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.
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
- set consistent expectations
- support employee wellbeing
What you may include in a code of conduct
Your employee code of conduct ideally reflects your company’s values, goals and workplace risks, complete with easily comprehensible language. Here are common sections to include:
Confidentiality rules
Employees often have access to sensitive company, client or customer information. A code of conduct may 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.
Consider mentioning 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 can 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
You may clarify how employees 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.
Prohibited behaviour
You can 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, you may 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.
How to introduce a 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. Consider having 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
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 typically supports the full lifecycle of the code of conduct. The team can be responsible for delivering training, addressing questions and concerns, tracking policy violations and applying fair, documented disciplinary action when necessary. HR may also ensure the code reflects the company’s evolving needs.
A transparent, well-written code of conduct can protect your company and set employees up for success. By outlining expectations, you can build a workplace based on respect, integrity and trust.
