Policy & Procedure Manual: How to Create & Examples 2023

Policy & Procedure Manual: How to Create & Examples 2023

Welcome to a new article! I hope this article will guide you and inspire you to create your own manual! By the end of this article, you will have the confidence and knowledge to start creating a well-defined and precise Policy &  Procedures Manual that answers the needs of your organization! Are you ready to improve your consistency, ensure compliance, boost productivity and more? 

Throughout this article you will find: 

  • What are Policies and Procedures Manual?
  • Types 
  • Why do you need it? Benefits
  • Write it step by step
  • Tips to do the best policy and procedure manual
  • Examples
  • Conclusion

Lets go readers!

Related: SOP for business

What are Policies and Procedures Manual?

It's vital that your employees are able to access internal documentation easily, and the policies and procedures manual is the place, a central repository where your employees are able to access the information needed. 

A policies and Procedures Manual is a well-built document, also known as a Employee Handbook or Operations Manual,  that outlines the rules, guidelines and procedures that conduct the operations and decision-making within the organization. 

It's a reference guide for employees and stakeholders, offering a clear understanding of the organization's policies and standard procedures. It's not just limited to employee conduct, but covers a wide range of topics, such as employment policies, safety guidelines, communication protocols, resolution processes and more. The goal of this manual is to improve consistency, transparency while providing a positive environment for employees in order to work efficiently.

See: Software Documentaton tools


Employee Handbook

It is a type of manual that provides employees with essentially information about the company's policies, procedures, and expectations. Cover topics such as code of conduct, work hours and schedules, benefits and performance expectations, workplace policies, employee rights and responsibilities, disciplinary procedures, communication and technology usage and safety procedures.  It promotes consistency, clarity, and compliance across the organization while also setting up an understanding and positive workspace between employers and employees. 

Related: employee onboarding

Health and Safety Manual

This type of manual focuses on outlining policies and procedures related to workplace health and safety for employees. Some of the topics covered are emergency procedures, accident reporting and investigation, risk assessment, safety training and education, occupational health, compliance with laws and regulations, safety committees, and the use of personal protective equipment. This manual is important because it promotes a safe and healthy workspace. Provides clear guidelines, procedures and training, and it helps to protect employees from harm, prevent accidents and ensure safety. It prioritizes employee well-being.

Information Technology Manual

This type called technical manuals outlines policies and procedures related to the use of technology in the workplace, such as acceptable use of company equipment, data security, network and systems access, softwares and licensing, information Security Incident Reporting, IT Helpdesk and Support, technology Training, and password management. The goal is to promote responsible and secure technology usage within the organization. The manual helps employees to understand their responsibilities and roles, for example, maintaining data security, protecting sensitive information and more.

Financial and Accounting Manual

Is a type of Manual that outlines policies and procedures related to financial and accounting processes within the organization, such as expense reporting, invoicing, budgeting, accounts payable, financial reporting, cash management, financial control and compliance, and financial policies. This Manual guarantees consistency, accuracy, and compliance in financial processes because it creates clear guidelines for financial transactions, streamlines processes and reduces the risk of mistakes at work. Helps employees to do their tasks effectively and consistently with the policies and procedures of the organization.

Human Resources Manual

Is a type of manual that documents policies and procedures related to hiring, performance management, onboarding and orientation, employee benefits, employee relations, Leave and Absence Management, employee separation, and training. This manual serves as a well-defined resource for HR professionals but also, employees, because it helps to build consistent practice and ensures compliance with employment laws. Through this manual, employees will have a clear understanding of their rights and expectations. Also helps HR professionals by managing HR processes, and promoting employee engagement.

Compliance Manual

This type of manual outlines policies and procedures related to regulatory compliance within the organization, such as anti-discrimination laws, environmental regulations, industry-specific requirements, policy development, compliance training, monitoring and auditing, documentation, and regulatory updates. This manual promotes compliance within the organization as it helps employees understand their obligations and responsibilities. They are guided by the manual on how to detect, address compliance issues and more.

Check out this article: How to create a training manual 

Why do you need it? Benefits

As a leader and your responsabilities as leader you must keep in mind the goals and the way to achieve it. Here are some of the main advantages of having a Policies and Procedures Manual: 

  1. Consistency and standardization: Provides a centralized source of information on policies and procedures. It helps employees to follow consistent guidelines and practices, promoting consistency, and more chances to make better decisions.
  1. Clear Communication: It's a communication tool because it helps to convey the organizational policies, procedures and expectations clearly to the employees through guidelines, in a way that reduces misunderstanding, and aligns the team's behaviour to the organization's values. You can check type of communication styles.
  1. Compliance and Risk Management: In order to secure compliance with applicable laws, regulations and industry standards, a well-documented manual will help the organization with it. Outlines the procedures needed to mitigate risks and keep a safe work environment.
  1. Training and Onboarding: Training  new employees in their onboarding process can be hard. That's why this manual will be extremely helpful. Provides a extense and well-defined overview of policies, procedures and best practices, helping employees understand their roles and responsibilities.
  1. Performance and Accountability: The policies and procedures that are outlined in the manual allows and helps to carry out an effective performance management. Employees need to understand what is expected from them, leading to an increasing productivity.
  1. Conflict Resolution: The manual serves as a reference guide to resolve issues objectively. Helps resolve problems based on established politics and procedures.
  1. Employee Empowerment: In order to make informed decisions, a well-defined and structured manual can be really helpful. Their advantages are: reduce the dependency with the manager for routing inquiries and lead to more autonomy and trust.
  1. Legal Protection: In case of legal disputes, a well-documented and complete manual can provide legal protection to the organization. Demonstrates that the organization has taken certain steps to establish policies and procedures.

Write it step by step

1. Determine Scope and Purpose

  1. Identify the goals and objectives  ​​of the policy and procedure manual
  1. Identify the audience for the manual
  1. Determine what policies and procedures need to be included

2. Collecting Information

  1. Gather existing policies and procedures
  1. Conduct research to identify any missing policies and procedures
  1. Review  and update policies and procedures as needed

See: Kanban methodology

3. Organizing and Formatting the Manual

  1. Choose a format for the manual
  1. Organize policies and procedures in a logical manner
  1. Incorporate any necessary visual aids or graphics

Uphint creates manuals automatically captures a whole process and turns it into an easy-to follow and easy-to-understand step-by-step guide in seconds. Provides visual aids such as screenshots of every click you have done on the way and auto-generated titles. The best part… It's editable!

4. Writing Policies and Procedures

  1. Establish a consistent writing style and format
  1. Use clear and concise language
  1. Ensure policies and procedures are up-to-date and accurate

5. Review and Approval Process

  1. Establish a process for review and approval of policies and procedures
  1. Identify the roles and responsibilities of those involved in the review and approval process
  1. Determine how often the manual will be reviewed and updated

6. Implementation and Training

  1. Develop a plan for implementing the policy and procedure manual
  1. Provide training to employees on how to use the manual
  1. Establish a process for addressing questions and feedback from employees

Maintenance and Review

  1. Establish a process for ongoing maintenance and review of the policy and procedure manual
  1. Identify who will be responsible for making updates and revisions
  1. Determine how often the manual will be reviewed and updated

Related: Process documentation

Tips to do the best policy and procedure manual

Start with a clear purpose: Before you start writing your manual, you need to be clear about the purpose and scope of the document. Identify who is going to follow the policies and procedures.

Use a consistent format: Use a consistent format throughout the manual to make it easy to read and navigate. Use headings, subheadings, and bullet points to break up the text and make it more visually appealing.

Keep it concise and clear: Use clear and concise language to make the policies and procedures easy to understand. Avoid using overly complex language.

Include visual aids: Incorporating visual aids, such as flow charts , diagrams and other, will help to effectively explain complex processes and concepts.  Incorporate visual aids 

Ensure accuracy and up-to-date information: Make sure all policies and procedures are accurate and up-to-date. Review and update the manual regularly to ensure it remains relevant and useful. Identify who will be responsible for making updates and revisions and how often the manual will be reviewed.

Provide training  and support: Provide training to employees on how to use the manual and where to find information. Set up a method for addressing doubts and feedback from employees.

Related post: SOP training program 

Get feedback: Ask  feedback from employees and other stakeholders in order to make it easier to meet their needs and address inquiries. Identify areas of improvements thanks to the powerful insights. 


Common policies and procedures that can be included in a Policies and Procedures Manual:

Code of Conduct: Outlines the ethical standards and expected behavior for employees within the organization.Covers: Integrity, respect, professional conduct and more.

Attendance and Punctuality: Defines the expectation for employee attendance, such as punctuality and reporting absences.

Anti-Discrimination and Harassment:  Establish guidelines to prevent discrimination and harassment outlining procedures for reporting incidents, and addressing complaints.

Performance Management: Manage employee performance by providing a framework which includes goal-setting, performance evaluation, feedback mechanisms and more.

Employee Training and Development: Includes procedures for identifying areas of training needs, providing learning opportunities, and evaluates the effectiveness of certain training programs.

Conflict of Interest: This type of policy is for addressing conflicts that can happen between an employee's personal interests and their responsibilities to the organization. 

Social Media and Communications: Provides guidelines for the use of social media. It includes use of company accounts, confidentiality and the steps for representing the organization within the online community.

See: SOP marketing template

Data Management and Retention: Consists of management and retention of organizational data. The guidelines outline procedures for data classification, access controls and more. 


In conclusion, a Policy & Procedure manual ensures compliance across various aspects of your organization, as it also ensures clarity and consistency. Right now, you are equipped with the tools and knowledge to start your own manual. By defining policies and documenting procedures you will help to promote efficiency all over the organization. 

Don't wait any more. Gather your team and good luck!

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