Is it necessary to have a staff handbook?

Kasper Skjold

February 6, 2026

Does your company have an employee handbook? If not, it's a good idea to create one. And if you're not familiar with what an employee handbook should contain, don't worry! Below, we'll go through what an employee handbook is and how to successfully fill it out so that it's not just used as a doorstop on busy days. If you read to the end, we'll give you a free employee handbook template to get you started. Here we'll go through what an employee handbook is, what it should contain, so that you - if your workplace doesn't already have one - can create an employee handbook for your company.

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What is an employee handbook?

Most people like things in black and white, and an employee handbook can be your new best friend. An employee handbook, or employee manual, is a handbook of set guidelines for employees. It includes what you as a company expect from your employees and what you as a company offer. An employee handbook can therefore be useful both for your current employees and as part ofattracting new employees to your company - as a company, you often want to radiate responsibility for your employees.

Transparency is the new black. This is because being transparent and clear about how you treat your employees is always beneficial to your business. Most larger companies have an employee handbook as it outlines guidelines and values that the company wants to be characterized and positioned by. It also provides security for employees and is often part of the company'spersonnel policy, as an employee handbook ensures that there are clear guidelines on how employees should be treated.

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What should an employee handbook contain if it's not just going to gather dust on the top shelf?

It's up to you as an employer to decide what should be in an employee handbook, but we're happy to offer some advice and guidelines. As mentioned, an employee handbook often contains workplace rules, values, policies and conditions of employment. However, it's important that the employee handbook doesn't contradict the applicable collective agreement and legislation - you should therefore make sure to update your employee handbook so that it's always up to date in terms of collective agreements and legislation. It's always a good idea to keep bureaucracy in mind so you don't make promises you can't keep.

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Get a free employee handbook template

Congratulations! You made it this far in the text, and we're no good if we don't keep our word. That's why in the following piece you'll get an employee handbook template, and as the cherry on top, we also provide examples of what a good employee handbook should contain - enjoy! You can find an employee handbook template for free in many places around the web, where you'll already have a rough outline of what you need to write in.

In the following, we have prepared an example of what you can write in your employee handbook and some of the things that are relevant to include in your employee handbook so that it doesn't become a doorstop or gather dust on the top shelf - but you also need to do some thinking yourself. That's why we haven't filled out the employee handbook like many other templates.

At the end of the day, it's all about what the purpose of your employee handbook is, and we leave the steering wheel to you. We've gathered some of the typical information and guidelines so you have something concrete to start from when creating an employee handbook that will make other employee handbooks green with envy.

Employee handbook example - what can you include in your employee handbook?

And how do we make other employee handbooks green with envy, you ask? We'll tell you how. It's all about gathering the most relevant information in a clear order so that it's easy for current and new employees to look up the relevant employee handbook.

Let's give you an example of a situation that many of you have probably faced: You need to assemble an IKEA piece of furniture and have told the nice employee that you can assemble it yourself - no need for them to spend time on it, you think. Optimism is at an all-time high, but a handful of hours later, you end up calling for help. The IKEA furniture manual may be categorized, but you're constantly flipping back and forth to find the right nut or locate the right hole in the right corner that you got turned upside down. Your current and new employees shouldn't have to go through that experience when looking through your company's employee handbook. That's why we offer a clear overview below, with a keen eye for the bureaucratic. However, it's important to emphasize that this is not an exhaustive list.

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Employee handbook template

Working hours
‍How many hours a week should your employees work? And during what hours? You can also enter the duration of lunch breaks, etc.

‍Health and safety rules in the office
‍In this part of the employee handbook you can explain the physical and psychological working conditions in the office - typically most are already determined by the Health and Safety at Work Act. This section can have many sub-sections, such as office temperatures, noise in the workplace, strain on the body in sitting positions or overload during physical work, etc.

Check out the Danish Working Environment Authority's website, where they have created a work environment guide for different industries.

Company alcohol and smoking policy
‍Here you can explain the company's and workplace's attitude to alcohol and smoking. Typically, an employee handbook will include a ban on consuming alcohol during daytime hours. However, this comes with certain exceptions. If a colleague is celebrating a birthday or an anniversary, it will often be written in the employee handbook that a single glass is allowed.

A written smoking policy is a legal requirement for both private and public workplaces. Smoking may be prohibited in the workplace, but if it is allowed, it should be stated in the employee handbook where on the premises it is allowed to get some "fresh air". It's a good idea to also add relevant information about quitting smoking or alcohol abuse.

Paternity leave
‍Is one of your employees about to become a mother? Or maybe you have an employee who has become a father and would like to take a few months of maternity leave? It's a good idea to write your maternity leave policy in your employee handbook so that it's clear to both male and female employees what their position is.

However, be aware that there are some applicable rules for maternity leave according to the Maternity Leave Act and the Salaried Employees Act - for example, how many days you are entitled to maternity leave. If your workplace allows employees to take more parental leave, it's a good idea to include this in the employee handbook. This will also make you attractive to new employees, as a newborn baby will always win the race for attention.

Child's first sick day
‍If one of your employees has a sick child and they are lucky enough to be able to take the first sick day(s) off? Then this would also be relevant information to add to the employee handbook. Employees may also be covered by a collective agreement that entitles them to be paid on their child's first day of illness - and maybe even more days with pay. Remember to make sure that the employee handbook is in line with the applicable collective agreement.

‍Illness
If it's not the child but the employee who needs to spend one or more days under the covers, the rules for sick leave must be written into the employee handbook. For example, when to call in sick (often before 9am), whether the employer can contact the employee during illness, etc. Remember to check the Salaried Employees Act - there are a number of rules in this area.

Overtime
‍There are very few companies that don't appreciate an employee working extra hours if a sudden situation arises. In this case, overtime rules should be communicated so that it's clear to the employee what they're agreeing to. Perhaps employees can expect a bonus if they work overtime? Often, there may also be rules for notification of overtime. Again, it's important to check the applicable collective agreements.

Flexitime
Some people confuse or compare overtime and flexitime. However, flexitime is not categorized as overtime, but is instead the right of employees to come in earlier or leave earlier or later than the fixed hours - the period of time when employees must be at work. Therefore, flexitime options should always be included in the employee handbook.

‍Employee development review (EDD)
‍Does your company hold an EDD once a year? If so, this should also be written into your employee handbook.

‍Confidentiality
‍For many companies, their employees have a duty of confidentiality. If this also applies to you, it should be stated in your employee handbook. It can also state if there are any special points that employees should be extra careful not to talk about in public.

Holidays
‍All employees have 5 weeks of vacation, determined by the Holiday Act. But maybe your employees are lucky enough to have holiday breaks - paid days off in addition to vacation. Then write it in the employee handbook! And again, make sure it's in line with the applicable collective agreement in the area.

Holiday closures
Typically, many companies have one or more weeks where there is a holiday closure. If you are closed for vacation, this should also be written in the employee handbook.

‍Employee benefits
‍Does your company boast some enviable employee benefits? Then hurry up and write it in the soon-to-be-finished employee handbook. Maybe you can offer your employees a free work phone, a delicious lunch scheme, free coffee, tea and water for the early morning or late afternoon hours. Get it written into your employee handbook - it's okay to brag a little if the perks are a little extra!

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Are there other things you can include in your employee handbook?

There are always more things you can include in an employee handbook, and when it comes down to it, the sky's the limit. Other things you can include in your employee handbook could be, for example