Communicating Policies in Writing

April 13, 2006

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Some people don't like having things in writing because they think it binds them to an agreement to which they don't want to be held. And, in fact, in many cases they are right.

On the other hand, putting your rules and standards of conduct in writing has several advantages:

They are formalized and you can ensure that all employees are getting the same information.
You can refer to the rules when an employee commits an infraction. (If you have no written policies, you'd have to rely on your memory of a discussion you had about your policies.)
You can document that all employees know the work rules because you can make sure they sign a receipt after getting a copy of the rules.

As a compromise, we suggest that you prepare a written list of simple, general work rules for your employees. If you phrase them carefully, you can preserve some flexibility for yourself while ensuring that employees know the basics about what you expect from them. In addition, you'll be able to prove you complied with the federal and state laws that may require you to have anti-harassment rules, no-smoking policies, or drug-free workplace rules.

Acknowledging receipt of the rules. Some employers even document when employees receive the rules to make sure that there can be no question in the event that the rules have to be enforced one day.

Here are some samples of acknowledgment language that you can put on a piece of paper and ask employees to sign at the time they receive a copy of your standards of conduct or work policies. Ask employees to read the statement and sign and date the paper:

"I have received a copy of ABC Company's Work Policies/Standards of Conduct."

This next example places more responsibility on the employee by making him or her not only acknowledge receipt of the handbook, but also commit to reading it.

"I have my copy of the handbook/policies of ABC Company which outlines my privileges and obligations as an employee. I will familiarize myself with the information and understand that it constitutes the policies of ABC Company and that I am governed by it."

The example above mentions a handbook. A handbook is a publication designed to communicate your work policies to your employee. If you have only a few policies or a simple list of general work rules, a handbook is probably not necessary. However, if you have complicated policies and procedures and you want to create a formal handbook, be sure that you do not create an employment contract in the process.