HR Policies & Procedures – Tuesday 23rd Sept 2025
Question and Answer section
Q – why do you think policies and procedures are essential for the operation of organisations?
A – they are essential to the safe, fair and legal operation of your organisation no matter the size, if you employ staff you are required to have robust policies and procedures in place.
Q – What are HR policies and procedures?
A – HR policies and procedures are formal guidelines that govern the management of an organisation’s workforce. They cover a wide range of topics, including recruitment, training, annual leave entitlement, disciplinary procedures and more. Outlining these policies allows organisations to set clear expectations and provides protection in the event of a legal dispute.
Q – Why are HR policies in the UK important?
A – HR policies and procedures in the UK are designed to protect the rights of workers, while also clearly setting expectations for employers and employees about the specifics of a job role. As well as outlining details about a job role such as salary, working hours and annual leave entitlement, policies and procedures provide a framework for certain situations, such as recruitment and disciplinary processes.
As well as helping you to meet certain statutory requirements and providing support should legal action be taken against your business, they also help with improving employee engagement. Ensuring that employees clearly understand what’s expected of them and proactively giving them the information they need to report a grievance or request certain accommodations, supports clear lines of communication and mutual respect.
Q – What policies, do you think, are required by law in the UK?
A – While some HR policies and procedures are optional, and you can choose which ones to implement in your organisation, there are certain legal obligations that you must uphold as an employer. This includes policies that support compliance with legislation such as The Health and Safety at Work Act 1974, Employment Rights Act 1996, Equality Act 2010, Data Protection Act 2018 and coming up in April 2026 – Employment Rights Bill.
The HR policies and procedures UK businesses & organisations must implement to support their legal obligations include:
- Health and Safety Policy
A written health and safety policy is legally required for any organisation with 5 or more employees under the Health and Safety at Work etc. Act 1974. The policy should outline the organisation’s commitment to safety, assign responsibilities, and detail arrangements for managing risks.
A comprehensive health and safety policy is crucial to protect employees from workplace hazards and ensure compliance with legal requirements. This policy should include procedures for risk assessments, emergency responses and employee training to promote a safe working environment.
- Data Protection and Privacy Policy (GDPR)
The UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018 require all organisations, regardless of size, to have procedures for collecting, storing, and processing employees’ personal data.
- Written particulars of employment
All employees must receive a written statement of their main terms and conditions on or before their first day of employment.
- Disciplinary procedure
While not a “policy” per se, employers are legally required by the Employment Rights Act 1996 to inform employees of the rules and procedures that apply to disciplinary matters. This procedure must align with the Advisory, Conciliation and Arbitration Service (ACAS) Code of Practice.
- Grievance Procedure
Employers must provide a written grievance procedure that explains how employees can raise workplace concerns or complaints. Like the disciplinary procedure, this must follow the ACAS Code of Practice.
Best Practice Policies – not a legal requirement but strongly recommended
- Equal Opportunities Policy
An explicit policy is not a legal requirement, but it is strongly recommended by the Equality Act 2010 to prevent and manage discrimination claims. It ensures fair treatment regardless of protected characteristics like age, gender, race, or disability.
- Bullying and Harassment Policy
A policy helps protect employees and the organisation by defining unacceptable behaviour and detailing the reporting process for complaints.
- Flexible Working (& Remote Work) Policy
All employees now have a legal right to request flexible working arrangements from day 1. A policy will outline how requests will be handled and the process to be followed. This is particularly relevant post-pandemic, as this supports work-life balance and operational flexibility.
- Sickness and Absence Policy
A clear policy ensures consistency and compliance with regulations such as Statutory Sick Pay (SSP). It should outline reporting procedures and sick pay entitlements.
An effective sickness and annual leave policy should outline the procedures for reporting illness and requesting time off including, for example, time off for emergencies and compassionate leave.
- Family Leave Policy
While employers must legally grant leave for maternity, paternity, adoption, shared parental leave and (since April 2025) neonatal care leave, a specific policy clarifies the procedures for requesting leave and pay.
- Social Media and IT Use Policy
This policy guides employees on acceptable social media and technology use to protect the organisation’s reputation and manage legal liabilities.
- Whistleblowing Policy
Having a policy is highly recommended to protect employees who report wrongdoing in the workplace from being penalised
- Equity, Diversity and Inclusion Policy (EDI)
Equity – is about offering differing levels of support based on individual need, but to reach an outcome on a par with others. It recognises that different characteristics may present their own unique barriers to each person and so the support offered needs to be tailored to that person, rather than the same support for each characteristic.
Susan K Gardner of Oregan State University is quoted as saying “Equality is giving everyone a shoe. Equity is giving everyone a shoe that fits”.
Diversity – Recognising everyone is unique and celebrating everyone’s differences
Inclusion – Creating an environment where everyone can do their best.
Organisations may wish to have more comprehensive policies and programmes that go beyond the standard Equal Opportunities Policy to help create a culture where EDI is valued.
Improving workplace culture can be one of the best routes to organisational success.
- Safeguarding Policy
This policy is essential if your organisation works with children or vulnerable adults and should include safer recruitment, training, and reporting procedures.
- Volunteer Policy & Agreement
If you have volunteers supporting your organisation, this policy is required to clearly clarify expectations, support, and recognition for volunteers. Volunteers are not employees, so a separate policy is needed.
STAFF/EMPLOYEE HANDBOOK
An employee handbook is an important document that all organisations should have – Its main goal is to communicate your org’s values, policies, and rules to new and existing employees.
An employee handbook is also used to introduce new employees to your organisation, explaining who you are, how you do things, and what you expect from them in terms of behaviour and performance.
It’s best practice to give employees the staff handbook on their first day, or even earlier if you can.
If possible, it’s a good idea to send new employees a copy of the handbook along with a welcome letter as part of their induction process.
How to develop and implement HR policies and procedures as an employer
Now you know what policies an organisation should have, it’s important to understand how to develop and implement them to ensure their effectiveness.
- Assess the need for the policy
The policies and procedures that are identified and implemented will depend on the unique needs of the organisation. Aside from the HR policies UK Government bodies enforce, there are some procedures that you may choose to implement to better support your workforce, such as employee wellness programs.
On the other hand, you may find that there’s no need or not enough demand for certain policies. For example, if your organisation operates in a sector where remote working is impractical, you might decide not to implement a comprehensive remote working policy.
- Clearly define the policy
Ensuring that your HR policies and procedures are clearly defined and outlined is essential. As well as making it easier for HR managers and employees to adhere to and apply the policies, it also helps to ensure that they comply with relevant legislation.
Because these documents will be relevant to individuals in a wide range of roles, it’s important to use clear, simple language to increase comprehension and prevent misinterpretation. Including the policy date or version number can help everyone to keep track of the latest changes.
- Communicate with employees
Whenever a new policy is added, or changes are made to an existing one, it’s important to inform all employees in writing as soon as possible. Make sure that any documents relating to HR policies and procedures are readily accessible to all employees, for example through a self-service portal or via email with “read receipts” recorded. If you provide a hard copy of your policies and procedures to new hires as part of your onboarding process, remember to check that you give them the most up-to-date version. This allows you to ensure that every employee is equipped with the information they need from day 1.
- Educate employees
It’s important to make sure that your employees understand your organisations policies, and how they apply. Consider which tools are available for you to efficiently share this information and track completion rates of training undertaken.
Similarly, helping your employees to understand the different HR policies and procedures in the UK empowers them to comply and protect their legal rights. While this isn’t essential, it can be beneficial to support personal and professional development.
- Constantly review and update
As your organisation grows and develops, so should your HR policies and procedures. Regularly review your current policies to make sure that they still meet your organisational needs, the needs of your employees and remain within the confines of UK laws.
Policies required by law in the UK change over time, such as the more recent addition of the employee’s right to request flexible working arrangements from day one and neonatal care leave entitlement. Failure to update your organisation’s procedures could result in legal non-compliance, leading to potential fines, lawsuits and damage to the organisation’s reputation.
Useful resources (free)
- Charity Excellence – offers over 60 free downloadable policy templates tailored for small charities
https://www.charityexcellence.co.uk/free-charity-policies/
- Cranfield Trust – https://www.cranfieldtrust.org/resources/21-hr-and-employment
- Small Charity Support – provides editable Word and PDF templates for HR and governance policies https://www.smallcharitysupport.uk/index.php/example-policies
- Charity Accounting Partners – offers guidance on building a compliant and well-governed policy framework https://charityaccountingpartners.co.uk/2025/05/05/what-policies-should-a-charity-have/
- RootsHR CIC – Join for regular HR updates www.rootshr.org.uk
- RootsHR – Employment Rights Bill Update – Prepare before April 2026 https://www.rootshr.org.uk/blog/employment-law-update-2025-whats-coming-in-2026-27-and-how-to-get-ready