Company policy is included with a set of guidelines and rules for smooth operations of an organization, either private or government. These policies generally provide the clarity on various aspects related to an employee and the guidelines that an employee should follow such as the dress code, cell phone use, credit policy, and provide clarity on various employee expectations such the employee hike expectations, promotions, legal compliance and also including the rules about conduct, safety and attendance rules of an employee. You always prepare a proper company policy by just downloading a right template that matches closely. Docsi has some of the best and latest Company policy templates readily available to download in words, Google Docs, PDF and other formats within minutes. Look for the sample company policy here and choose the best one!
Company Policy Templates to Download in MS Word, Google Docs
Company Policy Format
1. Policy Title
The company policy generally starts with a clear cut title that clearly reflects the purpose of the policy.
Example: Employee Attendance Policy
2. Purpose of the Policy
In the next step, mention the purpose of the company policy and what it aims to achieve.
Example: The purpose of the company policy is to clearly know the guidance of the employee should follow rules, attendance, punctuality rules and other details to know the smooth operations and improve the productivity.
3. Scope of the Policy
While writing the policy, it is also important to define and set the policy limits like to whom the policy applies, department and other specific rules.
Example: This policy is applicable on all full-time, part-time, and contractual employees of X Company.
4. Policy Statement
This section of the policy specifically mentions the company’s rules and defines the expectations..
Example:
Policy Statement Includes various rules:
- All the employees are expected to work on a specific time schedule and strictly follow the rules..
- Strictly follow the rules regarding the leave policy.The leave must be informed in advance minimum 2 days..
- Unplanned leaves must be reported within 1 hour of the scheduled start time.
5. Responsibilities
Clearly mention the responsibilities of employees and management.
Example:
- Employees must be punctual and maintain attendance and inform managers of any delays or absences.
- Managers are responsible for monitoring attendance, approving leaves, and maintaining attendance.
6. Procedures to Follow
Provide step-by-step instructions on how the policy should be followed or implemented.
Example:
- All Employees must log in using the biometric upon arrival and log out.
- In case of any sick leave, the employees must provide the medical certificate in order to consider the request.
- Must and should review attendance weekly and address issues.
7. Consequences of Non Compliance
If in case of any negligence or harmful behavior then disciplinary actions are taken.
Example:
- Verbal warning.
- Suspension or termination of the policy based severity.
8. Supporting Documents
If required, mention related policies, forms, or documents employees should refer to.
Example:
- Leave Application
- HR Policy
- Employment Agreement
9. Policy Approval & Effective Date
Provide details about when the policy comes into effect and who approved it.
Example: This company policy has been reviewed and approved by the HR Department and Management of the X company.
Date: 05/10/2025
10. Signature & Authorization
The final section should include the authorized person’s signature and designation.
Example:
Authorized By:
Samuel Lee
HR Manager, XYZ Company
Signature
How to Write Company Policy?
To write a company policy, keep the purpose of writing the policy clear and then start getting relevant information from the respective department and legal team. While writing the Company policy, ensure that the tone of the policy is simple and easily understandable having the key information like the purpose statement, rules, responsibilities, roles and other data that would be the clear reference for the employees on do’s and don’ts. After writing the terms, internal cross reference by the key members in the company and the group of employees would help to finalize the copy.
Steps involved in Writing a Company Policy:
- Identify the Purpose:
In the company policy, it is essential to identify the purpose to create the policy and understand why a new policy is needed.
- Define the Goal:
Also, along with understanding the purpose of the policy, you must also know what you want to achieve with the policy.
- Research:
Before you start outlining the company policy, always research and findout the policy terms of the business which are in the same industry to get ideas and know what all to include in your one.
- Involve the Key Members:
To ensure you are on the right track and get broader ideas, involve some of the key employees, managers and the people who can contribute in shaping a practical policy that covers everyone’s opinion.
- Check legal terms:
Involvement of the legal team is also important when it comes about writing a company policy in addition to legal compliance.
- Draft the Policy:
By collecting information from all, draft your company policy.
What is a Company Policy?
A Company policy is made up of a set of rules of guidelines that include rights of employees and practices and procedures of the business. These policies are mainly defined to regulate the behavior of employees and help in decision making and so taking unfair decisions over various employees actions. These policies cover various aspects such as the dress code, health and safety, behavior, actions, attendance and many others.
What happens if one violates a company policy?
The Employer checks the policy terms and takes necessary action like warning, suspension or terminating the candidate.
Are company policies legally binding?
Company policies are not generally bound with the legalities but they can be legal when that’s about the employee contract, breaking contractual promises, or involving in legal obligations.
Can the company change policies without notice?
Yes, companies may change the policies without notice but some specific policies like contract, employment related terms and others need prior notice.
How can I find a specific company policy?
To check the company policies, the HR department is the right place or otherwise some companies make them available in a specific portal for the employees easy access, check there.