Employee Handbook (US)
Updated 31 July 2026
This comprehensive template provides a modular employee handbook designed for businesses operating in the United States. It covers essential employment topics including at-will employment, equal opportunity, wage and hour classifications, remote work policies, and standard codes of conduct.
EMPLOYEE HANDBOOK
Employer: [full legal name of the employer]
Version: [handbook version number] Effective: [handbook effective date]
Note: This handbook is a modular policy suite. Each Section is drafted to stand alone so it can be published as an individual policy and updated without reopening the whole document. Delete any Section that does not apply and renumber. Complete every yellow field and complete Exhibit A.
Note: Employment law in the United States is largely state law. Paid sick leave, final paycheck timing, meal and rest breaks, pay transparency, and non-compete enforceability all vary by state and sometimes by city. This handbook sets out the federal baseline and flags where state law applies. Confirm the requirements for every state where you have employees before issuing it, and add state supplements where you operate in more than one.
1. INTRODUCTION AND AT-WILL EMPLOYMENT
1.1 Purpose. This handbook describes the policies and expectations that apply at our company. It replaces all previous handbooks and policy statements.
1.2 At-will employment. Except where state law provides otherwise, employment with the Company is at will. This means that you may resign at any time, with or without notice or reason, and the Company may end your employment at any time, with or without notice or cause. Nothing in this handbook creates a contract of employment or a guarantee of employment for any period.
Note: At-will employment is the default in every state except Montana, which by statute allows termination only for good cause once an employee completes the employer's probationary period. If you employ anyone in Montana, this Section needs a state supplement. Several states also recognize exceptions for public policy, implied contract, or good faith and fair dealing, which is why an express at-will statement and the disclaimer in Section 1.3 matter.
1.3 Not a contract. This handbook is not a contract, express or implied, and does not create any contractual rights. The Company may change, suspend, or withdraw any policy in it at any time, with or without notice, other than the at-will nature of employment, which may be changed only by a written agreement signed by an authorized officer of the Company.
Note: Carving out the at-will status from the general right to amend is deliberate. It prevents an argument that some later informal statement or practice changed at-will status, while leaving the Company free to update everything else.
1.4 Protected activity. Nothing in this handbook is intended to restrict, and this handbook will not be interpreted or applied to restrict, any right you have under Section 7 of the National Labor Relations Act to engage in protected concerted activity, including discussing your wages, hours, or working conditions with coworkers or others.
Note: This savings clause matters more than its length suggests. The National Labor Relations Board reviews handbook rules for whether an employee could reasonably read them as chilling protected concerted activity, and rules on confidentiality, social media, and civility have been found unlawful on that basis even where the employer had no such intent. The protection applies to most private sector employees, whether or not there is a union.
2. EQUAL EMPLOYMENT OPPORTUNITY AND ANTI-HARASSMENT
2.1 Equal opportunity. The Company provides equal employment opportunity to all employees and applicants and prohibits discrimination based on race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age (40 and over), disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law. This applies to every aspect of employment.
Note: The federal statutes behind this are Title VII of the Civil Rights Act of 1964, the Age Discrimination in Employment Act, the Americans with Disabilities Act, the Genetic Information Nondiscrimination Act, and the Equal Pay Act. Many states and cities protect additional characteristics such as marital status, caregiver status, or hair texture, so confirm the list for your locations.
2.2 Harassment prohibited. The Company prohibits harassment based on any protected characteristic. Harassment includes unwelcome conduct that becomes a condition of continued employment, or that is severe or pervasive enough to create a work environment a reasonable person would find intimidating, hostile, or abusive. Sexual harassment includes unwelcome sexual advances, requests for sexual favors, and other conduct of a sexual nature.
2.3 Reporting. If you experience or witness discrimination or harassment, report it to your manager or to [harassment reporting contact (name, role, and email)]. You do not have to report to your manager if your manager is involved. Reports are handled as confidentially as the investigation allows.
2.4 No retaliation. The Company prohibits retaliation against anyone who reports a concern in good faith or participates in an investigation. Retaliation is a separate violation of this policy and of the law, whether or not the underlying complaint is substantiated.
Note: Retaliation is the most frequently filed charge with the EEOC, and retaliation claims often succeed where the underlying discrimination claim does not. Training managers not to react to a complaint is as important as the policy itself.
2.5 Disability accommodation. The Company provides reasonable accommodation to qualified individuals with disabilities, and to sincerely held religious beliefs and practices, unless doing so would cause undue hardship. Request an accommodation through the contact in Section 2.3. We will engage with you in an interactive process to identify an effective accommodation.
2.6 Pregnancy accommodation. The Company provides reasonable accommodation for known limitations related to pregnancy, childbirth, or related medical conditions, unless doing so would cause undue hardship. Accommodations may include additional breaks, seating, modified duties, schedule changes, telework, or leave. The Company will not require you to take leave if another reasonable accommodation would allow you to keep working.
Note: The Pregnant Workers Fairness Act took effect on June 27, 2023 and applies to employers with 15 or more employees. The EEOC's implementing regulation took effect on June 18, 2024. The Act goes beyond the Americans with Disabilities Act because a pregnancy-related limitation does not have to amount to a disability, and it expressly bars forcing an employee onto leave where another accommodation would work.
2.7 Nursing employees. The Company provides reasonable break time and a private space, other than a bathroom, for employees to express breast milk.
Note: This reflects the PUMP Act, enforced by the Department of Labor, which extended protections for nursing employees. Several states impose longer periods or more specific space requirements.
3. CLASSIFICATION, HOURS AND PAY
3.1 Classification. You are classified as exempt or non-exempt for overtime purposes, and as full-time, part-time, or temporary. Your classification is stated in your offer letter. Classification determines your eligibility for overtime and for benefits, and does not change the at-will nature of your employment.
Note: Exempt status under the Fair Labor Standards Act depends on how much an employee is paid, how they are paid, and what work they actually do, not on job title or on having a salary. Misclassification is one of the most common and most expensive wage and hour errors, and the salary threshold is subject to periodic revision, so confirm the current figure before classifying anyone as exempt.
3.2 Overtime. Non-exempt employees are paid overtime at one and one-half times their regular rate for hours worked over 40 in a workweek. Overtime must be approved in advance by your manager, but you will be paid for all hours you actually work whether or not they were approved.
Note: Paying for unapproved overtime is not optional. An employer must pay for all hours it knows or has reason to know were worked, and discipline for working unapproved hours is a separate matter from payment. Some states also require daily overtime or double time, which federal law does not.
3.3 Timekeeping. Non-exempt employees must accurately record all hours worked, including start and end times and unpaid meal periods. Falsifying time records is grounds for discipline up to and including termination.
3.4 Pay periods. Employees are paid [pay frequency (e.g. semi-monthly)]. Pay dates and the schedule are available from [payroll contact (name or role)].
3.5 Meal and rest breaks. Meal and rest break entitlements vary by state. The Company complies with the requirements applicable in each state where it operates. Non-exempt employees must record unpaid meal periods and must be fully relieved of duty during them.
Note: Federal law does not require meal or rest breaks, but many states do, and some impose a penalty payment for each missed break. California in particular has detailed rules and significant exposure for non-compliance. Add a state supplement where required.
3.6 Deductions and safe harbor. The Company makes only deductions permitted by law. If you believe an improper deduction has been made from your pay, report it to the payroll contact. The Company will investigate and, where a deduction was improper, will reimburse it.
4. TIME OFF AND LEAVE
4.1 Paid time off.
Note: Use either Option A or Option B.
Note: Use Option A for a combined paid time off bank, which is simpler to administer. Use Option B where vacation and sick leave are tracked separately, which is often necessary in states with statutory paid sick leave because those laws regulate accrual, carryover, and permitted uses of sick leave specifically.
Option A (combined PTO bank): Eligible employees accrue [pto accrual rate (e.g. 15 days per year)] of paid time off, which may be used for vacation, personal time, or illness. PTO must be requested in advance except in the case of illness or emergency. Unused PTO carries over up to a maximum of [maximum pto carryover].
Option B (separate vacation and sick leave): Eligible employees accrue [vacation accrual rate (e.g. 10 days per year)] of vacation and [sick leave accrual rate (e.g. 1 hour per 30 hours worked)] of paid sick leave. Sick leave may be used for your own illness or to care for a family member, and for any other purpose required by applicable state or local law.
Note: Whether accrued vacation must be paid out on termination is a matter of state law. Some states treat accrued vacation as earned wages that cannot be forfeited, which makes a use-it-or-lose-it policy unlawful there. Confirm the rule in each state where you have employees before setting a carryover cap or a forfeiture rule.
4.2 Family and medical leave. Eligible employees may take up to 12 weeks of unpaid, job-protected leave in a 12 month period for the birth or placement of a child, to care for a spouse, child, or parent with a serious health condition, for the employee's own serious health condition, or for qualifying military exigencies. Up to 26 weeks is available to care for a covered servicemember. Group health benefits continue during the leave on the same terms.
Note: The Family and Medical Leave Act applies to employers with 50 or more employees within 75 miles. To be eligible an employee must have worked for the employer for at least 12 months and at least 1,250 hours in the preceding 12 months. Many states have their own family leave programs, several of them paid, with lower employer thresholds and broader definitions of family member, so state entitlements can apply where the federal one does not.
4.3 Other leave. The Company provides leave required by applicable law, including jury duty, voting, military service, and any state or local leave entitlements. Speak to your manager as early as you can.
4.4 Holidays. The Company observes the following paid holidays: [list of paid holidays].
5. BENEFITS OVERVIEW
5.1 Eligible employees may participate in the benefit plans the Company offers, which currently include [list of benefits offered (e.g. medical, dental, vision, 401(k), life insurance)]. Eligibility, coverage, and contributions are governed by the plan documents and insurance contracts, which control in the event of any conflict with this handbook. The Company may change or discontinue any benefit at any time. Full details are available from [benefits contact (name or role)].
Note: Keeping the benefits section short and deferring to the plan documents is deliberate. A handbook that summarizes plan terms in detail risks creating an inconsistency with the plan itself, and the plan document is what governs. It also means benefits changes do not require a handbook reissue.
6. STANDARDS OF CONDUCT
6.1 Expectations. The Company expects employees to act honestly and professionally, treat others with respect, follow reasonable instructions, protect Company property and information, and avoid conflicts of interest.
6.2 Conduct that may lead to discipline. Conduct that may result in discipline up to and including termination includes dishonesty, theft, violence or threats, harassment or discrimination, being impaired by alcohol or drugs at work, serious breach of safety rules, unauthorized disclosure of confidential information, and falsifying Company records. This list is illustrative and not exhaustive.
6.3 Discipline. The Company may use counseling, verbal or written warnings, suspension, or termination, in whatever order it considers appropriate. Because employment is at will, the Company is not required to follow any particular sequence of steps before ending employment.
Note: Describing progressive discipline as mandatory can undercut at-will employment by implying employees will only be terminated after set steps. Framing it as available but not required, as this Section does, preserves flexibility. Applying discipline consistently still matters, because inconsistency is common evidence in a discrimination claim.
6.4 Conflicts of interest. Disclose any outside activity, financial interest, or relationship that could conflict with your responsibilities to the Company, so that it can be reviewed.
7. REMOTE AND HYBRID WORK
7.1 Arrangements.
Note: Use Option A, Option B, or Option C.
Note: Use Option A where roles are primarily onsite. Use Option B for a set number of onsite days. Use Option C where the Company is remote-first. Whichever applies, remote work has payroll tax, workers compensation, and wage and hour consequences in the state where the employee actually works, which is why Section 7.4 requires notice of a change of work location.
Option A (onsite with occasional remote work): Your primary work location is the Company facility identified in your offer letter. Occasional remote work may be approved by your manager.
Option B (hybrid): The Company operates a hybrid schedule. Employees are expected onsite at [office location] at least [minimum onsite days per week] days per week, with remaining days worked remotely.
Option C (remote first): The Company is remote-first. Employees may work remotely from any location within the United States approved in advance by the Company.
7.2 Expectations. When working remotely you remain subject to all Company policies. You must be available during your scheduled hours, maintain a safe workspace, and protect Company information and equipment. Non-exempt employees must record all hours worked remotely, including any work performed outside scheduled hours.
Note: Remote work is where off-the-clock wage claims arise. A non-exempt employee answering messages in the evening is working, and that time is compensable whether or not it was requested.
7.3 Equipment and expenses. The Company provides the equipment listed at [remote work equipment provided]. The Company reimburses business expenses necessarily incurred in remote work in accordance with applicable law and the Company expense policy.
Note: Several states require employers to reimburse necessary business expenses, which can include a portion of home internet and phone costs for remote employees. California is the most prominent example. Confirm the position in each state where employees work remotely.
7.4 Change of location. You must obtain approval before working from a state other than your approved work location for any extended period, and before working from outside the United States. Working from a new state can create tax, insurance, and legal obligations for the Company.
8. TECHNOLOGY, CONFIDENTIALITY AND PRIVACY
8.1 Company systems. Company systems and equipment are provided for business use. Limited personal use is permitted if it does not interfere with work or violate any policy. To the extent permitted by law, the Company may monitor, access, and disclose activity on its systems, and you should not expect privacy in material stored on or sent through them.
8.2 Confidential information. You must protect Company confidential information and that of our clients and vendors, during and after employment. Confidential information includes client lists, pricing, financial information, product plans, and other non-public business information. This Section does not restrict any right described in Section 1.4, and does not prohibit disclosure of information about wages, hours, or working conditions, or disclosure to a government agency.
Note: The carve-out in this Section is what keeps a confidentiality policy lawful. A blanket ban on discussing anything about the Company will be read as restricting protected concerted activity under Section 7 of the National Labor Relations Act, and also conflicts with whistleblower protections. Confidentiality clauses that would bar reporting to a government agency are unenforceable.
8.3 Artificial intelligence tools. You may use Company-approved artificial intelligence tools for work. Do not enter Company confidential information, client information, or personal information about any individual into a tool that has not been approved. Approved tools are listed at [location of the approved ai tools list]. You are responsible for verifying the accuracy of any output you rely on.
8.4 Social media. You are free to discuss your work and working conditions, including with coworkers and publicly. When posting about the Company, make clear you are speaking for yourself and not on the Company's behalf, and do not disclose confidential information.
Note: Social media policies are a frequent source of unfair labor practice findings. A rule requiring employees to be respectful or to avoid disparaging the Company can be found unlawful because employees could read it as barring complaints about working conditions. This Section is drafted narrowly for that reason.
9. HEALTH AND SAFETY
9.1 Safe workplace. The Company maintains a safe workplace and complies with applicable occupational safety requirements. Report any injury, unsafe condition, or near miss to your manager immediately.
9.2 Drug and alcohol free workplace. Reporting to work impaired by alcohol or drugs, or using or possessing illegal drugs at work, is prohibited and may result in termination.
Note: State law on marijuana varies widely and a growing number of states restrict adverse action based on lawful off-duty use or on a positive test alone. Confirm the position in each state where you employ people before applying a testing policy.
9.3 Workplace violence. Threats, intimidation, and violence are prohibited. Weapons are not permitted on Company premises except as required by applicable law.
10. SEPARATION FROM EMPLOYMENT
10.1 Resignation. The Company asks for at least two weeks' written notice of resignation, though notice is not required because employment is at will.
10.2 Final pay. You will receive final pay in accordance with applicable state law, which in some states requires payment on the last day of work.
Note: Final paycheck timing is state law and the deadlines differ sharply, with some states requiring immediate payment on an involuntary termination and imposing penalties for late payment. Confirm the deadline for each state before a termination rather than after.
10.3 Return of property. On separation you must return all Company property, including equipment, documents, data, credentials, keys, and access cards, and delete Company information from any personal device.
10.4 References. The Company responds to reference requests by confirming job title and dates of employment only. Direct any request to [reference request contact (name or role)].
11. ADMINISTRATION OF THIS HANDBOOK
11.1 The Company reviews this handbook periodically and may amend it at any time. The current version is available at [location of the current handbook]. Questions about any policy should go to [handbook contact (name or role)].
EXHIBIT A - KEY TERMS
Note: Complete this Exhibit before issuing the handbook. Each field corresponds to a yellow placeholder in the Sections above.
Employer: [full legal name of the employer]
Handbook version: [handbook version number]
Effective date: [handbook effective date]
Primary state of operations: [primary state of operations]
Harassment reporting contact (Section 2.3): [harassment reporting contact (name, role, and email)]
Pay frequency (Section 3.4): [pay frequency (e.g. semi-monthly)]
Payroll contact (Section 3.4): [payroll contact (name or role)]
PTO accrual, if Option A (Section 4.1): [pto accrual rate (e.g. 15 days per year)]
Maximum PTO carryover, if Option A: [maximum pto carryover]
Vacation accrual, if Option B: [vacation accrual rate (e.g. 10 days per year)]
Sick leave accrual, if Option B: [sick leave accrual rate (e.g. 1 hour per 30 hours worked)]
Paid holidays (Section 4.4): [list of paid holidays]
Benefits offered (Section 5.1): [list of benefits offered (e.g. medical, dental, vision, 401(k), life insurance)]
Benefits contact (Section 5.1): [benefits contact (name or role)]
Office location (Section 7.1): [office location]
Minimum onsite days (Section 7.1): [minimum onsite days per week]
Remote equipment provided (Section 7.3): [remote work equipment provided]
Approved AI tools list (Section 8.3): [location of the approved ai tools list]
Reference contact (Section 10.4): [reference request contact (name or role)]
Handbook location (Section 11.1): [location of the current handbook]
Handbook contact (Section 11.1): [handbook contact (name or role)]
EXHIBIT B - ACKNOWLEDGEMENT OF RECEIPT
I acknowledge that I have received and read the Employee Handbook, version [handbook version number].
I understand that this handbook is not a contract of employment, that my employment is at will, and that the Company may change any policy in it at any time other than the at-will nature of my employment, which may be changed only by a written agreement signed by an authorized officer of the Company.
Employee name: [name of the employee]
Signature: ...................................
Date: [acknowledgement date]
About this template
What is this template?
Employee Handbook (US) is a free, ready-to-use Employment template you can open, customize, and download on GitLaw. It gives you a professionally structured starting point, so you never have to draft from a blank page. The wording is plain and modern, organized into clear sections that are easy to read, edit, and adapt to your own situation before you share or sign it.
When should you use it?
Reach for this Employment template whenever you need a reliable agreement quickly and want to be sure the essentials are covered. It suits individuals, freelancers, startups, and established businesses alike. Instead of paying for a document drafted from scratch, you can start here, tailor the details to your arrangement, and have a polished draft ready in minutes. This version is drafted with United States of America in mind, though you should always review the final wording against the laws that apply to you.
What's typically included?
A well-drafted Employment usually sets out the parties involved, the scope of the agreement, and each side's rights and responsibilities. Expect sections covering key terms and definitions, how long the agreement lasts, how it can be ended, and what happens if something goes wrong. This template brings those building blocks together in a sensible order, so you can focus on the specifics rather than worrying about what to include. Open it to read the full document, then sign up to edit, negotiate, and e-sign it directly in GitLaw.