The Dos and Don’ts of Creating Effective Employee Handbooks [Questions, Answers & Poll Results]

1. Do we need separate handbooks for contractors and minors?

Answer: Not necessarily. You can include a section for minors in your regular employee handbook – just be sure it covers labor laws that apply to workers under 18. Contractors, however, are different. They should not receive or sign the full employee handbook, since that could imply they’re actually employees. Instead, provide contractors with a separate document that outlines expectations relevant to their role.

• Add a clearly labeled “Minors” section to your regular handbook with rules on hours, duties, and supervision.
• Do not ask independent contractors to sign your employee handbook.
• Give contractors a brief “contractor guidelines” document that covers safety, conduct, or site access expectations without treating them like employees.

Recommended Reading:
Employee Handbook Template: 5 Sections to Include in Your Company Handbook

2. Do employees need to return the handbook when they leave?

Answer: No, what really matters is that you’ve documented their acknowledgement of the handbook. Whether physical or digital, you don’t need it back – you just need proof they received and understood it.

• Always have employees sign an acknowledgement.
• Store acknowledgements in HR files (paper or digital).
• Let them keep a copy for future reference if needed.

3. What policies should we include around tech and tools (cell phones, AI)?

Answer: It’s smart to cover these now. Include a cell phone or tech use policy and set expectations for how employees can (and can’t) use AI at work.

• Say what’s okay (and not) for personal phones on the job.
• Add AI guidelines about data privacy and approved tools.
• Encourage safe and compliant use of AI so employees can strengthen their skills for the future.

Recommended Reading:
Ask an HR Pro: What Should You Include in an Employee AI Policy?

4. Do we need a new signature every time we update the handbook?

Answer: Ideally, yes. Anytime there’s a major update, get a fresh signature. Annual reviews are a great habit, even if there aren’t big changes. It helps employees stay aware and keeps your documentation up to date.

• Send out changes with a summary of what’s new.
• Use electronic signatures if possible.
• Track acknowledgements by version and date.

5. Should we split our handbook from our policy manual?

Answer: Yes, if it helps you stay organized. Keep the handbook high-level and consistent, then link out to more detailed policies. This makes updates easier and avoids overwhelming your team.

• Put core values and key rules in the handbook.
• Link to longer, detailed policies stored separately.
• Label each document clearly so nothing gets missed.
   

6. What are the rules for handbooks in small businesses with under 50 employees?

Answer: Many rules depend on company size, but you’re still responsible for clear communication. Small teams need policies too – especially around wages, harassment, time off, and workplace safety.

• Look up your state’s requirements for small employers.
• Use clear language – no legal jargon needed.
• Even if certain employment laws aren’t required for your business size, e.g., FMLA, some employers choose to offer the benefit to their employees.

7. Can we include an employee dating policy in our handbook?

Answer: Yes, and it’s a good idea. A clear employee dating policy helps prevent conflicts of interest, favoritism, and harassment claims. It doesn’t need to ban relationships outright, but it should set expectations around professionalism, disclosure, and workplace conduct if a relationship develops.

• Require disclosure if a supervisor is dating a direct report.
• Clarify that workplace behavior must remain professional at all times.
• Reinforce that harassment or retaliation won’t be tolerated, even if a relationship ends.

8. Where do we find mandatory workplace posters and compliance news?

Answer: Federal posters are on the DOL website, and your state labor department will have the rest. For updates, subscribe to state and national compliance newsletters to stay ahead of changes.

• Use a poster service or bundle to get all required updates.
• Bookmark your state’s labor site and check it quarterly.
• Sign up for HR newsletters or alerts for law changes from sources such as SHRM, US DOL, your state’s DOL, and/or your payroll company.

9. How should we share policy changes? Do we reissue the whole handbook?

Answer: Not always. If just one policy changes, you can send out a “policy update” with a new acknowledgement form. If a bunch of policies change or it’s a new year, then yes – reissue the whole thing.

• Add a “what’s new” section at the front of each version.
• Keep a log of changes with dates and details.
• Always get a signature confirming receipt of updates.

10. What should we avoid putting in our handbook?

Answer: Skip anything that sounds like a contract – that includes promises, guarantees, or overly strict language. Don’t include benefits you can’t deliver or rules that aren’t enforced. It can backfire legally.

• Use flexible language like “may” or “typically” instead of “will.”
• Leave out bonus or benefit details unless they’re 100% confirmed.
• Make sure you include an at-will employment disclaimer.

View the on-demand webinar, “The Dos and Don’ts of Creating Effective Employee Handbooks,” anytime for more expert advice. If you’d like our HR experts to review, update, or create your handbook, or if you have questions about specific HR projects on your to-do list, book a free consultation to get started!