An employee handbook turns your expectations into something staff can read, ask about and sign. It also gives managers a consistent reference when issues arise. Here is a practical outline.

1. Welcome and company background

Mission, values, a short company overview and who to contact for what.

2. Employment basics

Types of employment, probation, confirmation, working hours, rest days, public holidays and how changes to terms are communicated.

3. Pay and benefits

Pay dates, payslips, allowances, claims, bonuses, statutory contributions and any additional benefits such as medical coverage.

4. Leave

Annual, sick, hospitalisation, maternity and paternity leave, compassionate and unpaid leave, how to apply and who approves.

5. Attendance and flexibility

Reporting times, lateness, absence notification, overtime approval and any flexible or hybrid work rules.

6. Conduct and discipline

Code of conduct, examples of misconduct, the disciplinary process and the right to respond. Link this to your show-cause and domestic inquiry procedure.

7. Respect at work

Anti-harassment, anti-discrimination and anti-bullying rules, and how to make a complaint safely.

8. Confidentiality, data and conflicts of interest

Handling company and customer information, use of devices and social media, and declaring outside interests.

9. Health and safety

Safety rules, reporting incidents and emergency procedures.

10. Performance and development

How performance is reviewed, how training is requested and how promotions are considered.

11. Resignation and termination

Notice periods, handover, return of property, and final pay.

12. Acknowledgement page

A signed acknowledgement that the employee has received and understood the handbook, filed in the employee record.

Tips for a handbook people read

Use plain language and short sections.
Provide English and Chinese summaries if your team needs them.
Review it yearly and when laws change, and keep a version history.
Brief managers before launching, so they apply it consistently.

This article is general information, not legal advice. Check the latest official guidance (HRD Corp, Ministry of Human Resources, Labour Department) for your situation. TEM drafts handbooks tailored to your business and your team.

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What to Include in an Employee Handbook: A Checklist for Malaysian SMEs