How to write a handbook that people actually read
- Claire Baker
- Dec 25, 2025
- 2 min read
Do you have an employee handbook that no one follows? You're doing it wrong.
You see it in...
The PTO policy with a two-week notice requirement that only one manager actually adheres to
The personal device policy that’s only invoked for boneheads
The inscrutable code of conduct that uses a tone somewhere between “legislative” and “biblical”
The drug-free workplace policy that doesn’t contemplate legalized cannabis
The performance review policy that was a good idea once, but no one's ever had a formal performance review
The state addendum section that's twice as long as the main policy
An employee handbook is meant to give guidance, but it’s no good if you don’t follow it.
A handbook should be...
🗿 A Cultural Artifact
Not just rules, it communicates culture. Your handbook should give guidance on the unspoken habits your organization runs on. Things like:
after-hours email expectations
whether emojis are considered professional
who to contact with questions
All the things that someone would just have to pick up on if no one told them.
🧭 A Guide
Your handbook should help people make decisions. Not just disciplinary decisions. Decisions like
How long can you procrastinate on an expense report before Sharon in Accounting gets up your ass about it? Should you take sick time or bereavement time for a pregnancy loss?
How do I order a new dental insurance card again?
How many friends need to be at happy hour before it becomes a business expense?
How long can my vacation be before I need special permission?
☝️ Disciplinary Code
For those times when you know something’s wrong, but you’re not sure what crosses the line. The handbook should draw bright lines where possible, and give guidance for situations that are unclear.
How many no-call no-shows in a row before it's considered job abandonment?
Is it actually against the rules to show up to work drunk? How drunk is too drunk?
Do we have to give a warning for this, or can we just fire their ass already?
When people make decisions without guidance, it leaves room for inconsistency and bias. Which opens the door for lawsuits.
👩🏽⚖️ Legal Document
People are flawed. Sometimes they make bad decisions. If your company finds itself in a lawsuit, the judge will use your handbook to tell the difference between an honest mistake and systemic abuse or negligence.
They'll also look at if you were actually following the policy, or routinely ignored it.
At a very minimum, your handbook should...
1. Be inclusive and approachable, so people use it as a resource
2. Match actual behavior
3. Be consistently and fairly applied
4. Comply with labor regulations
👋 I’m Claire. I help build systems that keep your company culture consistent with policy. For more about what makes a good handbook, check out Episode 6 of HR Peep Show.
Want to talk about your handbook?
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