How to Use This Checklist
Click each checkbox to mark items as complete. Your progress is automatically saved to your browser. Use this checklist to:
✅ Three Ways to Use This Tool
1. Draft new employee handbooks: Ensure you don't miss any essential UK employment law policies
2. Review existing handbooks: Audit your current policies against all 48 compliance points
3. Update your handbook: Check your handbook covers new legal requirements like flexible working rights, SSP changes, and updated GDPR rules
⚠️ What Makes a Valid Employee Handbook?
📋 Legal Status: While not legally required, a comprehensive employee handbook is essential evidence in tribunals and sets clear expectations for staff behavior and company policies.
⚖️ Statutory Compliance: Must comply with: Working Time Regulations, Equality Act 2010, Employment Rights Act 1996, Health & Safety at Work Act 1974, GDPR/Data Protection Act 2018, ACAS Code of Practice.
🎯 Essential Policies: Working hours, annual leave (minimum 28 days), sickness absence, disciplinary procedures, grievance procedures, equality & diversity, health & safety, data protection, pension auto-enrolment.
💼 Common Issues: Outdated flexible working rules, inadequate harassment policies, missing GDPR provisions, non-ACAS compliant disciplinary procedures, unclear social media policies, insufficient health & safety information
⚠️ Understanding Importance Levels
🔴 Critical: Must have - statutory requirement or creates serious legal/tribunal risk if omitted
🟡 Important: Should have - best practice and strong legal protection
🔵 Recommended: Nice to have - enhances clarity and prevents disputes
1. Company Information & Welcome (4 items)
Company Name and Legal Details
Full legal company name, registered address, and company registration number. Establishes employer identity for legal purposes. Should match employment contracts and Companies House records. Essential for legal documentation.
🔴 Critical
Handbook Effective Date
Date the handbook comes into effect. Important for version control and establishing which policies apply. Include version number for updates. Good practice to review annually and update as legislation changes.
🟡 Important
Company Mission, Vision, and Values
Company's purpose, goals, and core values. Not legally required but important for culture and expectations. Helps employees understand company ethos and expected behaviors. Sets tone for workplace standards and conduct.
🔵 Recommended
Handbook Status and Disclaimer
Statement that handbook is guidance only and not contractual unless specifically stated. Protects employer flexibility to change policies. Should state: "This handbook provides guidance but does not form part of your contract of employment unless expressly incorporated."
🔴 Critical
2. Working Hours & Attendance (5 items)
Standard Working Hours
Normal working hours and working week (e.g., "37.5 hours per week, Monday-Friday 9am-5:30pm"). Required by Employment Rights Act 1996. Must state clearly for Working Time Regulations compliance. Maximum 48-hour week unless opted out. Include lunch break arrangements.
🔴 Critical
Flexible Working Policy
Rights and process for requesting flexible working. From day one, all employees can request flexible working (Employment Relations (Flexible Working) Act 2023). Must handle requests reasonably and respond within 2 months. Can only refuse on specific business grounds. Include how to apply.
🔴 Critical
Remote/Hybrid Working Policy
Rules for working from home or hybrid arrangements. Post-COVID essential for many roles. Cover: frequency, equipment provision, health & safety requirements, broadband expectations, insurance implications, right to recall to office. Clarify whether contractual right or at employer discretion.
🟡 Important
Timekeeping and Lateness
Expectations for punctuality and attendance recording. State how lateness is recorded and managed. Include process for notifying lateness. Persistent lateness can lead to disciplinary action. Essential for managing attendance issues fairly and consistently.
🟡 Important
Overtime and Time Off In Lieu (TOIL)
Policy on overtime working and TOIL arrangements. Clarify whether overtime is voluntary or required, how it's compensated (paid or TOIL), rates of pay, and approval process. Important for Working Time Regulations and wage compliance. Include whether there's a minimum threshold.
🔵 Recommended
3. Annual Leave Policy (5 items)
Annual Leave Entitlement
Total holiday allowance. Statutory minimum: 28 days (5.6 weeks) for full-time including bank holidays. Working Time Regulations 1998. Must state whether bank holidays are included in or added to this. Part-time pro-rated. Critical for legal compliance and employee rights.
🔴 Critical
Holiday Year Dates
When holiday year runs: calendar year (Jan-Dec), tax year (Apr-Mar), or custom period. Essential for accrual, carry-over, and payment calculations. Must be clearly stated. Affects entitlement for new starters and leavers. Should align with payroll and HR systems.
🔴 Critical
Booking and Notice Requirements
Process for requesting holiday and notice periods. Statutory requirement: twice the length of leave (e.g., 2 weeks notice for 1 week holiday). Can require longer notice in handbook. Include approval process, maximum consecutive days, busy periods restrictions. Essential for business planning.
🟡 Important
Carry Over Policy
Whether unused holiday can carry to next year. Statutory: must allow 4-week carry-over if prevented by: long-term sickness, maternity/family leave, or employer prevented them taking it. Otherwise can require "use it or lose it". State maximum carry-over days and deadline for use.
🟡 Important
Holiday During Sickness
Rules if employee falls ill during booked holiday. European Court case law: employees can reclaim holiday falling during sickness if they provide medical certificate. Can require notification within specific timeframe. Important for preventing abuse while respecting genuine illness rights.
🟡 Important
4. Sickness Absence Policy (5 items)
Statutory Sick Pay (SSP) Entitlement
Employee rights to SSP. Currently £118.75/week (2025 rate) from day 4 of sickness for up to 28 weeks. Note: Employment Rights Bill proposes day-one SSP. Qualify if earning £123+/week. Social Security Contributions and Benefits Act 1992. Must inform employees of rights.
🔴 Critical
Company Sick Pay Policy
Occupational sick pay above SSP (if offered). Not required but attractive benefit. Common: full pay for X weeks, half pay for Y weeks, then SSP. Specify qualifying service, maximum entitlement period, whether SSP is included or additional. Important for recruitment and retention.
🔵 Recommended
Notification Requirements
When and how to report sickness. Standard UK: notify manager by specific time on first day (e.g., 9am), call each day or as agreed, self-certify for 7 days, GP fit note from day 8. Essential for managing absence, SSP records, and fraud prevention. Disciplinary if not followed.
🔴 Critical
Return to Work Procedures
Process on returning from sickness. Include: return-to-work interview with manager, completion of self-certification form, discussion of absence reason and support needed, referral to occupational health if appropriate. Important for monitoring patterns and preventing long-term absence.
🟡 Important
Managing Long-Term Sickness
Procedures for prolonged absence. Include: regular contact, occupational health referrals, consideration of reasonable adjustments, return-to-work plans, phased returns. Must handle sensitively under Equality Act 2010 if disability-related. Can potentially dismiss fairly after proper process but must explore alternatives first.
🟡 Important
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5. Code of Conduct & Standards (4 items)
Dress Code Policy
Standards for workplace appearance. Can range from business formal to casual. Must be non-discriminatory and allow religious/cultural dress. Can't require women to wear heels/makeup (Equality Act 2010). Be specific but reasonable. Include exceptions for safety requirements.
🔵 Recommended
Social Media and Online Conduct
Guidelines for social media use. Must balance employee freedom of expression with protecting reputation. Can prohibit: speaking on behalf of company, disclosing confidential info, bringing company into disrepute. Can't restrict reasonable personal use. Important for brand protection and preventing tribunal claims.
🟡 Important
Alcohol and Drugs Policy
Rules on alcohol/drugs at work. Standard policy: prohibited during working hours and on premises except authorized events. Being under influence is gross misconduct. Can conduct reasonable drug/alcohol testing in safety-critical roles with clear policy. Must consider addiction as potential disability.
🟡 Important
Outside Business Interests
Policy on second jobs and business interests. Can't prevent employees having second job outside working hours unless conflicts with employer's business or affects performance. Should require disclosure of interests that might conflict. Include approval process for external work during business hours.
🔵 Recommended
6. IT & Equipment Use (4 items)
Acceptable Use of Company IT
Rules for using company computers, email, internet. Can restrict: illegal content, excessive personal use, inappropriate websites, downloading unauthorized software. Must be reasonable. Include that systems are company property. Breach can be disciplinary offense. Essential for security and productivity.
🟡 Important
Monitoring of Communications
Whether you monitor emails/internet. Telecommunications (Lawful Business Practice) Regulations 2000: can monitor for: compliance, crime detection, service quality, national security. Must inform employees monitoring takes place. GDPR requires lawful basis. Include in IT policy and employee acknowledgment.
🔴 Critical
Data Protection and Confidentiality
Obligations under UK GDPR and Data Protection Act 2018. All employees must: process personal data lawfully, maintain confidentiality, follow security procedures, report breaches immediately, complete data protection training. Breaches can result in ICO fines (up to £17.5m/4% turnover) and dismissal.
🔴 Critical
Security and Password Requirements
IT security expectations. Include: strong password requirements, not sharing passwords, locking screens when away, reporting lost devices, not using public WiFi for work, encryption requirements. Essential for cyber security and GDPR compliance. Include consequences of security breaches.
🟡 Important
7. Health & Safety (4 items)
Health & Safety Responsibilities
Employee duties under Health & Safety at Work Act 1974. All employees must: take reasonable care for own and others' safety, cooperate with H&S measures, not interfere with safety equipment, report hazards/accidents, follow safety procedures and training. Employer responsible for providing safe workplace.
🔴 Critical
Accident Reporting Procedures
How to report accidents, near misses, and dangerous occurrences. RIDDOR 2013: must report serious workplace accidents to HSE. Include internal reporting process, accident book location, investigation procedures. Important for legal compliance and preventing future incidents. Failure to report can result in HSE prosecution.
🔴 Critical
First Aid and Emergency Procedures
Location of first aid facilities and trained first aiders. Health & Safety (First-Aid) Regulations 1981 require adequate provision. State: where first aid kits are, who appointed first aiders are, how to contact them in emergency. Include fire evacuation procedures and assembly points.
🟡 Important
Display Screen Equipment (DSE) Assessments
Rights for office workers using computers. Health & Safety (Display Screen Equipment) Regulations 1992: employers must provide DSE assessments, adjustable furniture, eye test contributions, regular breaks. Include how to request assessment and equipment. Important for preventing RSI and eye strain claims.
🟡 Important
8. Equality, Diversity & Dignity at Work (5 items)
Equal Opportunities Statement
Commitment to equality. Equality Act 2010 protects: age, disability, gender reassignment, marriage/civil partnership, pregnancy/maternity, race, religion/belief, sex, sexual orientation. State: zero tolerance for discrimination, decisions based on merit, welcome diverse applicants. Essential legal compliance.
🔴 Critical
Anti-Harassment and Bullying Policy
Zero tolerance for harassment and bullying. Harassment: unwanted conduct related to protected characteristic that violates dignity or creates hostile environment. Bullying: offensive, intimidating, insulting behavior. Both are serious misconduct. Include reporting procedure and support available. Employer liable for employee harassment.
🔴 Critical
Reasonable Adjustments for Disability
Duty to make reasonable adjustments. Equality Act 2010 requires employers accommodate disabled employees: modify premises, alter working arrangements, provide equipment, allow flexibility. "Reasonable" depends on: effectiveness, practicality, cost, organization size. Include how to request adjustments. Failure to adjust can be discrimination.
🔴 Critical
Pregnancy and Maternity Rights
Rights during pregnancy and after birth. Include: paid time off for antenatal appointments, health & safety risk assessment, maternity leave (52 weeks), Statutory Maternity Pay (39 weeks), protection from discrimination/dismissal, right to return to same job. Employment Rights Act 1996 and Equality Act 2010.
🔴 Critical
Family-Friendly Rights
Paternity, parental, and dependents leave. Include: paternity leave (2 weeks), shared parental leave (up to 50 weeks shared), unpaid parental leave (18 weeks per child under 18), time off for dependents (emergency only). Important for work-life balance and legal compliance. Must not penalize for taking leave.
🟡 Important
9. Training & Development (3 items)
Probation Period Reviews
Probation process and assessment criteria. Typically 3-6 months in UK. Include: when reviews occur, who conducts them, assessment criteria, right to extend, consequences of failure. Probation allows employer to assess suitability and employee to test role. Shorter notice applies during probation.
🟡 Important
Performance Review Process
Frequency and format of performance appraisals. Common: annual or 6-monthly reviews. Include: objectives setting, competency assessment, development planning, rating system, link to pay reviews. Regular reviews essential for managing performance, setting expectations, and preventing tribunal claims related to dismissal.
🔵 Recommended
Training and Development Opportunities
Company approach to employee development. Include: induction training, mandatory compliance training, skills development opportunities, professional qualifications support, career progression. Not legally required but important for retention, skills, and company success. State whether paid time and if costs must be repaid if leave soon after.
🔵 Recommended
10. Benefits & Additional Perks (4 items)
Workplace Pension Scheme
Auto-enrolment pension details. Pensions Act 2008: all eligible employees (earning £10,000+, aged 22+) must be auto-enrolled. Minimum 8% total contribution (3% employer, 5% employee). Include: scheme provider, contribution rates, when enrolment occurs, opt-out rights. Can postpone up to 3 months. Critical legal requirement.
🔴 Critical
Additional Company Benefits
Other benefits offered: private health insurance, life insurance, income protection, critical illness cover, dental/optical, gym membership. State: eligibility (e.g., after 3 months), who's covered, contribution levels. These are valuable recruitment/retention tools. Clarify whether benefits are contractual or discretionary.
🔵 Recommended
Salary Sacrifice Schemes
Tax-efficient benefit schemes available: cycle to work, electric vehicle, pension additional voluntary contributions (AVCs), childcare vouchers (if enrolled pre-2018). Explain: how schemes work, tax/NI savings, how to apply, impact on other benefits. Popular employee benefit with tax advantages.
🔵 Recommended
Employee Assistance Programme (EAP)
Confidential support service for personal problems. Typically includes: counselling, legal advice, financial guidance, mental health support. Available 24/7. Promotes wellbeing and helps with stress, anxiety, relationship issues. Include how to access. Important for duty of care and mental health support.
🔵 Recommended
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11. Disciplinary & Grievance Procedures (5 items)
Disciplinary Procedure
Full ACAS Code-compliant disciplinary procedure. Required by ERA 1996 s.1. Must follow: inform employee of issue, investigate, invite to meeting, allow representation, explain possible outcomes, allow appeal. Failure to follow ACAS Code can increase tribunal awards 25%. Include stages: informal, first written warning, final written warning, dismissal.
🔴 Critical
Examples of Gross Misconduct
List of offenses justifying summary dismissal. Common examples: theft/fraud, physical violence, serious bullying/harassment, being drunk/on drugs at work, serious breach of H&S, gross negligence causing major loss, serious data breach. Non-exhaustive list. Gross misconduct allows dismissal without notice but still requires fair procedure.
🔴 Critical
Grievance Procedure
Process for raising workplace complaints. Required by ERA 1996 s.1. Must follow ACAS Code: employee raises in writing, meeting held without unreasonable delay, employee can bring companion, written outcome given, allow appeal. Covers complaints about: working conditions, colleagues, managers, discrimination. Non-compliance increases tribunal awards 25%.
🔴 Critical
Right to Be Accompanied
Statutory right to bring companion to formal meetings. Employment Relations Act 1999: employees can bring colleague or trade union rep to disciplinary/grievance meetings. Companion can: address hearing, confer with employee, but NOT answer questions on their behalf. Must inform employee of this right. Refusing companion can be separate tribunal claim.
🔴 Critical
Appeals Process
Right to appeal disciplinary decisions or grievance outcomes. ACAS Code requires meaningful appeal to more senior manager. Employee should state appeal grounds in writing. Appeal can be rehearing or review depending on circumstances. Lack of proper appeal makes dismissal potentially unfair and increases compensation. Include appeal timeframes.
🔴 Critical
⚡
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Next Steps
Now that you've reviewed the compliance checklist, you have three options:
✅ Use Our Ready-Made Template (Recommended)
Save hours of legal research and drafting. Our professionally-crafted employee handbook covers all 48 compliance points with legally-sound wording. It includes all required policies: working hours, flexible working, annual leave, sickness, equality & diversity, disciplinary procedures, GDPR, health & safety, and more. Available in both Interview Mode (guided) and Editor Mode (direct editing) for just £10.
📝 Draft Your Own Handbook
Use this checklist as your guide, but remember: getting the legal wording correct is complex. Flexible working rights, ACAS Code compliance, Equality Act 2010 protections, GDPR requirements, and Working Time Regulations require precise language. A single error can result in tribunal claims or HSE penalties.
⚖️ Book a Legal Consultation
For complex situations, multi-site businesses, or organizations with unique requirements, consider booking a consultation with our legal professionals for personalized advice tailored to your specific circumstances.