Employee policy content are written guidelines that explain generally what the employer requirements are and how incidents should be treated. As organizations create new policies, they should be careful to avoid language that conveys rigid rules that must be followed exactly as written in all circumstances.
Flexibility should be built into the wording, and promises that could be interpreted as a contract should be eliminated. For example, organizations should not:
- State that the organization will “only” or “always” do something, or “will” or “must” act in a particular way.
- Describe employees as “permanent.”
- State that employees will be terminated only “for cause.”
- Make promises of job security.
- Use all-inclusive lists, such as in disciplinary procedures or work rules.
Business should use terms such as “generally,” “typically,” “usually” and “may” so that managers have flexibility in interpreting and applying the company policies based on the circumstances involved and on the severity of any company policy violations.
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All employee policy content need to be written in clear language. The policy language itself often varies from company to company depending on size, industry and sometimes even location. However, most policies have similar components. The typical components are outlined below:
Purpose Statement
The purpose statement outlines why the organization is issuing the policy and what the desired effect or outcome will be. For example,
“Employees contribute to the corporate culture and reputation of [Company Name] in the way they present themselves. A professional appearance is essential to a favorable impression with customers, regulators and company shareholders. Good grooming and appropriate dress reflect employee pride and inspire confidence on the part of such persons.”
Specifications Section
This section includes details about specific regulations, requirements or organizational behavior standards that the company policy is creating. For example,
“Employees are expected to dress in business attire Monday through Thursday. On Fridays employees are permitted to wear casual attire unless there is an event at the workplace or the employee has any meetings with external clients or vendors that day.”
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Implementation Section
This section indicates which parties are responsible for carrying out employee policy content and how those parties will ensure adherence to the policy. For example,
“Managers will exercise discretion in determining appropriateness in appearance.”
Effective Date
This date indicates when the policy is considered in force. For example,
“All employees will be subject to this new policy/revision as of [date].”
Glossary
A listing of definitions for terms found in the policy. For example,
“Casual shirts: All shirts with collars, including collared blouses, golf and polo shirts.”
Although employers are free to create policies according to business needs; the policies must be written in compliance with pertinent employment laws. This can be more complicated for multistate employers because it is critical to ensure that policies do not conflict with more than one set of state employment laws. Therefore, all policies should be reviewed by experienced legal counsel prior to communicating the policy to employees.
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