HR Policies Template (Company Rules & Conduct Format)

An HR policies document is the rulebook that governs employee conduct and company expectations. It covers everything from attendance and leave to anti-harassment and IT use. A clear, written set of HR policies is required under most state Shop & Establishment Acts and is the foundation of every employee handbook.

What a HR Policies must include

  • Code of Conduct
  • Attendance and working hours
  • Leave policy (CL, SL, EL, holidays)
  • Compensation and reimbursement
  • Anti-Harassment / POSH
  • Information Security and IT Acceptable Use
  • Conflict of Interest and Confidentiality
  • Grievance Redressal
  • Performance and Discipline
  • Termination and Exit

Drafting tips

  • Always have a labour-law lawyer review your termination, notice, and POSH clauses for state-specific compliance.
  • Keep this document under 10 pages. Split bigger sections (POSH, Leave) into separate dedicated policies.
  • Have every employee acknowledge receipt and acceptance during onboarding and again on each material amendment.

HR Policies format

[Company Name] HR Policies. Effective [DD MMM YYYY]

1. CODE OF CONDUCT
All employees are expected to act with integrity, treat colleagues with respect, and uphold the Company's values. Acts of dishonesty, harassment, or insubordination will result in disciplinary action.

2. ATTENDANCE & WORKING HOURS
Standard working hours: [9:30 AM – 6:30 PM, Mon–Fri]. Punctuality is mandatory. Late arrivals beyond 15 minutes will require manager approval. Three unauthorised absences in a calendar month constitute misconduct.

3. LEAVE POLICY
  • Casual Leave (CL): [6] per year, non-encashable.
  • Sick Leave (SL): [6] per year, supported by medical certificate after 2 days.
  • Earned Leave (EL): [12] per year, accrued monthly, encashable per policy.
  • National + Festival holidays: per annual list published in January.

4. COMPENSATION & REIMBURSEMENT
Salaries are paid by [pay date] of every month. Reimbursements (travel, internet, mobile) require GST-compliant bills and manager approval, submitted within 30 days.

5. ANTI-HARASSMENT (POSH)
[Company Name] maintains a zero-tolerance stance on harassment of any kind. The Internal Complaints Committee (ICC) is the empanelled body for receiving complaints. See POSH Policy for full procedure.

6. IT & INFORMATION SECURITY
Company laptops, email, and internet access are for business use. Storage of personal data, installation of unlicensed software, or sharing of credentials is prohibited.

7. CONFIDENTIALITY & CONFLICT OF INTEREST
Employees shall not disclose Company information to third parties or engage in any business that competes with or affects the Company without written consent.

8. GRIEVANCE REDRESSAL
Employees may raise grievances to their manager, then HR, then the Grievance Committee. Anonymous reporting is available via [grievance@company.com].

9. PERFORMANCE & DISCIPLINE
Performance is evaluated annually. Disciplinary action ranges from verbal warning to written warning to termination, depending on severity. Right to be heard is preserved at every step.

10. TERMINATION & EXIT
Notice period: [60/90] days post confirmation. Exit involves return of assets, F&F settlement, relieving and experience letters. Misconduct may lead to immediate termination without notice.

11. AMENDMENT
The Company reserves the right to amend, add, or withdraw any policy with reasonable notice. Updates will be communicated via email and the HR portal.

Acknowledged by:

Signature: ____________________   Date: __________
[Employee Name, Employee ID]

FAQs

Are written HR policies mandatory in India?

Most state Shop & Establishment Acts require written terms covering working hours, leave, and exit. The POSH Act mandates a written anti-harassment policy for any establishment with 10+ employees.

How often should HR policies be updated?

At least annually, or whenever there is a material change in law (e.g., the new wage code), company structure, or operations.

Should HR policies be part of the appointment letter?

Reference them in the appointment letter, but keep the policies as a separate, versioned document. This lets you update policies without re-signing every contract.