Employee handbook for a Canadian small business
A handbook puts your rules in one place, so managers answer the same question the same way. In some provinces, parts of it are required by law.
Policies required in writing
Workplace violence and harassment (Ontario)
The Occupational Health and Safety Act requires policies on workplace violence and harassment and a program to put them in place. With six or more workers, the policies must be written and posted.
Disconnecting from work and electronic monitoring (Ontario, 25+ employees)
Employers with 25 or more employees on January 1 of a year must have both written policies by March 1 of that year.
Bullying and harassment (BC)
WorkSafeBC expects employers to have a policy statement and procedures for reporting and dealing with bullying and harassment.
Harassment and violence prevention (Alberta)
The Occupational Health and Safety Act requires a harassment and violence prevention plan.
Accessibility (Ontario)
The Accessibility for Ontarians with Disabilities Act sets accessibility standards. Organizations with 20 or more employees must document their accessibility policies.
What else belongs in the handbook
Welcome and how the company works
Who does what, hours, where to find help.
Hours, overtime and time tracking
Matched to your province's overtime rules and any overtime averaging agreements.
Vacation, statutory holidays and leaves
The minimums by province, plus anything extra you offer.
Sick days and absence reporting
BC requires five paid sick days a year after 90 days. Ontario requires three unpaid sick days.
Remote and hybrid work
Where people may work, equipment and expense rules.
Code of conduct and conflicts of interest
What is expected, and what happens when it is not followed.
Discipline process
How concerns are raised and handled. See progressive discipline.
Privacy and use of company systems
Email, devices, monitoring and personal information.
Expenses, travel and company property
What is covered and how to claim it.
Rolling it out
Check it against contracts
A handbook should not quietly change pay, hours or termination terms in existing contracts. Changes to key terms need agreement.
Get signed acknowledgements
Each employee confirms they received and read it. Keep the signed copies.
Train managers
Managers apply most of the rules. Walk them through the parts they use every week.
Review once a year
Rules change often. Ontario alone has amended its Employment Standards Act several times since 2021.
Common questions
Is an employee handbook required in Canada?
A single handbook is not required, but several written policies are, depending on the province and the number of employees. A handbook is the simplest place to keep them.
Can I use a free template?
A template is a fine start. Check that every rule matches your province and your contracts before you hand it out.
Who can write and maintain it for us?
Our Growth plan includes writing the handbook and keeping it current.
Hiring, or stuck on an HR question?
Tell us what you need. We reply by email to set up a short free call, and send a written agreement before any work starts.