Employee handbook template

Employee Handbook

[Company name]

Effective date: [Effective date of this handbook]

1. Welcome

Welcome to [Company name]. We are glad you are here.

[One line about your business]

This handbook explains how we work together: how you are scheduled and paid, how to ask for time off, what we expect from each other and what happens if you leave. Please read it in your first week and ask [Who employees ask about this handbook] about anything that is unclear.

This handbook is a summary of our policies. It is not a contract of employment and does not promise employment for any period. Where a federal, state or local law gives you more than this handbook does, that law applies. We may update the handbook; we will tell you in writing before a change takes effect.

[Owner or manager name (signs the welcome)]

2. The employment relationship

All states except Montana: Employment with [Company name] is at will. You may resign at any time, and the company may end the employment relationship at any time, with or without cause or advance notice, as the law allows. Only the owner can change this in a written agreement signed by both of you.

Montana only: New employees serve a probationary period of [Probationary period (optional; needed in Montana)].

Montana only: During the probationary period, you or the company may end the employment on notice to the other, for any reason or for no reason. (official source)

Montana only: After you complete the company's probationary period, [Company name] will end your employment only for good cause, as Montana law provides. You may resign at any time. (official source)

Montana only: [Note for you, delete before sharing: Montana Code Annotated § 39-2-904(1)(b), part of the Wrongful Discharge from Employment Act, makes a discharge wrongful when it was not for good cause and the employee had completed the employer's probationary period. A discharge is also wrongful under the same section if the employer materially violated an express provision of its own written personnel policy, so write the discipline and probation rules in this handbook the way you will actually apply them.] (official source)

[Note for you: Choose your state above to see its rule on at-will employment and its exceptions, or check it with your state labor office before you send this.]

3. Equal opportunity and a workplace free of harassment

[Company name] makes decisions about hiring, pay, scheduling, training, discipline and every other part of employment without regard to race, color, religion, sex (including pregnancy, sexual orientation and gender identity), national origin, age, disability, genetic information, or any other characteristic protected by the federal, state or local law that applies where you work.

Harassment based on any of these characteristics is not allowed, whether it comes from a manager, a coworker, a customer or a supplier. This includes unwelcome comments, jokes, images, messages, touching and requests for dates or favors.

If you experience or see harassment or discrimination, tell [Who employees report harassment or discrimination to]. If that person is involved, tell [Second person to report to, if the first is involved]. You can report in person, by phone or in writing. We will look into every report promptly and as confidentially as we can, and we will take action where it is needed.

[Company name] does not retaliate against anyone who reports discrimination or harassment in good faith, helps with an investigation, or asks for an accommodation. If you need a change at work because of a disability, pregnancy or religious practice, ask [Who employees report harassment or discrimination to] and we will talk about what is possible.

[Note for you, delete before sharing: which federal equal employment laws cover you depends on how many employees you have, and state and local laws often cover smaller employers than federal law does. The EEOC small business pages explain who is covered.] (official source)

4. Attendance and punctuality

Schedules: [How schedules are set]. Please be ready to work at the start of each scheduled shift.

If you will be absent or late, tell [Who employees tell when they are absent or late]: [How and when to call in]. Give the reason in general terms and when you expect to return; you do not need to share medical details.

Missing a shift without contacting us before it starts (a no call, no show) is a serious attendance problem. We will try to reach you. If you miss several shifts in a row without contact, we may treat it as a resignation, as described in our attendance policy.

Absences protected by law, such as paid sick leave under a state or local law, family and medical leave, leave needed as an accommodation, jury duty and military service, do not count against you.

5. Pay, paydays and hours

• Workweek: [Your workweek]
• Recording time: [How time is recorded]
• Paydays: [How often you pay]. [Payday]

Record all the time you work, including time before or after a shift. Working off the clock is not allowed, even if you offer to. Employees who are not exempt from overtime are paid overtime for hours worked over 40 in a workweek, and under any state or local overtime rule that applies. Overtime needs a manager's approval in advance, but approved or not, all hours worked are paid. (official source)

Your pay stub shows your hours, pay and deductions. If your pay looks wrong, tell [Who employees ask about this handbook] right away; we will look into it and correct any error no later than the next payday. No one will be treated badly for asking about their pay.

[Note for you: Choose your state above to see its rule on how often wages are paid, or check it with your state labor office before you send this.]

[Note for you: Choose your state above to see its rule on the minimum wage, or check it with your state labor office before you send this.]

6. Meal and rest breaks

[Meal and rest breaks]

If you need to express breast milk at work, for your child during the first year after birth, you will get reasonable break time and a space, other than a bathroom, that is shielded from view and free from intrusion. Tell [Who employees ask about this handbook] and we will arrange it. (official source)

[Note for you, delete before sharing: federal law does not require meal or rest breaks, but the Department of Labor explains that short breaks you do give (usually 5 to 20 minutes) count as paid work time, while bona fide meal periods (typically 30 minutes or more) are not work time. Several states require meal or rest breaks; check your state before you write this section.] (official source)

[Note for you: Choose your state above to see its rule on meal breaks, or check it with your state labor office before you send this.]

[Note for you: Choose your state above to see its rule on rest breaks, or check it with your state labor office before you send this.]

7. Paid time off and holidays

[Paid time off (PTO) in one or two sentences]

Paid holidays: [Paid holidays].

Ask for planned time off as early as you can, following the PTO policy. Requests are approved based on scheduling needs.

[Note for you: Choose your state above to see its rule on paying out unused vacation or PTO, or check it with your state labor office before you send this.]

California, Colorado, Illinois and Montana only: [Note for you, delete before sharing: under the verified rule for your state (see the note above), earned and unused vacation is owed when employment ends. Do not write a rule in this handbook that says earned vacation is lost at separation.]

8. Sick leave

[Sick leave in one or two sentences]

Using sick leave that you are entitled to will not count as an attendance occurrence and will not lead to discipline. (official source)

[Note for you: Choose your state above to see its rule on paid sick leave, or check it with your state labor office before you send this.]

9. Conduct at work

We expect everyone to:

• treat coworkers, customers and suppliers with respect;
• follow safety rules, use the safety equipment provided, and report any injury, near miss or hazard to [Who employees tell when they are absent or late] right away;
• come to work fit to work, and never work under the influence of alcohol or drugs;
• handle cash, stock and company property honestly;
• keep customer information and the company's business information private.

Dress code: [Dress code].

When a problem comes up, we usually start with a conversation and a written record, then a written warning, then a final warning. Depending on how serious the problem is, we may skip steps. You can always add your own comments to any warning.

Nothing in this handbook limits your right to talk with coworkers or others about your pay, hours or other working conditions, or to take part in any other activity that the law protects. (official source)

10. Technology and company devices

Company devices, accounts and data belong to [Company name]. Use them for work, keep your passwords to yourself, and tell [Who employees ask about this handbook] right away if a device is lost or you think an account has been accessed by someone else.

Do not share customer information, photos of customers or private company information on social media. This does not stop you from talking about your own pay or working conditions.

Personal phones: [Personal phones at work].

[Note for you, delete before sharing: if you monitor company email, devices or accounts, say so here in plain words. Some states require written notice to employees before electronic monitoring; check with your state labor office.] (official source)

11. Leaving the company

If you decide to resign, we ask for [Notice you ask for when someone resigns] of notice in writing, so we can plan the handover and your final pay.

Before or on your last day, please return company property: [Company property to return].

Your final paycheck will be paid on the schedule set by the law of the state where you work. Unused paid time off is handled as the PTO policy and state law provide. Information about continuing any benefits will be sent to you separately.

[Note for you: Choose your state above to see its rule on final pay after a resignation, or check it with your state labor office before you send this.]

[Note for you: Choose your state above to see its rule on final pay after a termination, or check it with your state labor office before you send this.]

Acknowledgement of receipt

I have received the Employee Handbook of [Company name], effective [Effective date of this handbook]. I understand that it is my responsibility to read it and to ask [Who employees ask about this handbook] about anything I do not understand. I understand that the handbook is not a contract of employment for any particular period and that the company may update it with written notice.

[Company name]: How we work

• Paydays: [every two weeks, Friday], by [direct deposit]. Record all your time on [the tablet by the back door].
• Absent or late: tell [name] by [call or text to 555-0142] at least [2 hours] before your shift.
• Breaks: [30-minute unpaid meal break for shifts over 6 hours].
• Time off: [PTO and sick leave in one or two sentences].
• Problems at work, including harassment: tell [name]; if [name] is involved, tell [second person]. No one is punished for reporting in good faith.
• Leaving: please give [two weeks] of notice in writing. Final pay follows the law of the state where you work.

This page is not a contract of employment. I have received it: [signature and date]

Schedules and shift swaps

The schedule for the next week is posted in [the scheduling app] every [Thursday]. To swap a shift, agree it with a coworker and ask [the shift manager] to approve it in the app before the shift. A swap is final only once it is approved.

Tips

[How tips are collected, recorded and paid, and who shares in any tip pool.]

Working remotely

Remote work is available for [roles] with [manager] approval. Your working hours are [hours], and you record all time worked in [system], including time spent on calls or messages outside those hours.

The company provides [laptop, headset] and reimburses [internet or phone costs as described in the expense policy]. Tell [name] before you move to a different state, because different state laws may apply to your job.

Handbook update

Date: [date]. Takes effect: [date, at least two weeks later]

We are updating section [number, name] of the Employee Handbook. From [date], [new rule]. Until then, the current rule applies. [PTO already earned is not affected.]

Nothing else in the handbook changes. Please sign below to confirm you received this update, and ask [name] about anything unclear.

Employee signature and date: ______________________

Acknowledgement of receipt: Employee Handbook

I received the Employee Handbook of [company name], version dated [date], on [date]. I understand that I should read it and ask [name] about anything I do not understand. I understand that the handbook is not a contract of employment for any particular period and may be updated with written notice.

[State] supplement to the Employee Handbook

This supplement applies to employees who work in [state]. Where it differs from the main handbook, this supplement applies.

• Paydays: [rule for this state]
• Meal and rest breaks: [rule for this state]
• Paid sick leave: [rule for this state]
• Final pay and unused PTO: [rule for this state]

Employee Handbook

Harbor Street Bakery

Effective date: March 2, 2026

1. Welcome

Welcome to Harbor Street Bakery. We bake everything on site, every morning, for our neighbors on Harbor Street. This handbook explains how we work together. Please read it in your first week and ask Dana Ortiz, Owner (555-0142), about anything that is unclear.

This handbook is a summary of our policies. It is not a contract of employment. Where a law gives you more than this handbook does, that law applies. We will tell you in writing before any change takes effect.

2. The employment relationship

Employment with Harbor Street Bakery is at will. You may resign at any time, and the bakery may end the employment relationship at any time, with or without cause or advance notice, as the law allows.

3. Equal opportunity and a workplace free of harassment

We make every employment decision without regard to race, color, religion, sex (including pregnancy, sexual orientation and gender identity), national origin, age, disability, genetic information or any other characteristic protected by law. Report harassment or discrimination to Dana Ortiz, or, if Dana is involved, to Sam Lee, Operations Manager. We do not retaliate against anyone who reports in good faith.

4. Attendance

The schedule is posted in the scheduling app every Thursday for the following week. If you will be absent or late, call or text the store phone (555-0142) at least 2 hours before your shift starts. A message to a coworker does not count.

5. Pay and paydays

• Workweek: Sunday 12:00 a.m. to Saturday 11:59 p.m.
• Recording time: clock in and out on the tablet by the back door.
• Paydays: every two weeks, on Friday, by direct deposit.

Record all the time you work. Hours over 40 in a workweek are paid at overtime rates. If your pay looks wrong, tell Dana right away and we will fix any error by the next payday.

6. Breaks

Shifts over 6 hours include a 30-minute unpaid meal break, taken away from the counter. Everyone also gets a paid 10-minute break for every 4 hours worked.

7 and 8. Time off and sick leave

Full-time employees earn 3.08 hours of PTO per biweekly pay period; see the PTO Policy. All employees earn 1 hour of paid sick leave for every 30 hours worked; see the Sick Leave Policy. Using sick leave never counts against your attendance.

9. Conduct

Treat each other and our customers with respect, follow the food safety and knife rules, report any injury or burn to the shift manager right away, and handle cash honestly. Dress code: bakery T-shirt, clean apron, closed-toe non-slip shoes.

11. Leaving

Please give two weeks of notice in writing if you resign, and return your keys and aprons on your last day. Final pay follows the law of the state where you work.