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"There are countless benefits of introducing an Employee Handbook to an organisation, or updating an existing one. Most of those benefits translate back to the main one; working towards prevention. Prevention of employee disputes, prevention of claims to an Employment Tribunal and most of all prevention of financial awards being imposed against the Company.

When preparing an Employee Handbook the organisation's immediate requirements should be looked at as well as expected future needs. Start by preparing a list of policies and procedures that the Company is likely to want to rely on, remembering that policies and procedures can always be added at a later date if required.

Basic policies for inclusion in an Employee Handbook

Company Property

Discipline Procedure

Drivers of Company Vehicles

Equal Opportunities Policy

General Rules

Grievance and Appeals

Gross Misconduct

Health & Safety

Holidays

Internet and Email Usage

Timekeeping and Absence

Do give consideration to other policies and procedures as well."

The British Chambers of Commerce (their website provides further support including downloadable policies and procedures as well as a helpline)

Web link The British Chambers of Commerce

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Under the Data Protection Act of 1998 companies are legally required to follow the eight data protection principles as outlined in the booklet provided by the Information Commisioner.

File download Data Protection.ICO.pdf

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Keeping and updating staff records are a legal requirement as well as being essential for internal purposes. A clear employee file means that an employer can accurately montior absence, holiday, training etc.

Web link staff records

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An employment contract is legally binding and therefore any alteration to the terms on the contract need to be agreed by both parties before implementing. Please refer to the Department for Business Enterprise and Regulatory Reform for further information.

Web link Department for Business Enterprise and Regulatory Reform

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ACAS provide a range of templates for use when taking on new staff, including;
Personnel Record Forms
Job Descriptions
Five-Fold Classifications
Application Forms
Written Statements

Web link ACAS

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"A contract of employment exists as soon as an employee starts work and, by doing so, proves that he or she accepts the terms and conditions offered by the employer. Both employer and employee are bound by the terms offered and accepted. Often the contract is verbally agreed and not written down. Most employees are however entitled by law to be given a written statement setting out the main particulars of their employment. This statement will not necessarily cover every aspect of the contract, but can provide important evidence of the main terms and conditions."

Department for Business Enterprise and Regulatory Reform.

File download Written Statement Example.pdf

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It is important to provide clear and concise paperwork to your new employees to avoid confusion and prevent disagreements arising later on. We recommend you contact the ACAS helpline (08457 47 47 47) when compiling the necessary paperwork for further information or clarification.

File download Recruitment and Induction.ACAS.pdf

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