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Free template

Code of conduct template

A set of sections with starter wording you can edit. Replace the brackets, keep what suits your business and cut the rest. Legal points, especially on harassment, discipline and monitoring, must be confirmed with a qualified adviser.

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An HR consultant and business owner reviewing employee records together

1. Purpose and who it applies to

This code sets out the behaviour [Company name] expects from everyone who works for or with it, including [employees, trainees, contract staff, vendors on site]. It supports a safe, fair and honest workplace.

2. Respect and fair treatment

We treat each other and our customers with respect. We do not abuse, threaten, bully or discriminate on grounds such as [gender, religion, caste, region, language, disability, age, marital status].

3. Harassment

Harassment of any kind, including sexual harassment, is not tolerated. Complaints are handled under [Policy name] by [Committee or person]. [Insert legally required wording after adviser review.]

4. Honesty and integrity

  • We keep honest records of attendance, work, expenses and reports.
  • We do not offer or accept bribes, gifts or favours above [Amount] without approval.
  • We declare any conflict of interest to [Manager / HR] in writing.
  • We do not misuse company property, time or funds.

5. Attendance and workplace behaviour

  • We follow the working hours and attendance rules in [Policy name].
  • We do not work, or come to work, under the influence of alcohol or drugs.
  • We follow the dress and ID rules for [role / site].

6. Health and safety

  • We follow safety rules, use required protective equipment and report hazards and near misses to [Name or role].
  • We do not take shortcuts that put others at risk.
  • We stop work and report when a task is unsafe.

7. Confidentiality and data

  • We protect customer, employee and company information.
  • We share information only with people who need it for work.
  • We follow the rules on devices, email and social media in [Policy name]. [Wording on monitoring to be confirmed with an adviser.]

8. Outside work and social media

Outside work or business interests that compete with [Company name] or affect your work need written approval. Do not post confidential information or speak for the company online unless authorised.

9. Raising concerns

  • Raise concerns with [Manager], [HR] or [Named channel: email or phone].
  • Concerns made in good faith are not punished.
  • We keep complaints confidential as far as the process allows.

10. What happens if the code is broken

Breaches are looked into fairly. The person concerned is told of the concern and given a chance to respond. Outcomes may include [counselling, written warning, suspension, termination], depending on seriousness, under [Disciplinary policy name].

11. Acknowledgement

I have read and understood the code of conduct of [Company name].

Name: ______________________ Employee ID: ____________

Signature: ______________________ Date: ____________

12. Owner and review

Owner: [HR head]. Reviewed every [12] months.

Note before issuing

Wording on harassment, discipline, monitoring, termination and any restrictions on outside work depends on law and your contracts. Confirm these points with a qualified adviser before you issue the code.

A starting point, not legal advice. Check the final wording against your contracts and the rules of your state, and have a qualified professional review it before you issue it.

Grievance and disciplinary process →Workplace etiquette and conduct training →Employee handbook outline →

How to use this template

  1. Gather the conduct rules already in your appointment letters, handbook and notices.
  2. Edit each section to the real risks in your workplace, using short plain sentences.
  3. Fix the reporting channels and the people behind them before you publish.
  4. Send the legal sections (harassment, discipline, monitoring) to a qualified adviser.
  5. Brief every team in person, issue copies and take signed acknowledgements.
  6. Apply the code evenly, record outcomes and review it each year.

A filled example (illustrative)

This example is invented for illustration. Replace every value with your own.

SectionIllustrative entry
GiftsReport any gift above a set amount to the manager
Raising concernsA named HR email address and a manager route
SafetyReport near misses the same shift
Outcome rangeCounselling to termination, depending on seriousness

Common mistakes

  • Copying a long global code that no one in your business will read.
  • Listing penalties for everything, which makes the code feel like a threat list.
  • Publishing with no named person for raising concerns.
  • Applying the code to junior staff but not to managers or owners.
  • Skipping acknowledgements and briefings, so staff can say they never knew.

Adapt it to your business

  • Factory or plant: stress safety, PPE, shift discipline and contractor behaviour.
  • Shop or retail: add cash handling, discounts, customer treatment and stock loss.
  • Clinic or hospital: add patient dignity, consent, privacy and hygiene.
  • Office or services firm: add client confidentiality, conflicts of interest and remote work conduct.

Questions about this template

A short document that sets the behaviour expected of everyone at work: respect, honesty, safety, confidentiality and how to raise concerns. It also states what happens if the code is broken.

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