How to write a workplace policy
Whether you have them written down or not, every business has operating procedures and guiding principles. When you have more than one employee, documenting these policies helps guide decisions, ensure consistency, clarify expectations, and save time.
Written by
Georgia Morgan
General information only – not legal advice
This guide provides general information about writing workplace policies 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 workplace policy?
A workplace policy is a formal document that outlines your organisation's practices and procedures on a specific topic — from day-to-day operational matters to compliance with employment legislation.
Well-written and clearly communicated policies help set clear expectations around employee behaviour and workplace procedures, which means everyone can get on with business. Workplace policies also safeguard your organisation from risk — if you don't have a policy, it's very difficult to defend certain claims that might be brought by an employee.
Sample workplace policy
Here's what a typical workplace policy document looks like with the key sections highlighted.
Code of conduct policy
1. PURPOSE
This policy outlines the expected standards of behaviour and conduct for all employees of [Company Name]. It provides guidance on professional behaviour, workplace relationships, and ethical conduct.
2. SCOPE
This policy applies to all employees, contractors, and visitors at all [Company Name] locations and work-related events.
3. POLICY STATEMENT
[Company Name] is committed to maintaining a professional, respectful, and inclusive workplace. All employees are expected to:
- Treat colleagues, customers, and stakeholders with respect and courtesy
- Maintain professional standards in all work-related communications
- Act honestly and with integrity in all business dealings
4. CONSEQUENCES
Breaches of this policy may result in disciplinary action, up to and including termination of employment, in accordance with our Disciplinary Policy and the Fair Work Act.
A typical workplace policy includes:
- Purpose — Why the policy exists
- Scope — Who it applies to
- Policy statement — The rules
- Consequences — What happens if breached
- Approval & review — Version control
Policy vs procedure: What's the difference?
Policies and procedures are both important, but they serve different purposes.
Policy
A set of guiding principles or rules that outline your organisation's objectives, goals, and expectations.
Example: "We don't tolerate workplace bullying."
Procedure
A step-by-step process that outlines how a specific task or activity should be performed.
Example: "Report bullying to HR within 48 hours using the grievance form."
Practical tip
Unless you're going for quality accreditation, separating policies from procedures often confuses employees. Some only read the policy bit, others only the procedures, leading to confusion. Merging the two into one document makes it more likely your team will read, understand, and comply with your directions.
Policies every australian business needs
Some policies are required by law, others are best practice. The Fair Work Ombudsman recommends having at minimum a code of conduct, harassment policy, and grievance handling policy.
Code of conduct
RequiredOutlines expected standards of professionalism, communication and behaviour
Harassment and bullying
RequiredDefines unacceptable behaviour and reporting pathways
Work health and safety
RequiredMeets WHS obligations and protects workers
Anti-discrimination
RequiredSupports compliance with Fair Work and anti-discrimination legislation
Leave and attendance
RequiredExplains entitlements aligned with NES and awards
Grievance handling
RequiredProvides clear process for raising workplace concerns
Social media
Sets expectations for online conduct related to your business
Internet and email
Guidelines for appropriate use of company technology
Drug and alcohol
Addresses substance use and maintains workplace safety
Remote work / WFH
Covers working from home arrangements and expectations
2025 compliance update
From August 2025, all Australian businesses must have a policy addressing the right to disconnect. Employers should also support compliance with the positive duty on sexual harassment.
Three ways to create policies
Each method has trade-offs. Here's how they compare.
Write from scratch
Create custom policies using Word or Google Docs. Maximum control but requires significant time and expertise.
Best for: Unique policy requirements
Start with pre-written Australian templates and customise to your business. Faster but still requires manual work.
Best for: Small teams getting started
Dedicated tools with built-in templates, digital acknowledgements, and compliance tracking.
Best for: Growing teams (5+ employees)
How to write a workplace policy
Follow these steps to create a compliant, practical policy. The Business Victoria template is a good starting point.
Identify the policies you need
Start by identifying the policies you need based on your organisation's size, industry, and culture.
Key actions:
- Review any incidents or issues that prompted the need
- Check legal requirements (Fair Work Act, WHS, Privacy Act)
- Consider common policies: code of conduct, leave, harassment, social media
- Define who the policy applies to (employees, contractors, visitors)
Identify key stakeholders
Identify the key stakeholders affected by the policy, involve them in the process, and obtain their feedback.
Key actions:
- Include managers who will enforce the policy
- Consult with a workplace relations lawyer or HR consultant
- Get input from employee representatives where appropriate
- Consider union consultation requirements if applicable
Research the legal requirements
Make sure you research the legal requirements related to each policy to support compliance with laws and regulations.
Key actions:
- Check Fair Work Act and National Employment Standards
- Review your applicable Modern Award provisions
- Consider WHS legislation for safety-related policies
- Review anti-discrimination and privacy legislation
Determine purpose and scope
Before writing, determine the purpose, scope, and intended audience. Define what the policy will address and to whom it applies.
Key actions:
- Write a clear purpose statement (1-2 sentences)
- Define the scope: who, what, where, when
- List any exclusions or exceptions
- Identify related policies that should be cross-referenced
Draft and customise
Every business is different. Make sure the policy reflects your company's unique culture, values, and specific needs.
Key actions:
- Use clear, simple language (avoid legal jargon)
- Include specific examples of acceptable and unacceptable behaviour
- Add consequences for non-compliance
- Include a mechanism for reporting issues
Obtain approval and implement
Once finalised, obtain approval from key stakeholders and management, then communicate effectively to all staff.
Key actions:
- Get sign-off from management or board
- Add version number and effective date
- Distribute via email with acknowledgement request
- Include in onboarding for new employees
Language style guide for policies
The best policies for small businesses — meaning the ones that actually get read and actioned — are simple, easy to understand, and conversational in tone.
Use simple language
Write in easy-to-understand language. Using "you" in your policies is fine to aid clarity.
Be concise
Use short sentences and paragraphs. Avoid unnecessary or redundant information.
Use active voice
"Employees must complete the form" not "The form must be completed by employees."
Be specific and detailed
Include concrete examples of acceptable and unacceptable behaviour to avoid confusion.
Be consistent
Use consistent terminology throughout the manual to avoid confusion or ambiguity.
Include review dates
Set a schedule for regular policy reviews — at least annually or when legislation changes.
Policy checklist
Create policies with RosterElf HR hub
What takes hours manually can be done in minutes with the right HR software.
Choose a template
Browse our library of Australian-compliant policy templates. All policies are written by HR and legal experts.
Customise for your business
Add your company name, adjust specific clauses, and tailor the policy to your workplace needs.
Publish to staff
One click sends the policy to all employees via the mobile app. They receive instant notification.
Track acknowledgements
See who has read and acknowledged each policy. Automatic reminders for those who haven't.
No credit card required
Feature comparison
See exactly how each method stacks up across key features.
Setup time
Legal compliance check
Version control
Staff acknowledgement
Policy updates
Distribution
Compliance tracking
Mobile access
| Feature | From scratch | Templates | HR software |
|---|---|---|---|
| Setup time | 4-8 hours | 1-2 hours | 15-30 minutes |
| Legal compliance check | Manual research | Partial coverage | Built-in guidance |
| Version control | Manual tracking | Manual tracking | Automatic |
| Staff acknowledgement | Email/print sign-off | Email/print sign-off | Digital signatures |
| Policy updates | Start from scratch | Edit document | One-click update |
| Distribution | Manual (email/print) | Manual (email/print) | Instant to all staff |
| Compliance tracking | Spreadsheet | Spreadsheet | Dashboard reports |
| Mobile access | Limited | PDF only | Full app access |
Common policy mistakes
Learn from others' errors. These mistakes can expose your business to legal risk and employee disputes.
Using overseas templates without localisation
Consequence: Policies may breach Australian employment law or miss NES requirements
Solution: Always use Australian-specific templates or have policies reviewed for local compliance
Writing policies that are too rigid
Consequence: Unable to apply discretion in individual circumstances, leading to unfair outcomes
Solution: Use language like 'generally' or 'typically' rather than absolutes like 'always' or 'never' policy management
Not getting employee acknowledgement
Consequence: Can't prove employees were aware of policy if disputes arise
Solution: Require digital or signed acknowledgement from all staff when policies are issued
Failing to review and update policies
Consequence: Policies become outdated and may conflict with current legislation
Solution: Schedule annual policy reviews and update when laws change
Inconsistent enforcement
Consequence: Claims of unfair treatment or discrimination, potential unfair dismissal claims
Solution: Apply policies consistently across all employees and document all decisions
Download free policy templates
Get started with our library of free, Australian-compliant HR policy templates. Written by HR experts, ready to customise.
Official government resources
Authoritative guides and templates from Australian government agencies.
Fair work best practice guides
Checklists and guides for workplace policies and compliance.
Business victoria HR template
Free HR policies and procedures manual template.
SafeWork NSW WHS template
Work health and safety policy template.
Human rights commission
Discrimination and harassment policy guidance.
Frequently asked questions about writing workplace policies
- A workplace policy is a formal document that outlines your organisation's practices and procedures on a specific topic — from day-to-day operational matters to compliance with employment legislation. Well-written policies help set clear expectations around employee behaviour and workplace procedures.
- A policy provides the "what" and the "why" — guiding principles or rules that outline your organisation's objectives and expectations. A procedure provides the "how" — step-by-step instructions for carrying out specific tasks. For example, a policy might state "We don't tolerate workplace bullying" while the procedure explains "Report bullying to HR within 48 hours using the grievance form."
- The Fair Work Ombudsman recommends having at minimum: a code of conduct, harassment and bullying policy, work health and safety policy, anti-discrimination policy, leave and attendance policy, and grievance handling policy. Additional recommended policies include social media, internet and email use, drug and alcohol, and remote work policies.
- Workplace policies should be reviewed at least annually, or whenever there are significant changes to legislation (such as the Fair Work Act), your business operations, or industry standards. The 2024 changes including the right to disconnect and positive duty requirements are examples of legislative changes that require policy updates.
- While you don't legally need a lawyer to write workplace policies, it's highly recommended to have policies reviewed by an employment lawyer or HR professional to ensure they comply with Australian employment law, the Fair Work Act, and relevant modern awards. Using Australian-specific templates provides a strong foundation.
Regulatory sources
This guide is aligned with official Australian workplace regulations on policies and procedures.
Manage policies digitally
RosterElf HR Hub lets you create, distribute, and track acknowledgment of workplace policies. Built for Australian small businesses.
Related guides
More resources for workplace policies and procedures
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