Template · Policies and handbooks
Code of conduct template
In short
A code of conduct template sets out the behavior expected of everyone who works for an organization: how people treat each other and customers, safety, honesty, conflicts of interest, confidential information, use of company property, how to raise concerns without retaliation, and what happens when the code is broken. Employees read it and sign an acknowledgment.
Employee Code of Conduct template
Employee Code of Conduct
Replace each [Placeholder] and remove sections that do not apply. Keep the language plain: a frontline employee should be able to read the whole code in about 15 minutes. Have employment counsel review the final version before you publish it.
1. Purpose and who this code covers
This Code of Conduct describes how we expect everyone at [Company Name] to behave at work and whenever they represent the company. It applies to all employees, managers, officers and directors, and, where stated in their agreements, to temporary workers, contractors and volunteers. It covers conduct on company premises, at customer or client sites, while working remotely, at work events and travel, and online when you are identified with the company.
No code can cover every situation. When you are unsure, ask yourself whether the action is legal, consistent with this code, and something you would be comfortable explaining to your manager or seeing reported publicly. If not, stop and ask.
2. Treating people with respect
We treat coworkers, customers, candidates and partners with courtesy and respect. Harassment, discrimination, bullying, threats and violence are not tolerated. Our [Anti-Harassment Policy] and [Equal Employment Opportunity Policy] explain what is prohibited and how to report it.
We disagree on ideas, not on people. Shouting, insults, slurs, offensive jokes and deliberately excluding someone have no place here, in person, on calls or in chat.
3. Health and safety
Follow all safety rules, procedures and training for your role, use required protective equipment, and report injuries, near misses and unsafe conditions to [your supervisor / Safety contact] right away. Do not work under the influence of alcohol, illegal drugs or any substance that impairs your ability to work safely; see our [Drug and Alcohol Policy]. Weapons are prohibited on company premises except as permitted by law and our [Workplace Violence Policy].
4. Honesty and accurate records
Record time worked, expenses, production, sales and customer information accurately and on time. Never falsify, back-date or alter records, including timesheets, quality scores, inspection logs or customer notes. Report errors as soon as you find them. Do not destroy records that are subject to a legal hold or our [Records Retention Policy].
5. Conflicts of interest
Avoid situations where your personal interests, or those of a family member or close friend, could influence your decisions at work. Examples include supervising or hiring a relative, having a financial interest in a supplier or competitor, or taking a second job that competes with us or affects your performance. Disclose any actual or potential conflict to [your manager / HR] in writing; most can be managed once they are known. See our [Conflict of Interest Policy].
6. Gifts, entertainment and anti-bribery
Do not offer, give, ask for or accept anything of value to improperly influence a business decision. You may accept modest, occasional gifts or hospitality worth no more than $[amount] that are customary in business and not cash or cash equivalents. Report anything above that limit to [contact]. Never offer anything of value to a government official on the company's behalf without approval from [Legal / Compliance].
7. Confidential information and privacy
Protect confidential information about the company, customers, candidates and coworkers, including personal data, pricing, plans and trade secrets. Access only the information you need for your job, share it only with people who are authorized, and follow our [Information Security / Acceptable Use Policy]. These obligations continue after you leave the company.
Nothing in this code prevents you from discussing your wages, hours or other terms and conditions of employment with coworkers or others, or from communicating with or filing a charge with a government agency.
8. Company property and systems
Use company equipment, vehicles, funds, systems and accounts for business purposes and with care. Limited personal use of [phones / computers] is allowed if it does not interfere with work or break any policy. Company systems may be monitored as permitted by law. Return all company property when you leave.
9. Fair dealing and compliance with law
Deal fairly with customers, suppliers and competitors. Do not make false claims about our products or services, and do not discuss prices or bids with competitors. Follow all laws and regulations that apply to your work, including [industry-specific rules, e.g. consumer protection, debt collection, healthcare privacy, food safety].
10. Social media and public statements
Only authorized spokespeople may speak on behalf of the company to the media or on official accounts. When you post personally about work, make clear that the views are your own and do not share confidential information. This section does not restrict employees' rights to discuss working conditions.
11. Speaking up and no retaliation
If you see or suspect a violation of this code, policy or law, report it to your manager, to [HR contact], or through [hotline phone number / web reporting link], which allows anonymous reports where permitted by law. We will look into reports promptly and as confidentially as possible.
[Company Name] prohibits retaliation against anyone who reports a concern in good faith or takes part in an investigation. Retaliation is itself a violation of this code.
12. Violations
Violations of this code may lead to disciplinary action, up to and including termination of employment or contract, and may be reported to authorities where required. The company decides the appropriate action based on the facts. This code does not change the at-will nature of employment where it applies, and it is not a contract.
13. Questions and updates
Questions about this code go to [HR contact name, email, phone]. [Company Name] may update this code at any time; the current version is available at [location]. Effective date: [Date].
Employee acknowledgment
- I have received and read the Code of Conduct, understand it applies to me, and know how to raise a concern.
- Employee name
- Employee ID
- Department / location
- Employee signature
- Date
How to use this template
- List the risks that matter most in your business (safety, customer data, accurate records, gifts) and make sure each has a clear section.
- Replace placeholders, set a specific gift value limit and name real reporting channels with working contact details.
- Cross-reference, rather than repeat, your detailed policies such as anti-harassment, conflict of interest and acceptable use.
- Ask employment counsel to review the draft, especially sections on confidentiality, social media and monitoring.
- Publish it in plain language, in the languages your workforce reads, and include it in new hire onboarding.
- Collect a signed acknowledgment from every employee at hire and after each material update, and keep it in the personnel file.
- Review the code every year and after any serious incident or change in law.
What a code of conduct is for
A code of conduct is the short, readable statement of how people are expected to behave. It is not the place for every rule. The detail lives in specific policies; the code gives the principles, points to those policies and tells people how to raise a concern. For the definition and how it differs from a code of ethics, see the glossary entry on codes of conduct.
Most organizations publish the code as a standalone document and also include it in the employee handbook. The standalone version matters because it is often the one shared with contractors, temp workers and new hires before day one.
Code of conduct vs code of ethics
The terms overlap. A code of ethics usually states values and principles (integrity, fairness, accountability) and is often aimed at leaders or regulated professionals. A code of conduct turns those values into specific expected behaviors and consequences. Public companies in the US must disclose whether they have adopted a code of ethics for senior financial officers under Section 406 of the Sarbanes-Oxley Act, and stock exchange listing rules generally require a code of conduct for all directors, officers and employees.
For most private employers, one document called a code of conduct, with a short values statement at the top, does the job.
Legal notes
In the US, workplace rules for non-supervisory employees, union or not, are reviewed against Section 7 of the National Labor Relations Act. Under the NLRB's 2023 Stericycle decision, a rule that a reasonable employee could read as restricting their right to discuss wages or working conditions, or to act together about them, is presumed unlawful unless the employer shows a legitimate interest that a narrower rule could not serve. Broad bans on "negative comments about the company", blanket confidentiality of pay, or "no talking to the media" without carve-outs are the usual problems. The template includes carve-outs for those rights; keep them.
Anti-retaliation language matters too. Federal laws including Title VII, the ADA, OSHA's whistleblower provisions and, for public companies, Sarbanes-Oxley and Dodd-Frank protect employees who raise certain concerns. A code that discourages reporting outside the company, or requires permission before contacting a government agency, invites trouble. Rules vary by state and country, so have counsel check the final version, especially if you employ people outside the US.
Making it stick
A code no one reads changes nothing. What works in practice:
- Keep it short. 2,000 to 4,000 words is plenty for most companies; frontline staff should not need an hour to read it.
- Use real examples from your own work. "A vendor offers you concert tickets during contract renewal" lands better than "avoid improper gifts".
- Train managers first. Most reports go to a direct supervisor, and their reaction decides whether people report again.
- Make the reporting channels real. Test the hotline number. Publish who answers it.
- Enforce it consistently. Inconsistent discipline is both unfair and a common basis for discrimination claims.
The detailed rules on harassment belong in a dedicated anti-harassment policy, and disclosure rules for outside interests belong in a conflict of interest policy.
Rolling it out to a large or multi-site workforce
For contact centers, warehouses, retail and staffing firms, the code reaches thousands of people who may not have a company email address or a desk. Deliver it during onboarding with an e-signature acknowledgment on a phone, translate it into the main languages of your workforce, and add a 10-minute module to new hire training that walks through three or four real scenarios.
For contractors and agency workers, decide which sections apply and make them part of the staffing agreement. Track acknowledgments by site so a gap in one location shows up before an audit or a lawsuit does.
Frequently asked questions
What should an employee code of conduct include?
Who it covers, respect and non-harassment, health and safety, honesty and accurate records, conflicts of interest, gifts and anti-bribery, confidential information, use of company property, fair dealing and legal compliance, public statements, how to report concerns, no retaliation, consequences of violations, and an acknowledgment.
Is a code of ethics template different from a code of conduct template?
A code of ethics focuses on values and principles, while a code of conduct turns them into concrete expected behavior and consequences. Many employers combine them: a short values statement followed by specific conduct rules, as in this template.
Is a code of conduct legally required?
Not for most private US employers. Public companies must disclose whether they have a code of ethics for senior financial officers, and exchange listing rules require a code for directors, officers and employees. Federal contractors above certain thresholds must also have a business ethics code under the FAR.
Do employees have to sign the code of conduct?
It is strongly recommended. A signed acknowledgment shows the employee received the code and knew the expectations, which matters if you later discipline or dismiss someone for a violation. Collect it at hire and after any material update.
How long should a workplace conduct policy be?
Short enough to read in 15 to 20 minutes. Put principles and reporting channels in the code and leave detailed procedures to separate policies that it references.