Employment Contracts, Policies and Procedures

Well-drafted employment contracts and handbooks detailing relevant policies and procedures are essential to establishing and maintaining good employer-employee relations. In addition to ensuring compliance with relevant statutory requirements, they are invaluable tools establishing protections for both parties, outlining expectations on both sides of the relationship, and providing a guiding resource if issues arise during the employment.

Employment Contracts

The Employment Rights Act 1996 states that, as a minimum, all employees and workers should be provided with a ‘written statement of employment particulars’ detailing the following:

• the employer’s name
• the employee or worker’s name
• the start date
• the date that ‘continuous employment’ started
• job title or a brief description of the job
• the employer’s address
• the places or addresses where the employee or worker will work
• pay, including how often and when
• working hours, including which days the employee or worker must work and if and how their hours or days can change
• holiday and holiday pay, including an explanation of how its calculated if the employee or worker leaves
• the amount of sick leave and pay
• any other paid leave
• any contractual benefits
• any non-contractual benefits
• the notice period either side must give when employment ends
• how long the job is expected to last, if is temporary or fixed term
• any probation period, including its conditions and how long it is
• if the employee will work abroad, and any terms that apply
• training that must be completed by the employee or worker, including training the employer does not pay for
• pension arrangements
• any ‘collective agreements’
• details of any training provided by the employer that is not compulsory
• disciplinary rules and disciplinary and grievance procedures

Failure to provide an employee with a compliant written statement of employment particulars within the requisite statutory timescales enables the employee to add a claim for two or four weeks’ pay to their case if they have a successful substantive claim in the Employment Tribunal in the future.

Beyond these basic terms of employment, employment contracts can be drafted and negotiated to fit the employer’s specific business and employee’s job role. This may include restrictive covenants to protect legitimate business interests both during and following termination of the employment.

Handbooks, Policies and Procedures

Employee handbooks are a cornerstone of effective employee relations in that they set out all contractual and non-contractual policies and procedures that apply in the workplace. They provide clarity, ensure statutory compliance and foster a positive workplace culture while protecting both employers and employees. By clearly communicating expectations and procedures, handbooks help prevent disputes, enhance engagement, and support the overall success of the organisation.

Employee handbooks are bespoke to the employer’s organisation and may include some or all of the following policies and procedures:

• Dress Code
• Expenses Policy
• Diversity, Equality and Inclusion Policy
• Anti-Harassment and Bullying Policy
• Sexual Harassment Policy
• Anti-Corruption and Bribery Policy
• Whistleblowing Policy
• Holidays Policy
• Disciplinary and Capability Procedure
• Grievance Procedure
• Sickness Absence Procedure
• Time Off for Antenatal Appointments Policy
• Time Off for Adoption Appointments Policy
• Maternity Policy
• Adoption Policy
• Paternity Policy
• Parental Leave Policies
• Time Off for Dependents Policy
• Carer’s Leave Policy
• Compassionate Leave Policy
• Parental Bereavement Leave Policy
• Flexible Working Policy
• Time Off for Public Duties Policy
• Health and Safety Policy
• Menopause Policy
• Homeworking Policy
• Hybrid Working Policy
• Smoking Policy
• UK GDPR Privacy Notice
• IT and Communications Systems Policy
• Social Media Policy

Contact our employment law solicitors

The Employment Team at O’Donnell Solicitors has extensive experience advising on, drafting, reviewing and updating employment contracts and handbooks, ensuring legal compliance and that they fit the specific needs of the employer’s business, and engaging in the negotiation, interpretation, implementation and enforcement of the relevant provisions. We offer a personalised approach tailored to your specific needs and circumstances. In all cases we provide clear explanations of the process, costs and potential outcomes. 

If you would like to speak to one of our specialist employment solicitors about your employment contracts or handbooks, please contact the Employment Team at 01457 761 320 or e-mail enquire@odonnellsolicitors.co.uk.