How to Write an Employee Handbook (With Sample & Template)

by Team Tradify, November 17, 2024

Starting a new job can be stressful. As a business owner, you can make the transition easier by providing essential onboarding information, like payment details, company values, health and safety policies, and key contacts, before they start. It’s a small step that builds confidence and trust from day one.

Download your free employee handbook template here.

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How to onboard a new employee
When to send an employee handbook
What to include in an employee handbook
A sample employee handbook
Your free employee handbook template

1. How to onboard a new employee

Want to make a great first impression on your new employee? The best way is to make sure they know what’s expected of them and where they fit in. Use those first few days to introduce them to how your business runs and give them the tools they need to succeed.

A well-thought-out onboarding plan can work wonders—retention rates jump by 50%, and employees who feel welcomed are 69% more likely to stick around for at least three years.

Keep it simple — send them an email with key info and follow up with a one-on-one chat to answer their questions. Make sure your onboarding covers the first 30 days, with regular check-ins to keep them on track and stress-free.

2. When to send an employee handbook

Pre-boarding helps your new hires feel part of the team before they even step through the door. Sending the employee handbook during this stage is a great way to make them feel welcome, calm those first-day jitters, and give them a clear idea of what to expect.

Sharing the handbook early also means they can review the key details—like who to contact, what to bring, and company values—at their own pace.

3. What to include in an employee handbook

Company values, vision, and mission:
- Your business’s core values and how they influence daily operations.
- The mission statement that aligns with your long-term vision.
Important contact information:
- Names, roles, and contact details for key personnel (e.g., manager, HR, safety officer).
- After-hours emergency contacts or procedures.
First week expectations:
- A day-by-day outline of activities for the first week.
- Work hours, break schedules, and location details.
Tools & equipment:
- Tools or safety gear provided by the company.
- Items employees need to supply themselves (e.g., personal protective equipment).
Health & safety info:
- Safety policies and procedures for specific tasks.
- Protocols for reporting incidents, injuries, or hazards.
- Emergency evacuation procedures.
Leave entitlements:
- Details about annual leave, sick leave, and other types of leave (e.g., bereavement, parental).
- Procedures for requesting time off.
Payroll information:
- Pay schedules and payment methods.
- Superannuation contributions and tax details.
- Who to contact for payroll queries.
Other benefits:
- Training and development opportunities.
- Referral programs, bonuses, or team events.
- Discounts, insurance, or other perks specific to your business.

4. A sample employee handbook

The following is an example of the types of information and wording you can use within your employee handbook.

Employee handbook: Sparkies Electrical

Welcome to Sparkies Electrical, Brisbane’s trusted name in electrical services. We’re excited to have you on the team and look forward to working together to light up homes and businesses across the city. This handbook will guide you through everything you need to know about being part of Sparkies Electrical.

Company values, vision, and mission

Who we are: Sparkies Electrical is a small Brisbane-based business dedicated to providing reliable and high-quality electrical solutions.
What we do: We specialise in residential repairs, commercial installations, and industrial electrical maintenance.
Our mission: To deliver exceptional electrical services with safety and precision while fostering a supportive, friendly, and respectful workplace.

Important contact information

Business owner: John Smith | Phone: 0412 345 XXX | Email: john.smith@sparkieselectrical.com.au
Admin staff (Scheduling & Payroll): Sarah Lee | Phone: 0413 987 XXX | Email: sarah.lee@sparkieselectrical.com.au
Emergency contact: Call John Smith directly for urgent situations outside work hours.

Your first week

What to expect:
- Day 1: Orientation, review of this handbook, and safety training with John.
- Day 2-5: On-the-job training alongside Mark Taylor, our senior electrician, who will guide you through our daily processes.
- Work Hours: Monday to Friday, 7:30 AM – 4:00 PM, with a 30-minute lunch break and two 15-minute breaks.

Tools & equipment

Provided by Sparkies Electrical: All tools, safety gear (hard hats, gloves, goggles), and company-branded uniforms.
What you’ll need to bring:
- Steel-toe work boots.
- Your own tool belt if preferred (optional).
- A willingness to learn and contribute to the team.

Health & safety info

Your safety is our top priority. Familiarise yourself with Sparkies Electrical’s Health & Safety Policy, which will be emailed by Sarah. Key points include:

Use PPE: Always wear Personal Protective Equipment.
Report incidents: Report hazards, injuries, or near-misses immediately to John or Sarah.
Follow procedures: Adhere to safety protocols for working at heights, with live wires, or in confined spaces.

Days off

Annual leave: 4 weeks of paid leave annually, accrued monthly.
Sick leave: 10 days per year, with unused days rolling over.
Public holidays: We observe Queensland public holidays.
Requesting leave: Submit your request to Sarah at least two weeks in advance where possible.

Payroll info

Payday: Wages are processed monthly on the 15th.
Payment method: Direct deposit to your nominated bank account.
Superannuation: Contributions will be made to your designated fund as per Australian regulations.
Questions about pay: Contact Sarah for any payroll-related queries.

Other benefits

Training opportunities: We fund relevant training or certifications to help you grow.
Team events: Monthly BBQs at the workshop and an annual Christmas party.
Referral bonus: Recommend someone for a role, and after their 3-month probation, you’ll receive a $300 bonus.

We’re thrilled to have you as part of the Sparkies Electrical family. Let’s work together to keep Brisbane connected and safe. If you have any questions or concerns, don’t hesitate to reach out.

Signed,
John Smith
Owner, Sparkies Electrical

5. Your free employee handbook template

Creating an employee handbook doesn’t have to be complicated or time-consuming. We’ve made it easy with a downloadable template, so you can quickly provide your team with the guidance they need.

Why use our template?

Save time: No need to start from scratch—our template includes all the key sections outlined above.
Build trust: A professional handbook shows your team that you’re organized and invested in their success.
Simplify onboarding: Provide clear expectations, streamline processes, and reduce confusion from day one.

How to use the template

Download the template: Click the link below to access your copy.
Customise it: Add your company name, branding, and specific details like contact information or policies.
Share with Your Team: Distribute it during pre-boarding or on your new employee’s first day.

Download Your Free Employee Handbook Template

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