Hiring new employees is an exciting step for any business. However, it takes a bit of work to get them up to speed with the company culture and their role in it.
Luckily, you can streamline the onboarding process as your company grows by creating an employee handbook. It can get everyone on the same page about workplace rules and culture.
But what exactly does a handbook contain? Let’s take a closer look at what an employee handbook is and what to include in yours.
What Is an Employee Handbook?
An employee handbook is a guide that explains your company culture and policies to current and new team members. It’s also known as an employee manual, staff handbook, or company policy manual.
What Should You Include in an Employee Handbook in 2023?
If you’re creating an employee handbook in 2023, it should include information about your company’s vision, policies, procedures, and code of conduct at the workplace.
Employee handbooks vary from company to company, but these are the five essential topics you should cover in an employee manual:
- Your company values, vision, and mission statement
- Legally required policies (such as nondiscrimination policies and family medical leave)
- Time-off policies (such as holiday calendar, paid time off, and unpaid time off)
- Pay structure and procedures
- Employee benefits (such as employer-sponsored health insurance plans)
Employee Handbook Table of Contents
1. Basic Employment Information
2. Employment Policies
3. Workplace Code of Conduct
4. Compensation Structure
5. Employee Benefits
6. Work Schedules, Holidays, and Time Off
7. Job Termination or Resignation
Template
Want to get started making your own handbook right away? Here’s a table of contents template you can use. Just click “Make a copy” to edit your own.

Table of Contents Explained
Company manuals contain a lot of information, so it’s important to organize them logically. Including a table of contents at the beginning of your employee handbook makes it easier for employees to find the information they need at any given time.
Here are the seven typical employee handbook categories to include in your table of contents and what type of information goes in each section.
1. Basic Employment Information
- At-will employment policy
- Part-time vs. full-time employees
- Exempt vs. non-exempt employees
- Independent contractors vs. employees
The first section should cover information about your employment relationship.
In the United States (except for Montana), the default relationship is known as “at-will employment.” This means you can dismiss an employee for any reason (except illegal ones, like termination based on race or gender).
In other words, it means you don’t need just cause to fire an employee. Employment at will also means that your employees can resign with or without a reason.
Montana is the only state that does not follow at-will employment. After a probationary period of 12 months, Montana employers need to have just cause if they want to terminate an employee’s contract.
In addition to specifying the employer relationship, this section should clarify the types of job contracts you offer. Job classifications can include part-time employees vs. full-time employees, exempt vs. non-exempt workers, and independent contractors vs. employees.
Make sure this section tells employees where they can check their job classification status for tax reasons. For instance, you may include that information in their employment contracts.
If you use payroll software like Hourly, your employees can log in and access their tax documents right from their phones.
2. Employment Policies
- Attendance
- Safety and health procedures
- Drug-free workplace statement
- Confidentiality and data protection
- Anti-harassment and nondiscrimination
Company policies explain the rules and guidelines your employees should follow to ensure safe and healthy working conditions.
Specifically, these policies outline the behavior that you expect and disciplinary action that may be used if necessary.
This section can also include information about your employees’ rights and how you comply with any employment laws that apply to your company, such as the Fair Labor Standards Act (FLSA), Family and Medical Leave Act (FMLA), and Equal Employment Opportunity (EEO).
3. Workplace Code of Conduct
- Code of conduct
- Dress code
- Personal device policy
- Social media guidelines
- Conflicts of interest
Your code of conduct describes how you expect employees to behave in the workplace and treat company property. It can also explain your employee conduct expectations that apply when people are representing the company or interacting with coworkers outside of the office.
4. Compensation Structure
- Payday schedule
- Timekeeping (if applicable)
- Overtime hours and rates (if applicable)
- Payment methods (such as check, direct deposit, and payroll card)
- Performance management process (such as evaluation criteria and schedule for performance reviews)
Your compensation section should contain everything your employees need to know about their pay. That includes your payroll schedule, what payment methods you use, and how to access their pay stubs.
You can also outline employee training and development opportunities, which shows employees you are invested in their growth.
5. Employee Benefits
- Employer-sponsored health insurance plans
- Dental or vision insurance
- Workers’ compensation insurance
- Disability insurance
- Group life insurance
- Flexible work or work-from-home policy
- Expense reimbursements
- Gym memberships or wellness programs
- Company-issued equipment and devices (such as a car, laptop, or cellphone)
Employee benefits packages are excellent tools for attracting top talent and engaging your existing employees. But all too often, perks and benefits go unnoticed and unused by your employees.
If you offer any benefits, your handbook should clearly explain them and provide instructions on how to access them.
6. Work Schedules, Holidays, and Time Off
- Work schedule
- Sick leave
- Company holidays
- Jury duty leave
- Military leave
- Personal leave/leave of absence
Here is where you get into detail about your company’s work schedule. Specifically, you want to define your company’s workweek and specify what constitutes regular work hours.
If you have non-exempt employees covered by the Fair Labor Standards Act, you need to provide overtime pay to those who work more than 40 hours in a week. This section should define your overtime pay rate, which must be at least time and a half.
Time off includes paid holidays, paid time off (PTO), and unpaid time off.
Here’s a closer look at the various types of leave and their requirements:
- Sick leave: Employers covered by the Family and Medical Leave Act must offer employees unpaid sick time. Some states require paid sick leave. You can view state sick leave laws to see if yours does.
- Jury duty leave: Some states require that you offer paid time off for jury duty. You can view state jury duty leave laws to see if yours does.
- Military leave: Federal law states that employers have to offer unpaid military leave for service members called to duty.
- Personal leave/leave of absence: Include how you deal with longer leaves of absence for reasons like childbirth, military leave, medical treatment, or caring for a sick family member.
7. Job Termination or Resignation
- Resignation/termination
- Return of company property
- References and verification of employment
- Exit interviews
While you hope that all your new hires work out, that’s not always the case. Your company handbook should include guidelines for when employees leave to create a better transition experience for everyone.
Here’s more information on what details to add to each section:
- Resignation: List the notice period and process for submitting a resignation.
- Termination: Include information on employee termination laws, unemployment insurance, and compensation.
- Return of company property: List of items to be returned to the company and procedure to follow.
- References: Explain how to ask for references and state that you have the right to refuse references for employees who are terminated for cause.
- Exit interviews (if applicable): If your human resources department or management decides to conduct exit interviews, describe the format and how they’re scheduled. For instance, is it a phone call, face-to-face meeting, or online survey?
How to Streamline Employee Hiring and Onboarding
Creating an employee handbook is one way to make your life easier as an employer. But did you know your payroll software can help with onboarding, too?
With Hourly, you can add new employees to your payroll in seconds. You can also track time and attendance, and make it easy for employees to log in and see their pay stubs. It doesn’t get any simpler than that!
Help Employees Start on The Right Foot
As a business owner, you want to help your new employees seamlessly transition onto your team.
A good employee handbook helps by setting the bar for your company’s rules and policies so that employees know what to expect.
While you’ll talk about your company’s vision in your handbook, you’ll also want to cover basic employment details like at-will employment, payment details, benefits, attendance policy, and more. Now that you know everything to include an employee handbook, all that’s left to do? Start with that table of contents!
1. Introducing Yourself
Your introductory email needs to pack a lot of information into a small package. Try something like this:
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Hello Jane,
My name is John Doe and I work for ABC Agency, where we provide business insurance policies to many of Dallas' rockstar small businesses.
Congratulations on your new business, Jane's Bakery. Are you wondering if you have all the insurance you need? Or if your policies will really cover you in a pinch?
At ABC Agency, we pride ourselves on providing robust, comprehensive coverage options to companies like yours with flexible, pay-as-you-go plans.
Are you available this week to talk more about how we can help? I can help you find the most affordable rates and the best policies out there.
I look forward to speaking with you soon.
Cheers,
John Doe
2. Presenting a Quote
Once you've met with your potential client, a quick reply with their quote will get the ball rolling.
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Hi Jane,
Thanks so much for meeting with me this morning. I loved touring Jane's Bakery–I can still smell those delicious chocolate chip cookies baking! You have a great location, and I'm sure you're going to do great on Front St.
After reviewing my notes, I've pulled together an insurance quote for you (attached). I recommend a business owner's policy. A BOP includes several insurance products in one: liability, property insurance, and business interruption insurance. It offers robust coverage at a competitive price.
I'll call you in a few days to see what you think about this insurance plan. In the meantime, if you have any questions, don't hesitate to email me or call me at [phone number].
Again, thank you for your time today. I look forward to working with you in the future.
Cheers,
John Doe
3. Thanks for Purchasing a Policy
Gratitude is important! It's never a bad idea to thank your clients for their business.
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Hi Jane,
Thank you for choosing a business owner's policy with ABC Agency. We know it's so important to get the right coverage for your business, and we are honoured you've placed your trust in us.
We're excited to work closely with you, and our no. 1 goal is to make sure you're business is always protected.
Do you have any questions? We are here to help. Reach out whenever something comes to mind.
Thank you again for choosing ABC Agency to insure Jane's Bakery.
Cheers,
John Doe
4. Welcome Email
A welcome email helps clients feel like you're there to help–and can softly pitch other insurance products you offer.
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Dear Jane,
Welcome to the ABC family! We are thrilled to have you as a new customer and can't wait to meet all of your insurance needs.
As an independent insurance agency, we work with multiple insurance providers to find the best coverage options for all our customers. If you need any other type of insurance–like [include additional offerings unique to your agency, like life insurance, health insurance, home insurance or anything else]–we can help you too.
Do you want to discuss any of these policies?
Cheers,
John Doe
5. Introducing a New Product
A happy client may want to expand their business with you.
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Hello Jane,
I hope all is well with you and Jane's Bakery. I stopped in yesterday for a blueberry muffin and coffee, and they were delicious. I loved the hint of cinnamon in the muffin! Was that your idea?
I wanted you to be the first to know we are now offering commercial vehicle insurance to our policyholders. Auto insurance for your catering vans is super important since your personal car insurance won't cover them.
We're offering this insurance coverage solely to our current business clients at the moment and have some very competitive rates.
Would you like me to work up a quote for you?
As always, thanks so much for being a part of the ABC family.
Cheers,
John Doe
6. Asking For Referrals
Once your relationship is established and comfortable, let your clients help you grow.
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Hi Jane,
You've been a valuable member of the ABC family for two years now, and we so appreciate your business–not to mention the muffins you supply for our monthly meetings!
Because you are a valued policyholder, I wanted to ask a quick favour. I know you are active in the local Chamber of Commerce, and I'm hoping you might know some colleagues who would benefit from working with our insurance company.
Referrals are one of the most effective ways to connect with our community since people really trust their friends, family and colleagues. Is there anyone you'd recommend I speak with?
Remember that in addition to business insurance products, we offer everything from life insurance policies to pet insurance.
As a thank you for your help, we will send you an Amazon gift card of $100 when your referrals buy insurance from us.
Thanks so much for your help!
Cheers,
John Doe
7. Policy Renewal
If your client needs to renew their policy with you, send an email like this:
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Hi Jane,
I hope you're doing well! What a year it's been—from being listed as one of the top 5 bakeries in Dallas to being an official vendor for the city—you have so much to be proud of.
Just a heads up that your business owner's policy is up for renewal soon and will expire on June 15, 2023.
If you're still happy with the coverage, we can easily renew it for you.
Do you have some time to chat this week?
Looking forward to serving you again!
Cheers,
John Doe