How to create a staff handbook
Build a comprehensive employee handbook that communicates expectations, documents policies, and helps you manage your team consistently.
Written by
Georgia Morgan
General information only – not legal advice
This guide provides general information about creating staff handbooks. It does not constitute legal, HR, or professional advice and should not be relied on as a substitute for advice specific to your business, workforce, or circumstances.
Recommended handbook structure
Welcome & Introduction
- • Welcome message
- • Company history and values
- • Handbook purpose and scope
- • How to use this handbook
Employment
- • Employment types
- • Hours of work and rostering
- • Pay and superannuation
- • Probation and performance
Conduct & Behaviour
- • Code of conduct
- • Anti-harassment policy
- • Equal opportunity
- • Social media policy
Health & Safety
- • WHS policy
- • Incident reporting
- • Emergency procedures
- • Fitness for work
Leave & Absence
- • Annual leave
- • Personal/carers leave
- • Other leave types
- • Requesting leave
Workplace Matters
- • Grievance procedure
- • Disciplinary process
- • Termination
- • Confidentiality and privacy
Step-by-Step guide
Follow these steps to create a comprehensive staff handbook
Define the purpose and scope
Determine what your handbook needs to achieve and who it applies to.
Include:
- Clarify that handbook is a guide, not a contract
- Specify which employees it applies to
- Include a welcome message from leadership
- State the handbooks relationship to awards/agreements
Cover employment basics
Document fundamental employment information employees need to know.
Include:
- Employment types (full-time, part-time, casual)
- Hours of work and rostering
- Pay periods and methods
- Probation periods and performance reviews
Include conduct and behaviour policies
Set clear expectations about workplace behaviour and standards.
Include:
- Code of conduct and expected behaviours
- Anti-discrimination and harassment policy
- Dress code and presentation standards
- Social media and communications guidelines
Document health and safety requirements
Include WHS obligations and procedures that apply to all employees.
Include:
- WHS rights and responsibilities
- Incident reporting procedures
- Emergency evacuation procedures
- Fitness for work policy
Explain leave entitlements and processes
Help employees understand their leave rights and how to request time off.
Include:
- Types of leave available (annual, personal, etc.)
- How to request and book leave
- Notice requirements for different leave types
- Leave during probation
Include grievance and termination procedures
Document how issues are handled and how employment can end.
Include:
- How to raise concerns or complaints
- Disciplinary procedure overview
- Termination and notice requirements
- Return of company property
Essential policies to include
| Policy | Priority | Description |
|---|---|---|
| Code of conduct | Essential | Expected workplace behaviours and standards |
| Anti-discrimination/harassment | Essential | Protection from unlawful treatment |
| WHS policy | Essential | Health and safety obligations |
| Leave policy | Essential | Leave entitlements and processes |
| Grievance procedure | Essential | How to raise and resolve concerns |
| Disciplinary procedure | Essential | How performance issues are managed |
| Privacy policy | Important | How employee information is handled |
| Social media policy | Important | Guidelines for online presence |
| Flexible work policy | Important | Flexible work arrangements |
| Conflict of interest | Important | Declaring and managing conflicts |
Important: include a disclaimer
Your handbook should include a clear statement that it is a guide, not a contract of employment. Include wording such as:
"This handbook is provided as a guide to company policies and procedures. It does not form part of your contract of employment and does not create any contractual rights. The company reserves the right to amend, add to, or revoke any policy at its discretion."
Common handbook mistakes
Making the handbook a contract
Creates binding obligations, harder to change policies
Include clear disclaimer that handbook is a guide, not a contract
Not keeping it updated
Outdated information, legal non-compliance
Review annually and after any legislative changes
Using generic templates without customisation
Policies may not fit your business or award
Tailor to your industry, size, and applicable awards
No employee acknowledgement
Cannot prove employees received handbook
Require signed acknowledgement, keep on file
Frequently asked questions
- No, there is no legal requirement to have a staff handbook in Australia. However, having one is strongly recommended. A handbook helps you communicate policies consistently, demonstrate you take compliance seriously, manage day-to-day issues fairly, and can protect you in disputes by showing employees were informed of expectations and procedures.
- A comprehensive handbook typically includes: welcome and introduction, employment basics (types, hours, pay), conduct and behaviour policies (code of conduct, harassment, EEO), health and safety (WHS, emergencies), leave entitlements and procedures, and workplace matters (grievances, discipline, termination). Tailor content to your industry and size—a small cafe needs a simpler handbook than a hospital.
- Yes, it is recommended to have a lawyer review your handbook, especially if you are creating one from scratch or making significant changes. A lawyer can ensure policies comply with the Fair Work Act, relevant awards, and state legislation. They can also help you avoid creating unintended contractual obligations. At minimum, use a reputable Australian template as a starting point.
Regulatory sources
Official resources for workplace policies:
Manage policies digitally
RosterElf HR Hub lets you store and distribute policies with staff acknowledgment tracking. Built for Australian small businesses.
Related guides
More resources for HR documentation.
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