Employee handbook template for India

Employee Handbook format

The full text of this document as VidhiSar drafts it, with every blank shown in square brackets. Copy it or download it as a Word file and fill it in yourself — or answer a few questions and VidhiSar fills it in and prints a formatted PDF. Clauses that apply only in some cases are left out here; the drafting flow adds them when your answers call for them.

Further reading

What the law behind this document actually requires.

• When Is EPF Registration Mandatory in India? Headcount and Rules — The 20-employee threshold under the Code on Social Security, which replaced the EPF Act, who counts as an employee, the wage ceiling, and the cost of depositing late.

• When Is EPF Registration Mandatory in India? Headcount and Rules

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What this document must contain (Clause-by-Clause Matrix)

• Working hours, week and overtime — Governed by State Shops and Establishments legislation, so a handbook used across States needs to account for the differences rather than average them.
• Leave entitlements by type — Casual, sick, earned and statutory leave, with accrual, carry-forward and encashment rules. Vague leave policy is the most common source of routine disputes.
• Code of conduct — The standard that a warning letter later points to. It has to exist before the incident, not after.
• The anti-harassment policy and Internal Committee — Where the POSH Act applies, the policy must exist and be communicated. The handbook is the natural place, with the IC members named.
• A disciplinary procedure — Set out the stages. Then follow them — a published procedure binds you, and departing from it is a standing weakness in any later action.
• Confidentiality and acceptable use — What is confidential, how company systems and data may be used, and what happens on exit.
• An acknowledgement page — Signed receipt from each employee. A policy nobody can be shown to have received is difficult to enforce.

When you need this

• Once headcount passes the point where things stop being communicated verbally
• Before your first disciplinary process, since the handbook is what it references
• When the POSH Act applies to your workplace and the policy needs a home
• Where employees work across States with different leave and hours rules
• During enterprise customer or investor due diligence, where its absence gets noticed

The law that governs it

• POSH Act, 2013 — ss. 4 and 19 — A qualifying workplace must constitute an Internal Committee and the employer must provide a safe working environment and display and communicate the policy. The handbook is a normal vehicle for the communication duty.
• Shops and Establishments legislation — Hours, weekly off, leave and holiday rules are State-specific. A single national handbook has to be checked against each State where you have people.
• Code on Social Security, 2020 — maternity benefit (Chapter VI) — Where the chapter applies — every factory, mine and plantation, and shops and establishments with ten or more employees — maternity benefit entitlements and related duties apply and should be reflected in the leave policy rather than left to be discovered. It replaced the Maternity Benefit Act, 1961 on 21 November 2025.

Common mistakes

• Publishing a disciplinary procedure and then not following it
• Applying one State's leave rules to employees in every State
• Omitting the POSH policy where the Act applies to the workplace
• No signed acknowledgement, leaving no proof the policy was communicated
• Writing it once and never revisiting it after the law or the company changes

Frequently asked questions

Is an employee handbook mandatory in India?

There is no single statute requiring a handbook as such, but several of its components are separately required — notably the anti-harassment policy under the POSH Act, 2013 where the workplace qualifies, and terms governed by State Shops and Establishments legislation. In practice the handbook is where those obligations are met and communicated.

Does a handbook create binding obligations on the employer?

It can. Where a handbook sets out a disciplinary procedure or a benefit, an employer that departs from its own published process is in a materially weaker position in any subsequent dispute. Write what you will actually do.

How do I handle employees in different States?

Leave, hours and holiday rules come from State Shops and Establishments legislation and differ meaningfully. Either maintain State-specific annexures or set the handbook at the most generous applicable standard — but do not assume one State's rules travel.

Must the POSH policy be in the handbook?

It must exist and be communicated where the Act applies to the workplace. The handbook is a convenient vehicle, but the policy also needs to be displayed at the workplace and the Internal Committee members made known, so the handbook alone is not the whole obligation.

Related documents

• POSH Policy (Anti-Sexual Harassment)
• Employee Warning / Show-Cause Letter
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Maintained by the VidhiSar Legal Team

Maintains the law explainers, calculators, templates and blog posts on vidhisar.in: checks them against the statute text and updates them when the law changes. Errors and changes in the law can be reported to legal@vidhisar.in.

• Report an error or a change in the law: legal@vidhisar.in