Employee Handbook Template UK [Free Guide 2026]

Quick Answer: What Must a UK Employee Handbook Include?

A UK employee handbook should include your disciplinary and grievance procedures, equal opportunities policy, health and safety policy, and key employment terms. While there is no legal requirement to have a handbook, certain written policies are mandatory and a handbook is the most practical way to communicate them.

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Why Every UK Employer Needs a Handbook

Even though UK law does not mandate an employee handbook as a single document, it does require employers to provide several written policies and statements. Bringing these together in one handbook:

• Reduces disputes by setting clear expectations from day one
• Demonstrates compliance with employment legislation
• Provides a defence in tribunal claims (you can show the employee was aware of the rules)
• Saves management time by answering routine questions in one place
• Supports consistent treatment across the organisation

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Section-by-Section Template

1. Welcome and Company Overview

Start with a brief introduction to the company, its values, and the purpose of the handbook. State clearly whether the handbook is contractual or non-contractual -- most employers make it non-contractual to retain flexibility.

Tip: Include a sentence like: "This handbook is non-contractual and may be updated from time to time. The latest version is always available on [system/intranet]."

2. Employment Terms and Conditions

While the written statement of employment particulars (required under section 1 of the Employment Rights Act 1996) is a separate legal document, your handbook can expand on key terms:

• Hours of work and any flexibility arrangements
• Probationary period and review process
• Notice periods for both employer and employee
• Pay arrangements including pay day, deductions, and overtime

3. Leave and Absence

Cover your absence reporting procedure clearly: who to contact, by when, and what evidence is required (self-certification for the first 7 days, fit note thereafter).

4. Disciplinary and Grievance Procedures

These are legally required to be included in, or referenced by, the written statement of employment particulars. Your procedures should follow the ACAS Code of Practice on disciplinary and grievance procedures.

Key elements:

• Informal resolution stage
• Investigation process
• Right to be accompanied at formal meetings
• Possible outcomes (warnings, dismissal)
• Appeal process

5. Equal Opportunities and Anti-Discrimination

Set out your commitment to equality under the Equality Act 2010. Cover:

• The 9 protected characteristics (age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, sexual orientation)
• Zero tolerance for harassment, bullying, and victimisation
• How to raise a complaint
• Reasonable adjustments for disabled employees

6. Health and Safety

If you employ 5 or more people, you must have a written health and safety policy. Cover:

• General statement of commitment
• Responsibilities (employer, managers, employees)
• Risk assessment process
• Fire safety and evacuation procedures
• First aid arrangements
• Accident reporting (RIDDOR obligations)
• Display screen equipment (DSE) for office and remote workers

7. Data Protection and Privacy

Under UK GDPR, you must provide employees with a privacy notice explaining:

• What personal data you collect and why
• The lawful basis for processing (usually contract, legal obligation, or legitimate interest)
• How long you retain data
• Who you share data with (payroll providers, pension providers, HMRC)
• Employee rights (access, rectification, erasure, portability)
• How to make a subject access request

8. IT, Social Media, and Communications

• Acceptable use of company equipment and email
• Social media policy (personal and professional)
• Monitoring policy (if you monitor emails, internet use, or calls)
• Data security expectations (passwords, encryption, remote working)

9. Whistleblowing

Set out how employees can raise concerns about wrongdoing under the Public Interest Disclosure Act 1998:

• Who to report to (internal and external options)
• Protection against detriment or dismissal for whistleblowing
• Confidentiality assurances

10. Additional Policies

Depending on your business, consider including:

• Flexible working request process
• Expenses policy
• Training and development opportunities
• Company benefits summary
• Alcohol and drugs policy
• Dress code (if applicable)
• Environmental and sustainability policy

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Common Mistakes to Avoid

• Making the handbook contractual without intending to -- use clear non-contractual language
• Copying a template without adapting it to your actual practices
• Not updating it when the law changes (e.g., new SSP rates, flexible working reforms)
• Using overly legalistic language that employees cannot understand
• Not getting employees to acknowledge receipt -- have them sign or digitally confirm they have read it
• Omitting the ACAS Code requirements for disciplinary and grievance procedures

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How Often Should You Update Your Handbook?

Review your handbook at least annually and whenever:

• Employment legislation changes (e.g., new statutory rates each April)
• You introduce new policies or benefits
• A tribunal case highlights a gap in your procedures
• Your business structure or working arrangements change significantly

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Using Grove to Manage Your Employee Handbook

Grove lets you store your employee handbook digitally so every team member can access the latest version. When you update a policy, Grove can notify employees and track acknowledgements automatically.

Get started with Grove and simplify your employee handbook management.