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How to Create a Free HR Policies and Procedures Manual

free hr policies and procedures manual

A centralized manual can reduce organizational risk and enhance decision-making. This should include laws and regulations pertaining to your employees as well as procedures you deem useful for recording in writing.

Get feedback from a larger team to ensure the manual is easy for anyone to read and comprehend.

Employee handbook

Your employee handbook serves as a communication channel between you and your team members that communicates your company policies and expectations. It contains cultural details like mission/vision statements as well as legal/regulatory requirements such as harassment reporting procedures. In particular, it should contain a section outlining harassment-related offenses as well as their consequences, such as termination.

As well as standardizing processes, an employee handbook can also serve to protect you against frivolous lawsuits from dissatisfied employees and ensure compliance with federal employment laws as your company expands.

Your employee handbook should contain salary information, benefits and perks as well as details regarding any fringe benefits your company provides like free lunches and gym access. Furthermore, it should outline how expenses reimbursement claims are filed as well as any company-specific perks. It should be updated when new employment laws impact your business and any changes should be communicated accordingly.

Job description

An effective job description is an integral component of recruitment, retention and performance management. It serves as a baseline against which to measure employee performance while setting fair and competitive salary ranges. Furthermore, a job description serves as proof that your hiring practices are nondiscriminatory in case there is legal dispute surrounding recruitment practices.

An ideal job description enumerates the duties and responsibilities of an assigned role, details its qualifications for performance, and includes benefits information. A detailed job description also describes company culture briefly while outlining work type (full-time, part-time or casual), working conditions and types of shifts available.

Be sure that the role description clearly articulates all elements and avoids redundancy, using descriptive action verbs and specifying how each task is executed. To avoid ambiguity and clarify tasks that aren’t core responsibilities, include language such as “may occasionally perform other functions” or “other duties as assigned”. This will help separate them from optional activities within your role.


Salary refers to the sum of money an employee is compensated with for performing work, typically including basic compensation, extra pay for special skills or jobs and other benefits. To accurately establish an employee’s salary it is important to take into account his or her performance and overall contributions to the company as well as current economic factors affecting cost of living in their locality.

An HR policy manual is an essential element of any organization’s human resources department, as it helps streamline and enhance efficiency of HR management processes while adhering to legal requirements and providing employees with information necessary for making informed decisions. Unfortunately, creating such a manual is no simple task – customization, legal compliance and effective implementation must all be considered before creating such a document.


Human resources policies and procedures are integral to your company’s success, setting the framework for employee relations, guaranteeing legal compliance, and enabling your HR team to deliver their best work. But creating an effective policy manual requires careful planning and execution – to simplify this process consider using prewritten editable templates such as Microsoft Word, Apple Pages or PDF versions that meet your organizational requirements. Each format offers distinct advantages but it is essential to choose one which meets them!

Once you have chosen a template, customize it to meet the unique needs of your business and governing laws. This will ensure your manual complies with federal and state regulations, industry-specific standards, company culture, as well as employee expectations. Also consider providing employees with additional documentation or training sessions on policies and procedures so as to minimize confusion and disputes while keeping costs under control and creating a positive working environment.


If you need to train employees on your policies and procedures, consider using a software program to assist in creating and editing manuals. Such programs allow you to choose from numerous templates and quickly adapt it for your company’s unique requirements. They also feature automated table of contents generation as well as multiple saving formats – making finding what information you need easier when needed.

Be certain that your procedures are written clearly and are logically structured. A best practice is using active voice to avoid jargon and acronyms; an ideal way of accomplishing this may be adding a definitions section at the start of your document. Lastly, include links to helpful documents that will aid your team members in understanding this policy or procedure – forms, templates or legislation might all come in handy here.

An HR policy and procedures manual is an invaluable resource to reduce business risk. When an unexpected event arises, your staff can refer back to this manual for clear protocols to follow during any unexpected incidents that arise, keeping their focus on work rather than any impacts caused by such incidents.

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