Code of conduct template for an employee handbook: free and customizable
Also known as: Employee code of conduct template, Workplace conduct policy template, Staff conduct policy, Handbook code of conduct section
A free code of conduct section for an employee handbook. It covers respectful behavior, conflicts of interest, gifts, confidential information, use of company resources, how to raise a concern and what happens when the rules are broken. Replace the bracketed placeholders and keep only what applies to your company.
A code of conduct says how people are expected to behave at work and what happens when they do not. Employees read it once at the start and again when something goes wrong, so it has to be short, concrete and fair. This section is written in plain language and works in most countries. The parts that depend on local law, such as discrimination rules, discipline procedures and protection for people who report concerns, are marked for you to check.
SECTION HEADER
[COMPANY LEGAL NAME] Code of Conduct Version: [1.0] Effective date: [YYYY-MM-DD] Applies to: [ALL EMPLOYEES, CONTRACTORS AND INTERNS / THE GROUPS LISTED] Owner: [HR / PEOPLE TEAM / ROLE]
1. PURPOSE
This code explains how we work with each other, with customers and with partners. It applies to everything you do for [COMPANY NAME], at the office, remotely, at events and online. If the code and the law of the country in which you work differ, the stricter rule applies.
2. RESPECT AT WORK
We treat each other with respect. This means: - We do not discriminate or harass, including on the basis of [PROTECTED CHARACTERISTICS UNDER LOCAL LAW, FOR EXAMPLE SEX, AGE, RACE, ETHNIC ORIGIN, RELIGION, DISABILITY, SEXUAL ORIENTATION]. - We do not bully, threaten, intimidate or humiliate anyone. - We do not make unwelcome comments, jokes or physical contact of a sexual nature. - We listen to disagreement and answer it with arguments. Harassment procedures are described in [LINK TO POLICY].
3. HONESTY AND CONFLICTS OF INTEREST
We act honestly. This means: - We do not falsify records, expenses, timesheets or reports. - We tell [MANAGER / HR] before we take a second job, a board seat or a financial interest that could conflict with our work here. - We do not use our position to benefit ourselves, family members or friends. - We do not take part in decisions about a person we have a close personal or financial relationship with.
4. GIFTS AND HOSPITALITY
You may accept or give a gift or hospitality only if it is modest, infrequent, openly given and not meant to influence a decision. As a guide, the limit is [AMOUNT AND CURRENCY] per gift and [AMOUNT AND CURRENCY] per year from one source. Tell [MANAGER / COMPLIANCE CONTACT] about anything above the limit. Never accept or offer cash, and never give anything to a public official without [APPROVAL ROLE]'s written approval.
5. CONFIDENTIAL INFORMATION AND PERSONAL DATA
We protect information that belongs to the company, our customers and our colleagues. Do not share confidential information outside the company or with colleagues who do not need it. Handle personal data as described in [LINK TO DATA PROTECTION POLICY]. These obligations continue after you leave the company.
6. COMPANY RESOURCES
Use company money, equipment, systems and time for company purposes. [LIMITED PERSONAL USE OF COMPANY DEVICES IS / PERSONAL USE OF COMPANY DEVICES IS NOT] allowed. Details are in [LINK TO EQUIPMENT AND SECURITY POLICY].
7. RAISING A CONCERN
If you see or suspect behavior that breaks this code or the law, speak up. You can talk to your manager, to [HR CONTACT], or use [REPORTING CHANNEL, FOR EXAMPLE AN ANONYMOUS REPORTING CHANNEL OR E-MAIL ADDRESS]. We take every report seriously, we keep it as confidential as the investigation allows, and we do not tolerate retaliation against anyone who raises a concern in good faith.
8. CONSEQUENCES
A breach of this code can lead to [A CONVERSATION, A WRITTEN WARNING, SUSPENSION, DISMISSAL] depending on how serious it is, and may be reported to the authorities where the law requires it. We follow a fair process: you will be told what is alleged and given a chance to respond before a decision is made.
9. ACKNOWLEDGEMENT
I have read and understood the Code of Conduct and I will follow it. Name: [EMPLOYEE FULL NAME] Signature: _________________ Date: [YYYY-MM-DD]
When to use this template
- You are writing your first employee handbook and need the conduct section
- Your existing rules are scattered over e-mails and need to be in one place
- You are opening in a new country and need a version that employees there can sign
What a good code of conduct does
- States the standard in concrete behaviors, so people can tell what is and is not acceptable
- Names who to talk to and gives more than one route, so a person is never forced to report to the person they are reporting
- Promises that nobody suffers for raising a concern in good faith, and means it
- Says what the consequences are and that they are applied the same way to everyone
- Fits on a few pages. A code that nobody finishes reading protects nobody
Customization notes
Section 2: use the protected characteristics listed in the law of the country where the employee works. The list differs by country. Section 4: set a gift limit that people can actually follow, and name one person who answers questions about it. Section 7: offer at least two routes to report a concern. If you have more than the legal threshold for employees, your country may require a formal internal reporting channel for certain kinds of reports, so check. Section 8: keep the list of consequences honest. Do not promise dismissal for everything or nothing, and check the disciplinary procedure that local law and the employment contract require. Have a lawyer in each country read the final version, especially section 8, because the discipline rules are local.
Frequently asked questions
What should a code of conduct include?
Respectful behavior and anti-harassment rules, honesty and conflicts of interest, gifts and hospitality, confidentiality and data protection, use of company resources, how to raise a concern and the consequences of breaking the rules.
Is a code of conduct legally required?
Not usually as a single document, although some laws require parts of it, such as an anti-harassment policy or a reporting channel. Check the rules where you employ people. A written code is also the best evidence that the rules were communicated.
Do employees have to sign the code of conduct?
A signed acknowledgement is good practice because it shows that the employee received and read the rules. In some countries changes to employment terms need the employee's agreement, so check before you add the code to existing contracts.
How long should a code of conduct be?
A few pages. People should be able to read it in ten minutes. Put detail into separate policies and link to them.