You may take on outside activities that do not compete with us, do not use our information or equipment and do not affect your work or rest. Declare any outside role, investment or relationship that could look like a conflict of interest, using the process in the Code of Business Conduct (compliance/code-of-business-conduct).

3. Code of conduct

We expect everyone to act honestly, treat people with respect, follow the law and protect the organisation's assets and information. The full rules are in the Code of Business Conduct (compliance/code-of-business-conduct). In short:

• Integrity. Do not offer, give, request or accept bribes, and record gifts and hospitality above [amount] in the register.
• Respect. Treat colleagues, customers and suppliers with courtesy. Harassment and bullying are never acceptable (section 7).
• Accuracy. Keep records, timesheets, expense claims and test results complete and truthful.
• Confidentiality. Protect confidential business information during and after employment. Nothing in this handbook stops you from reporting wrongdoing to a regulator, discussing your pay or terms where the law protects that, or taking part in protected collective activity.
• Fit for work. Do not work under the influence of alcohol or drugs that impair your safety or judgement. Tell your manager if a prescribed medicine may affect safety-critical work.
• Public statements and social media. Speak for the organisation only if authorised. Personal posts must not disclose confidential information or harass others.

Ask your manager or [ethics@ channel] when you are unsure. Asking first is always the right choice.

4. Working time, breaks and where you work

4.1 Normal hours and recording time

Normal hours are set in your contract, usually [37.5 to 40] hours over [five] days. Record your working time in [time system] where your role or local law requires it. Accurate records protect you and help us meet working-time limits.

4.2 Overtime

Overtime must be approved in advance by your manager unless an emergency makes that impossible. Whether overtime is paid, compensated with time off or included in your salary depends on your contract and local law (section 14). Managers watch total hours so that nobody goes above the legal limits or works without the required rest.

4.3 Breaks and rest

You are entitled to breaks during the working day and rest between working days and weeks. The minimums differ by country; section 14 lists them. Take your breaks: they are a safety measure, not a reward.

4.4 Hybrid and remote work

4.5 Flexible working requests

You may ask to change your hours, times or place of work. Make the request in writing through [HR system]. We will discuss it with you, consider it seriously and reply within the time the local law sets (section 14), giving reasons if we cannot agree.

5. Pay, expenses and benefits

5.1 How pay is set

Pay is set using job levels and pay ranges based on objective, gender-neutral criteria: skills, effort, responsibility and working conditions. The criteria and the ranges for your level are published at [intranet link]. Pay progression follows the career framework and the annual review cycle.

5.2 Pay day and payslips

You are paid [monthly on the last working day / every two weeks on Friday]. Your payslip shows gross pay, each deduction and net pay. Report any error to payroll as soon as you notice it.

5.3 Your right to pay information

You may discuss your own pay with anyone. In EU entities you may also request, in writing, information on your own pay level and the average pay levels, by sex, for workers doing the same work or work of equal value. We answer within two months at the latest, and we remind all workers of this right each year. Use [pay-information request form]. See the Pay Transparency and Gender Pay Gap Report (hr/pay-transparency-gap-report) for how the averages are produced.

5.4 Expenses and allowances

Claim reasonable business expenses within [30] days with receipts, following the expenses policy. The home-office allowance is [amount per month] for approved hybrid and remote workers. Do not claim personal costs; false claims are treated as gross misconduct.

5.5 Benefits

6. Leave and time off

6.1 Annual leave

Your annual leave is [25] days plus public holidays for a full-time worker, or the local legal minimum if higher (section 14). Part-time workers receive a pro-rata amount. Book leave in [HR system] at least [two weeks] ahead for periods of five days or more. We encourage you to use all your leave in the leave year; carry-over rules are in the leave policy.

6.2 Sickness absence

Tell your manager before your normal start time on the first day of absence. Provide a medical certificate when local rules require one (section 14). Sick pay follows your contract and local law. On return, your manager holds a short return-to-work conversation focused on support and any adjustments.

6.3 Family leave

6.4 Other time off

• Bereavement leave: [days] for the loss of a close family member, and more on request.
• Public duties (jury service, reserve forces, elected office): as local law requires, with [pay top-up rules].
• Time off for emergencies involving dependants: reasonable unpaid time, or paid where the law requires.
• Medical and antenatal appointments: paid time off where the law requires; otherwise flexible time agreed with your manager.

7. Equality, inclusion and respect at work

7.1 Our commitment

We make decisions about hiring, pay, promotion, training and dismissal on merit and job-related criteria. We do not discriminate on any ground protected by the law of the country where you work, including sex, gender reassignment or gender identity where protected, race and ethnic origin, religion or belief, disability, age, sexual orientation, pregnancy and maternity, and marital or civil partnership status.

7.2 Reasonable adjustments

If a disability or health condition affects your work, tell your manager or the People team. We will discuss adjustments with you, and seek occupational health advice where useful. Applicants can ask for adjustments at any stage of recruitment.

7.3 Harassment and bullying

Harassment, sexual harassment and bullying are not tolerated, whether in the workplace, at work events, online or by customers or suppliers. We take reasonable steps to prevent it, including training for all workers and managers.

You can raise a concern with your manager, any People partner or the speak-up platform (section 11). We act promptly, keep the matter as confidential as possible and protect anyone who raises a concern in good faith from retaliation.

8. Health, safety and wellbeing

Everyone has a part in keeping work safe. We provide safe premises, equipment, training and risk assessments; you follow safe systems of work, use the protective equipment provided and report hazards.

• Report every injury, near miss or unsafe condition in [incident system] on the same day. US entities record cases in the Injury and Illness Log (hr/injury-illness-log).
• Emergency arrangements, first aiders and fire wardens are listed at each site entrance and on [intranet link].
• Workload and stress. Psychosocial hazards, such as excessive workload, poor role clarity or isolation, are assessed like any other risk. See the Psychosocial Risk Assessment (hr/psychosocial-risk-assessment).
• Lone and field work. Field service staff follow the lone-working check-in procedure.
• Hazard register. Site hazards are kept in the ISO 45001 Hazard Register (compliance/iso-45001-hazard-register).

9. Your personal data

We process your personal data to employ you, pay you, keep you safe and meet our legal duties. The worker privacy notice at [link] explains what we hold, why, the legal basis, who receives it, how long we keep it and your rights, including access, correction and objection.

• We keep processing to what is necessary and record it in our records of processing (compliance/gdpr-ropa).
• Any monitoring of systems or premises is described in section 10.3, limited to what is necessary and, where required, assessed in a data protection impact assessment (compliance/dpia) and discussed with workers' representatives.
• Pay and equality data used for pay reporting is used only for that purpose and reported in aggregate.
• Contact the Data Protection Officer at [dpo@ channel].

10. IT, devices and information security

10.1 Acceptable use

Company systems are for work. Limited personal use is allowed if it does not interfere with your work, break the law or create a security risk. Never use company systems to access illegal content or to harass anyone.

10.2 Security duties

• Use multi-factor authentication and a password manager; never share credentials.
• Lock your screen when you step away and keep devices updated.
• Report lost devices and suspected phishing to [security@ channel] at once; prompt reporting matters more than blame.
• Store work data only in approved systems. Do not paste confidential or personal data into public generative AI tools; use the approved tools listed at [link].
• Personal devices may access email and chat only through [mobile device management app].

10.3 Monitoring

We use security logging and filtering to protect systems and data. We do not read the content of your messages or monitor your activity except when a specific, documented reason exists (for example a security incident or a formal investigation), the check is authorised by [role], and it is lawful in your country. The full rules are in the IT acceptable use policy and the worker privacy notice.

11. Raising a concern: grievances and speaking up

11.1 Grievances

A grievance is a concern about your own work, such as how you are treated, your terms or working conditions. Try to resolve it informally with your manager first. If that does not work, or is not appropriate, raise a formal grievance in writing to [People team]. We will:

1. acknowledge it within [five] working days
2. invite you to a meeting without unreasonable delay, where you may be accompanied as allowed in your country (section 14)
3. investigate as needed and give you a written decision with reasons
4. offer an appeal to a manager not previously involved

The full process is in the Disciplinary and Grievance Procedure (hr/disciplinary-grievance-procedure).

11.2 Speaking up about wrongdoing

If you suspect fraud, bribery, a safety danger, a data breach, a breach of law or other wrongdoing, report it through the speak-up platform [link or phone], to [compliance function] or to the external authorities named in the Whistleblowing Policy (compliance/whistleblowing-policy). You may report anonymously. We will not tolerate retaliation against anyone who reports in good faith, and retaliation is itself a disciplinary matter.

12. Performance, conduct and disciplinary rules

12.1 Performance

Performance is discussed in regular one-to-one meetings (meetings/one-on-one) and an annual review (career/performance-review). Where performance falls short, your manager first gives clear feedback and support. If that does not work, a structured improvement plan may follow (hr/performance-improvement-plan).

12.2 Conduct and the disciplinary process

We aim to correct conduct problems fairly and consistently. The disciplinary process follows these principles:

• the facts are investigated before any decision
• you are told the allegation and see the evidence in advance
• you can state your case at a meeting and be accompanied as allowed in your country
• the outcome is proportionate and given in writing
• you can appeal

12.3 Gross misconduct

Some conduct may lead to dismissal without notice after a fair process. Examples include theft or fraud, violence, serious harassment, serious breach of safety rules, deliberate damage to property, serious information security breaches and being unfit for safety-critical work because of alcohol or drugs. The list is illustrative, not complete.

13. Leaving the organisation

• Resignation. Resign in writing to your manager and give the notice in your contract.
• Notice and garden leave. We may ask you not to work some or all of your notice where your contract allows.
• Final pay. Includes salary to your last day and payment for accrued but untaken leave where local law requires it. Deadlines for final pay differ by country and, in the US, by state.
• Return of property. Return devices, badges and documents on your last day. Access is removed at the end of that day.
• Exit interview. You are invited to a voluntary exit interview (hr/exit-interview); we use the themes, not your name, to improve.
• References. We confirm dates of employment and job title. Fuller references are given only with your agreement.

14. Country annex: dated EU, UK and US examples

The rows below are dated examples, checked on 2026-10-30, to show the kind of minimums each entity must record. They are not complete and do not state what applies to you. Each entity replaces them with its own national (and for the US, state and local) rules, checked by counsel.

14.1 European Union (minimums that national law transposes)

14.2 United Kingdom (England, Wales and Scotland)

14.3 United States (federal; states and cities add rules)

15. Policy register and acknowledgement

15.1 Policy register

15.2 Acknowledgement of receipt

I confirm that I have received the Employee Handbook version [3.0] and know where to find the full policies. I understand that the handbook is not a contract except where a section expressly says so, and that it does not limit any right I have under the law.

Glossary and references

References (checked 2026-10-30; check the current official texts):

• Directive (EU) 2019/1152 on transparent and predictable working conditions, Articles 4, 5 and 8: https://eur-lex.europa.eu/eli/dir/2019/1152/oj
• Directive 2003/88/EC concerning certain aspects of the organisation of working time, Articles 3 to 7; European Commission summary: https://employment-social-affairs.ec.europa.eu/policies-and-activities/rights-work/labour-law/working-conditions/working-time-directive_en
• Directive (EU) 2019/1158 on work-life balance for parents and carers: https://eur-lex.europa.eu/eli/dir/2019/1158/oj
• Directive (EU) 2023/970 on pay transparency, Articles 5 to 7 and 34: https://eur-lex.europa.eu/eli/dir/2023/970/oj
• Regulation (EU) 2016/679 (GDPR), Article 88: https://eur-lex.europa.eu/eli/reg/2016/679/oj
• GOV.UK, written statement of employment particulars: https://www.gov.uk/employment-contracts-and-conditions/written-statement-of-employment-particulars
• GOV.UK, holiday entitlement: https://www.gov.uk/holiday-entitlement-rights
• Acas Code of Practice on disciplinary and grievance procedures: https://www.acas.org.uk/acas-code-of-practice-on-disciplinary-and-grievance-procedures
• GOV.UK, gender pay gap reporting: https://www.gov.uk/government/collections/gender-pay-gap-reporting
• US Department of Labor, Family and Medical Leave Act: https://www.dol.gov/agencies/whd/fmla
• 29 U.S.C. 157 (National Labor Relations Act, section 7): https://www.law.cornell.edu/uscode/text/29/157

Standard and licence note

Based on public EU legislation (Directives 2003/88/EC, (EU) 2019/1152, (EU) 2019/1158, (EU) 2023/970 and Regulation (EU) 2016/679), UK government guidance and legislation (Open Government Licence v3.0), the Acas Code of Practice (cited by name only) and US federal sources (public domain), all cited by name, article or section and summarised in original wording; no legislative or Code text is reproduced. The country annex reflects the sources as checked on 2026-10-30 and is a set of dated examples, not a complete statement of the law. The Kestrelvane Instruments Group example is fictional. Check the current official texts for every entity. This is a documentation format, not legal advice; consult a qualified employment lawyer. Template licence: MIT.