Definition
A comprehensive document provided to employees that sets out an organisation's policies, procedures, expectations, and benefits. Often used interchangeably with employee handbook, though some organisations distinguish between the two.
UK Context
While there is no legal requirement to have a staff handbook, the ACAS Code of Practice expects employers to have written disciplinary and grievance procedures, and the Employment Rights Act 1996 requires a written statement of employment particulars from day one. A staff handbook is the most practical way to communicate these and other policies. Handbook policies should align with current UK legislation including the Equality Act 2010, GDPR, and the Health and Safety at Work Act 1974.
Best Practices
- Include a clear statement that the handbook is non-contractual and subject to change
- Review and update the handbook at least annually to reflect legislative changes
- Ensure all employees receive and acknowledge the handbook, maintaining records of acknowledgement
- Write in clear, accessible language avoiding unnecessary legal jargon
- Make the handbook easily accessible digitally as well as in print
Frequently Asked Questions
Is a staff handbook legally required in the UK?
There is no specific legal requirement to have a staff handbook, but employers must provide written disciplinary and grievance procedures and a written statement of employment particulars. A staff handbook is the most practical and comprehensive way to meet these obligations and communicate all workplace policies.
What is the difference between a staff handbook and an employee handbook?
The terms are generally used interchangeably. Some organisations use staff handbook to refer to a document covering all workers including contractors and agency staff, while employee handbook may apply only to direct employees. The content and purpose are essentially the same.
Can an employer change the staff handbook without employee consent?
If the handbook is clearly stated as non-contractual, the employer can generally update policies unilaterally, though best practice is to consult employees on significant changes. If any handbook provisions have become contractual terms, changes would require employee agreement or a proper variation process.
Should the staff handbook be signed by employees?
Best practice is to require employees to sign an acknowledgement confirming they have received and read the handbook. This provides evidence that policies have been communicated, which is important if disputes arise. Digital acknowledgement through HR software is equally valid.