What is an Employee Handbook? Meaning and Example

What an Indian employee handbook covers

Write for the reader, not for a lawyer. 'If you forget to punch out, raise a correction within 3 days in the app' works better than a paragraph of policy language. Point each section to the detailed policy for those who need the full rules.

• About the company, its values and the code of conduct
• Working hours, shifts, weekly offs and attendance rules
• Leave types, holidays, optional holidays and how to apply
• Salary, pay day, payslips, PF, ESI and other statutory benefits
• Probation, confirmation, transfers and promotions
• Travel, reimbursements and use of company assets
• POSH policy, grievance and whistleblower channels
• Resignation, notice period and full and final settlement

Handbook vs policies vs standing orders

Detailed policies, such as the leave policy or travel policy, are the formal rules with every condition and approval step. The handbook summarizes them in plain language and points to the full text. In industrial establishments covered by standing orders, the standing orders are the binding conditions of service for workers, and the handbook should explain them, not change them. Where the handbook and a policy could be read differently, the handbook should say which document prevails, usually the detailed policy.

Keeping it current and acknowledged

A handbook goes stale quickly when leave rules, holidays or attendance policies change. Give it a version number and date, review it at least once a year, and publish changes with a short summary. Take an acknowledgement at joining and after major updates. On ZeniaHR's Company Wall, HR can post an announcement that requires acknowledgement and see who has acknowledged it, while employees can check attendance rules, leave balances and their holiday list in My Self-Service.

Frequently asked questions