How to create a staff handbook in Australia
Build a comprehensive employee handbook that communicates expectations, documents policies, ensures Fair Work compliance, and helps you manage your team consistently.
Written by
Steve Harris
General information only – not legal advice
This guide provides general information about creating staff handbooks for Australian businesses. 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.
What is a staff handbook?
A staff handbook (also called an employee handbook) is a comprehensive document that outlines your business's policies, procedures, and expectations. It serves as a reference guide for employees and helps ensure consistent, fair treatment across your workplace.
In Australia, while there's no legal requirement to have a staff handbook, it's strongly recommended for businesses with more than a few employees. A well-written handbook demonstrates your commitment to compliance, protects both you and your staff, and provides a clear framework for managing workplace issues.
What a handbook is (and isn't)
A handbook is:
- A guide to company policies
- A reference for expectations
- A tool for consistent management
- Evidence of policy communication
A handbook is not:
- An employment contract
- A replacement for modern awards
- A guarantee of continued employment
- A one-time document (requires regular updates)
Your handbook should complement—not replace—individual employment contracts and applicable modern awards. Always include a disclaimer stating that the handbook is a guide, not a contractual document, and that it can be updated at your discretion.
Why you need a staff handbook
Even though staff handbooks aren't legally required in Australia, they provide significant benefits for businesses of all sizes. Here's why you should create one:
Legal protection
A handbook provides evidence that employees were informed of policies and expectations. This is valuable if disputes arise or if you need to take disciplinary action. It demonstrates you take compliance seriously and have communicated requirements clearly.
Consistent management
When policies are documented, all managers and supervisors can apply them consistently. This reduces the risk of discrimination claims and ensures fair treatment across teams and locations. Particularly important for businesses with multiple sites or managers.
Clear expectations
Employees understand what's expected of them, how to request leave, what behaviour is acceptable, and how issues are resolved. This reduces confusion, prevents disputes, and helps new employees onboard more smoothly.
Compliance confidence
Documenting policies that meet Fair Work requirements and WHS obligations gives you confidence you're meeting legal standards. It's also valuable during audits or workplace investigations.
When is a handbook most valuable?
Staff handbooks become essential as you grow beyond 5-10 employees, open multiple locations, hire managers, or operate in highly regulated industries like healthcare, childcare, or aged care. The handbook ensures everyone applies policies consistently, regardless of location or manager.
Recommended handbook structure
A well-organised handbook makes it easy for employees to find information when they need it. Use clear headings, a table of contents, and plain language throughout. Here's a recommended 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
You can find ready-to-use policy templates for each of these sections in our free HR templates library. Each template is tailored for Australian businesses and includes Fair Work compliance guidance.
Tailor to your business size:
- • Small businesses (1-10 staff): Focus on essential policies only—keep it simple and readable (10-20 pages)
- • Medium businesses (10-50 staff): Add more detail on procedures, include role-specific policies (20-40 pages)
- • Larger businesses (50+ staff): Comprehensive coverage including department-specific policies, detailed procedures (40-60 pages)
Step-by-step guide to creating your handbook
Follow these steps to create a comprehensive staff handbook that meets your business needs and complies with Australian workplace laws:
Define the purpose and scope
Determine what your handbook needs to achieve and who it applies to. Clarify its relationship to employment contracts and modern awards.
Include:
- Clarify that handbook is a guide, not a contract
- Specify which employees it applies to (e.g., all staff, specific roles)
- Include a welcome message from leadership
- State the handbook's relationship to awards and enterprise agreements
Cover employment basics
Document fundamental employment information including employment types, probation periods, and rostering arrangements.
Include:
- Employment types (full-time, part-time, casual)
- Hours of work and rostering arrangements
- Pay periods, methods, and superannuation
- Probation periods and performance reviews
Include conduct and behaviour policies
Set clear expectations about workplace behaviour and standards. Include your code of conduct and anti-discrimination policies aligned with Fair Work requirements.
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. Reference Safe Work Australia guidelines for compliance.
Include:
- WHS rights and responsibilities
- Incident reporting procedures
- Emergency evacuation procedures
- Fitness for work policy (including fatigue management)
Explain leave entitlements and processes
Help employees understand their leave rights under the National Employment Standards and how to request time off using your leave management system.
Include:
- Types of leave available (annual, personal, parental, long service)
- How to request and book leave
- Notice requirements for different leave types
- Leave accrual and payment on termination
Include grievance and termination procedures
Document how issues are raised and resolved, disciplinary procedures, and termination processes that comply with Fair Work Act requirements.
Include:
- How to raise concerns or complaints
- Disciplinary procedure overview
- Termination and notice requirements
- Return of company property and final pay
Essential policies to include
These policies should be included in every Australian staff handbook. Each one addresses critical compliance requirements or protects your business from common workplace disputes:
| 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 |
Download free, ready-to-use versions of all these policies from our HR templates library. Each template is written for Australian businesses and includes Fair Work compliance notes.
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."
Industry-specific handbook guidance
While all handbooks share core policies, certain industries have specific requirements you must include. Here are considerations for high-compliance industries:
Healthcare
Click to view industry page
- Mandatory vaccination policies
- Patient confidentiality requirements (Privacy Act)
- Infection control procedures
- Professional registration and compliance
- Clinical supervision requirements
Hospitality
Click to view industry page
- Food safety and hygiene standards
- Responsible service of alcohol (RSA) requirements
- Penalty rates and shift loading
- Tips and gratuities policy
- Uniform and presentation standards
Childcare
Click to view industry page
- Working With Children Check requirements
- Child protection and mandatory reporting
- Educator-to-child ratios
- National Quality Standards compliance
- First aid and emergency procedures
Construction
Click to view industry page
- Site-specific safety requirements
- PPE requirements and provision
- Licensing and certification tracking
- Site induction procedures
- Heat stress and fatigue management
For more industry-specific guidance, visit our industries page to see how RosterElf supports businesses in your sector with compliant rostering, time tracking, and HR management.
How to distribute your staff handbook
Providing the handbook to employees is only half the job—you also need to track who has received it, read it, and acknowledged understanding. Here are the main distribution methods:
Digital distribution via HR software
Pros:
- Instant access
- Automatic acknowledgment tracking
- Version control
- Easy updates
Cons:
- Requires initial setup
- Staff need device access
Best for: Businesses with 10+ staff or multiple locations
Learn more about digital policy managementPDF via email
Pros:
- No software required
- Easy to send
- Can be printed if needed
Cons:
- Hard to track acknowledgments
- No version control
- Can be ignored
Best for: Very small teams (5 staff or less)
Printed handbook
Pros:
- Physical reference
- No technology barriers
Cons:
- Expensive to update
- Hard to track
- Easily lost or outdated
Best for: Roles without regular computer access
Recommended: Digital distribution with acknowledgment tracking
For businesses with 10+ employees, digital distribution through HR software is the most efficient method. It provides automatic tracking of who has received, opened, and acknowledged policies—valuable for audits and disputes. Staff can access the handbook anytime from their phone or computer, and you can push updates instantly when policies change.
Common handbook mistakes to avoid
Many Australian businesses make these mistakes when creating or maintaining staff handbooks. Here's how to avoid them:
Making the handbook a contract
Consequence: Creates binding obligations, harder to change policies
Prevention: Include clear disclaimer that handbook is a guide, not a contract
Not keeping it updated
Consequence: Outdated information, legal non-compliance
Prevention: Review annually and after any legislative changes
Using generic templates without customisation
Consequence: Policies may not fit your business or award
Prevention: Tailor to your industry, size, and applicable awards
No employee acknowledgement
Consequence: Cannot prove employees received handbook
Prevention: Require signed acknowledgement, keep on file
Including specific pay rates
Consequence: Handbook becomes outdated with every award increase
Prevention: Reference award rates, keep pay details in contracts
Overly legalistic language
Consequence: Employees don't understand policies
Prevention: Write in plain English, have non-HR staff review for clarity
Managing handbooks with HR software
While you can distribute handbooks via PDF or print, modern HR software offers significant advantages for businesses with 10+ staff or multiple locations:
Automatic acknowledgment tracking
Track who has received, opened, and acknowledged policies automatically. No more chasing staff for signatures or managing paper forms. Get audit-ready compliance records with timestamps and digital signatures.
Learn about policy management →Instant updates
When policies change, upload the new version and notify all staff instantly. No need to print new handbooks or track down who has the latest version. Staff always have access to current policies.
Mobile access
Staff can access the handbook anytime from their phone, whether they're on-site, working remotely, or need to reference a policy outside work hours. Particularly valuable for shift workers and field staff.
Integration with onboarding
New employees receive and acknowledge the handbook as part of their digital onboarding process. All acknowledgments are stored in their employee file automatically.
RosterElf HR Hub includes policy management alongside digital contracts, employee records, and leave management—all integrated with rostering and time tracking. From $4 per employee per month.
Explore HR Hub featuresInterested in comparing HR software options? Read our HR software buying guide for Australian small businesses to see how different platforms compare on features, pricing, and value.
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. Browse our free HR templates for ready-to-use policy documents.
- 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 modern 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.
- An employment contract creates legal obligations and defines the specific terms of an individual's employment (pay, hours, leave, notice period). A handbook provides general guidance and policies that apply to all or groups of employees. Contracts take precedence over handbooks—the handbook cannot contradict or reduce entitlements in a contract.
Regulatory sources
Official Australian resources for workplace policies and compliance:
Related guides
More resources for HR documentation and policy management.
Manage policies digitally with RosterElf
RosterElf HR Hub lets you store, distribute, and track staff acknowledgment of policies—integrated with rostering, time tracking, and leave management. Built for Australian small businesses.