What is the difference between a policy and a supporting document?

A policy sets out workplace rules or expectations, while a supporting document may include forms, procedures, notices, templates or guidance used to apply the policy.

Can I use this map before generating an employee handbook?

Yes. The map can help you plan the structure and content before generating an employee handbook on the main category page.

Is this map specific to UK employee handbooks?

Yes. It is tailored to employee handbook documents for use in the United Kingdom and reflects common UK workplace policy areas.

Does the map ensure my employee handbook is complete?

It can highlight useful handbook components, but employers should still ensure the final handbook matches their organisation and current UK employment law.

How often should a UK employee handbook be reviewed?

Review your handbook whenever employment law changes, your business practices change, or at least annually.

What supporting documents may sit alongside an employee handbook?

Common supporting documents include acknowledgement forms, holiday request forms, absence self-certification forms, disciplinary letters, grievance forms and policy notices.

Can small UK businesses use this employee handbook document map?

Yes. Small businesses can use it to decide which core policies they need and which supporting documents may be added later.

Should the policies in an employee handbook be customised?

Yes. Employers should adapt policies to their industry, workforce, contracts, internal procedures and risk profile.

Is an employee handbook legally binding in the UK?

Employee handbook policies can become contractually binding if drafted that way or incorporated into employment contracts, so wording should be checked carefully.

Is the document map legal advice?

No. It is an informational planning resource and should not replace legal advice from a qualified UK employment law professional.

EN-GB>Employment>Employee Handbook>United Kingdom Employee Handbook Policy Map

Employee Handbook Policy And Supporting Document Map For United Kingdom

Created: 9 Jun 2026

This guide helps UK employers quickly understand which staff handbook policies need supporting documents, making it easier to build compliant, practical workplace documentation. It complements the AI Generated British Staff Handbook category by mapping key policies to the records, forms, and guidance that support them.

Policy Name	Related Document	Employment Stage	Relationship Description	Consistency Priority
Procedure
Disciplinary policy	Investigation plan	Disciplinary and grievance	Sets scope, witnesses and evidence before any hearing.	High
Template letter
Disciplinary policy	Disciplinary hearing invitation letter	Disciplinary and grievance	Confirms allegations, evidence, hearing details and companion rights.	High
Disciplinary policy	Disciplinary outcome letter	Disciplinary and grievance	Records findings, sanction, reasons and appeal route.	High
Disciplinary policy	Disciplinary appeal outcome letter	Disciplinary and grievance	Confirms final decision after appeal review.	High
Form
Grievance policy	Employee grievance form	Disciplinary and grievance	Captures complaint details, desired outcome and evidence.	High
Template letter
Grievance policy	Grievance meeting invitation letter	Disciplinary and grievance	Confirms meeting arrangements and companion rights.	High
Grievance policy	Grievance outcome letter	Disciplinary and grievance	Records decision, reasons, actions and appeal route.	High
Form
Sickness absence policy	Sickness self-certification form	Absence management	Records short sickness absence before fit note requirement.	High
Sickness absence policy	Return-to-work interview form	Absence management	Documents fitness, adjustments and absence triggers.	High
Record
Sickness absence policy	Fit note record	Absence management	Tracks medical advice, dates and work recommendations.	High
Sickness absence policy	Statutory sick pay calculation record	Absence management	Supports accurate SSP entitlement and payroll processing.	High
Performance capability policy	Performance improvement plan	Performance management	Sets targets, support, timescales and review dates.	High
Form
Appraisal policy	Annual appraisal form	Performance management	Captures objectives, feedback, rating and development needs.	Medium
Probation policy	Probation review form	Onboarding	Records progress, support, extension or confirmation decision.	High
Template letter
Probation policy	Probation confirmation letter	Onboarding	Confirms successful completion and any changed terms.	High
Record
Induction policy	New starter induction checklist	Onboarding	Tracks training, policies, equipment and introductions.	Medium
Contractual document
Employment terms policy	Employment contract or written statement	Onboarding	Sets legally required core employment particulars.	High
Record
Right to work policy	Right to work check record	Onboarding	Evidences checks before employment starts.	High
Form
Equal opportunities policy	Equality monitoring form	Onboarding	Supports monitoring while separating sensitive data.	High
Anti-harassment and bullying policy	Harassment complaint form	Disciplinary and grievance	Captures conduct, dates, witnesses and requested action.	High
Record
Sexual harassment prevention policy	Sexual harassment risk assessment	Ongoing employment	Records preventive steps and workplace-specific risk controls.	High
Form
Whistleblowing policy	Protected disclosure form	Ongoing employment	Structures reporting of qualifying disclosures and follow-up.	High
Guidance note
Employee data protection policy	Employee privacy notice	Onboarding	Explains purposes, lawful bases and employee data rights.	High
Procedure
Employee data protection policy	Subject access request procedure	Ongoing employment	Sets workflow for employee data access requests.	High
Record
HR data retention policy	HR records retention schedule	Leaving employment	Maps HR record types to retention periods.	High
Form
IT acceptable use policy	IT policy acknowledgement form	Onboarding	Records user acceptance of systems rules.	Medium
Homeworking policy	Homeworking risk assessment checklist	Ongoing employment	Checks workstation, equipment and home safety controls.	High
Contractual document
Hybrid working policy	Hybrid working agreement	Ongoing employment	Records agreed workplace pattern and review arrangements.	High
Form
Flexible working policy	Flexible working request form	Ongoing employment	Captures statutory request details and proposed change.	High
Template letter
Flexible working policy	Flexible working decision letter	Ongoing employment	Confirms approval, refusal reasons or agreed variation.	High
Form
Annual leave policy	Holiday request form	Ongoing employment	Records requested dates, approval and remaining entitlement.	High
Record
Annual leave policy	Holiday entitlement record	Ongoing employment	Tracks accrual, leave taken and carry-over.	High
Contractual document
Working time policy	48-hour week opt-out agreement	Ongoing employment	Records voluntary opt-out and cancellation terms.	High
Record
Working time policy	Working hours record	Ongoing employment	Evidences compliance with working time limits.	High
Form
Maternity policy	Maternity leave notification form	Ongoing employment	Records due date, leave start and MATB1 evidence.	High
Template letter
Maternity policy	Maternity leave confirmation letter	Ongoing employment	Confirms leave dates, pay position and return date.	High
Record
New and expectant mothers policy	Pregnancy risk assessment	Ongoing employment	Identifies workplace risks and required adjustments.	High
Form
Paternity leave policy	Paternity leave request form	Ongoing employment	Records qualifying relationship, dates and statutory notice.	High
Adoption leave policy	Adoption leave request form	Ongoing employment	Records matching date, placement and leave choice.	High
Shared parental leave policy	Shared parental leave notice	Ongoing employment	Records entitlement, declarations and leave booking dates.	High
Parental leave policy	Unpaid parental leave request form	Ongoing employment	Records child details, dates and remaining entitlement.	High
Parental bereavement leave policy	Parental bereavement leave form	Absence management	Records leave dates and pay declaration sensitively.	High
Record
Time off for dependants policy	Dependants leave record	Absence management	Records emergency reason, dates and unpaid status.	High
Form
Compassionate leave policy	Compassionate leave request form	Absence management	Records reason, dates, approval and pay decision.	Medium
Careru0027s leave policy	Careru0027s leave request form	Absence management	Records dependant care need and leave dates.	High
Record
Health and safety policy	Workplace risk assessment	Ongoing employment	Identifies hazards, controls and responsible persons.	High
Health and safety policy	Accident book entry	Ongoing employment	Records incidents and supports RIDDOR assessment.	High
Form
Display screen equipment policy	DSE workstation assessment	Ongoing employment	Checks workstation setup and required adjustments.	High
Record
Lone working policy	Lone worker risk assessment	Ongoing employment	Sets controls for isolation, communication and emergencies.	High
Procedure
Fire safety policy	Fire evacuation procedure	Ongoing employment	Explains alarm response, assembly points and roles.	High
Record
First aid policy	First aider and kit record	Ongoing employment	Records appointed persons, training and equipment checks.	High
Form
Alcohol and drugs policy	Drug and alcohol testing consent form	Ongoing employment	Records consent and conditions for testing where used.	High
Expenses policy	Expense claim form	Ongoing employment	Captures claim type, receipts, approval and VAT evidence.	Medium
Business travel policy	Travel authorisation form	Ongoing employment	Approves itinerary, cost limits and insurance needs.	Medium
Record
Training and development policy	Employee training record	Ongoing employment	Records completed training, expiry and development needs.	Medium
Social media policy	Social media incident record	Disciplinary and grievance	Captures alleged posts, evidence and policy breach assessment.	Medium
Anti-bribery policy	Gifts and hospitality register	Ongoing employment	Records offers, approvals and conflict checks.	High
Form
Conflict of interest policy	Conflict of interest declaration	Ongoing employment	Records personal interests and mitigation decisions.	Medium
Contractual document
Confidentiality policy	Employee confidentiality agreement	Onboarding	Creates contractual duties protecting business information.	High
Intellectual property policy	IP assignment clause	Onboarding	Aligns handbook rules with ownership of work outputs.	High
Record
Company equipment policy	Equipment issue and return record	Onboarding	Tracks assets issued, condition and return obligations.	Medium
Guidance note
Dress code policy	Dress code guidance note	Ongoing employment	Explains appearance standards and equality considerations.	Medium
Form
Pay and payroll policy	Payroll change form	Ongoing employment	Records salary, hours, tax and bank detail changes.	High
Wages deductions policy	Deduction authorisation form	Ongoing employment	Records worker consent or contractual basis for deductions.	High
Template letter
Workplace pension policy	Auto-enrolment notice	Onboarding	Notifies enrolment status, contributions and opt-out rights.	High
Guidance note
Standards of conduct policy	Misconduct and gross misconduct schedule	Ongoing employment	Lists examples used when assessing alleged breaches.	High
Record
Redundancy policy	Redundancy selection matrix	Leaving employment	Records objective scoring against selection criteria.	High
Template letter
Redundancy policy	Redundancy consultation invitation letter	Leaving employment	Starts consultation and explains proposals and rights.	High
Notice and resignation policy	Resignation acknowledgement letter	Leaving employment	Confirms notice, final working day and exit steps.	High
Form
Exit interview policy	Exit interview form	Leaving employment	Captures feedback, handover issues and final actions.	Low
Record
Leaver administration policy	Final pay and P45 checklist	Leaving employment	Tracks final salary, holiday pay and P45 issue.	High
Contractual document
Settlement agreement policy	Settlement agreement template	Leaving employment	Documents agreed termination terms and statutory safeguards.	High

How Should A UK Employee Handbook Link To Supporting HR Documents?

A UK employee handbook is most useful when each policy is matched to the forms, letters, procedures and records that HR will actually use. High-priority links include disciplinary, grievance, sickness absence, flexible working, family leave, data protection, health and safety, equality, whistleblowing and right to work documents, because inconsistencies can affect statutory compliance, tribunal risk, evidence quality or employee expectations.

Which Handbook Policies Need The Tightest Version Control?

Disciplinary and grievance: Keep policies aligned with investigation plans, hearing letters, outcome letters and appeal letters, especially where the Acas Code of Practice is relevant.
Flexible working and family leave: Templates should reflect statutory eligibility, notice, response and consultation rules, including the flexible working regime and maternity, paternity, adoption, shared parental and parental bereavement rights.
Sickness absence: Self-certification forms, fit note records, return-to-work forms and occupational health referrals should support accurate statutory sick pay handling and reasonable adjustment decisions.
Data protection: Privacy notices, subject access procedures, data breach records and retention schedules should match the handbook to avoid conflicting messages about employee data use.

What Supporting Documents Reduce Employment Risk In Practice?

The dataset shows that handbook policies should not stand alone. Employers usually need evidence records, template correspondence and operational procedures to show that a policy was applied fairly. For UK employers, this is especially important for right to work checks, health and safety risk assessments, working time records, equality and harassment complaints, whistleblowing disclosures, redundancy consultation and settlement discussions.