What is a code of conduct?

A code of conduct is a formal document that outlines the standards of behaviour that employers expect employees to follow. It may include rules about safety, attendance, dress code and workplace interactions. Once signed, it becomes a legally binding agreement between the employer and the employee. Employers may share the code during onboarding and ask new hires to sign it as part of their welcome package. A well-written code of conduct can help:

• reduce misunderstandings
• align teams around shared values
• support fair disciplinary practices

Why is a code of conduct important?

A code of conduct supports a safe, respectful and inclusive workplace. It provides employees with a clear reference point for making decisions, handling conflicts and understanding what is acceptable. Posting your code publicly can also help with recruitment. It shows candidates what your company stands for and signals that you take workplace culture seriously. A good code of conduct can:

• reflect company values
• prevent legal or ethical issues
• set consistent expectations
• support employee wellbeing

What to include in a code of conduct

Your employee code of conduct should reflect your company’s values, goals and workplace risks. You do not need to address every possible scenario, but you should outline the core behaviours you expect and the consequences of crossing the line. Use straightforward language that’s easy to understand and follow. Here are common sections to include:

Confidentiality rules

Employees often have access to sensitive company, client or customer information. A code of conduct should clearly explain that this information must remain confidential, even after employment ends. If your team signs non-disclosure agreements (NDAs), include a brief summary of what those cover. Mention any restrictions regarding the sharing of data, accessing internal systems or discussing confidential projects outside the workplace.

Health and safety

Regardless of your industry, your code should outline each employee’s responsibility for maintaining a safe work environment. For businesses with physical risks, such as warehouses, retail locations or fieldwork, include a summary of safety procedures, protective equipment requirements and instructions on how to report hazards or injuries. You can also include mental health considerations, workplace ergonomics and expectations for respectful behaviour during emergencies.

Attendance and sick leave

Clarify how employees should report absences, including the procedures for notifying their supervisor. Outline the documentation required for sick leave or extended time away, and specify any limits or rules regarding lateness. Having clear expectations helps minimize confusion, especially in teams that rely on shift coverage or work with clients.

Dress code and appearance

Explain what attire is appropriate for your workplace. In some environments, this may mean adhering to formal dress standards. In others, it may involve wearing a uniform or branded gear. If you require specific clothing or grooming for safety, public interaction or brand image, outline it here. You can also note any exceptions, such as religious accommodations or remote work guidelines.

Prohibited behaviour

List the types of behaviour that are not acceptable in your workplace. This might include violence, harassment, bullying, discrimination, theft, substance misuse or misuse of company equipment. Be clear about what you will not tolerate and include examples when needed. This section can help protect employees and create accountability across all roles and levels.

Professional boundaries

Define the boundaries regarding personal relationships, off-duty conduct and the use of company resources. For example, clarify whether you allow co-workers to date, your social media policy and what is acceptable when using company devices. Establishing these boundaries early can help prevent misunderstandings and set a professional tone across your team.

Anti-discrimination and harassment policy

Reinforce your company’s commitment to a workplace free from discrimination, harassment or retaliation. Outline the types of behaviours covered, such as those based on race, gender, religion or disability, and how employees can report concerns. Be specific about how your company will respond to complaints and outline the disciplinary actions you might take. This demonstrates to employees that your company takes inclusion seriously and will take action to protect them.

How to introduce and enforce the code of conduct

Once you have written the code, you can share it with your team and explain why it matters. Be sure to build in time for employees to read and ask questions. Request written acknowledgement to ensure expectations are clear. Make sure your HR team or managers:

• provide regular training
• handle violations fairly and consistently
• review the code annually and update when needed
• document all incidents that involve breaches of the code (if there is disciplinary action required, ensure it aligns with company policy and employment laws)

Code of conduct example

Here are a few sample lines from company codes of conduct. For further clarification and support regarding the code of conduct, employees can refer to additional resources provided by your company:

On privacy

“We are trusted with sensitive information. All employees must follow privacy laws and internal policies when collecting or sharing data.”

On workplace safety

“Employees are required to follow safety procedures and report any hazards or incidents to their supervisor.”

On substance use

“Drugs and alcohol are not permitted in the workplace. Limited alcohol may be allowed at approved events, but behaviour must remain professional.”

On conflicts of interest

“Employees must avoid personal interests that could interfere with their work or decision making.”

HR and the code of conduct

HR supports the full lifecycle of the code of conduct, from onboarding to enforcement. The team is responsible for delivering training, addressing questions and concerns, tracking policy violations and applying fair, documented disciplinary action when necessary. HR also ensures the code reflects the company’s evolving needs. By collecting feedback from employees and monitoring workplace trends, they can update the policy to stay relevant and effective.

A transparent, well-enforced code of conduct can protect your company and set employees up for success. By outlining expectations and holding everyone accountable, you can build a workplace based on respect, integrity and trust.