Putting important company policies and procedures in writing is essential for Canadian employers. It encourages thoughtful planning about how your workplace should function, clarifies expectations for both employers and employees, and establishes a clear framework for managing issues consistently and fairly.
While smaller businesses might operate on verbal instructions and informal understandings, this approach can lead to miscommunication, conflict, and legal exposure as teams grow or issues arise.
It’s important to strike the right balance. Having too many policies can be as problematic as having none – over-regulation may create confusion or liability if rules aren’t followed. The goal is clarity, not complexity.
Policies should be easy to understand, accessible to all employees, and aligned with individual employment agreements without duplicating or contradicting them.
Above all, company policies should help protect your business and contribute to a safe, respectful, and productive work environment for everyone.
Rather than overloading your organization with paperwork, here are three core policies that every Canadian business should have in writing:
Develop a comprehensive health and safety policy
Across Canada, employers have a legal duty to provide a safe and healthy workplace. Health and safety (H&S) legislation varies by province and territory, but all jurisdictions require employers to take reasonable steps to prevent harm, assess risks, and engage employees in maintaining a safe work environment.
Although not all jurisdictions require a written policy for smaller workplaces, having a documented H&S policy demonstrates your commitment to compliance and safety.
It helps ensure risks are systematically identified and managed, and that employees understand their roles in maintaining a safe environment.
A strong health and safety policy should be:
- Clear and easy to understand.
- Tailored to the specific risks and structure of your workplace.
- Collaborative, involving input from employees or joint health and safety committees (where applicable).
Key components of a health and safety policy:
- Purpose: What the policy aims to achieve.
- Scope: Who it applies to (e.g., employees, contractors).
- Roles and responsibilities: Outlines the duties of employers, managers/supervisors, and employees.
- Reporting procedures: How incidents, injuries, and hazards should be reported and addressed.
- Worker participation: How employees are involved in safety matters.
- Emergency response procedures.
- Appendices: Supporting materials like safety instructions or links to provincial safety regulations.
Note: Consult your provincial or territorial health and safety authority (e.g. WorkSafeBC, Ontario’s Ministry of Labour, CNESST in Quebec) for specific requirements in your region.
2. Workplace bullying and harassment
Creating a respectful, inclusive work culture is essential – and it's also a legal responsibility. Every Canadian jurisdiction has requirements related to preventing and addressing workplace bullying, harassment, and violence.
A written policy helps foster a culture of dignity and respect, clarifying what behaviours are unacceptable and providing a clear path for reporting and resolution.
It also reduces your legal risk and supports your obligations under provincial human rights and occupational health and safety legislation.
A strong workplace bullying and harassment policy includes:
- Definitions of bullying, harassment, and violence
- Examples of unacceptable behaviour
- How to report an issue, including confidential channels
- How complaints will be investigated and addressed
- Anti-retaliation assurances
- Support resources for affected individuals
- A statement of commitment from leadership
Ensure this policy is introduced during onboarding, revisited regularly, and supported by consistent action from management. A policy is only effective when it is lived and upheld by everyone.
More information is available through provincial human rights commissions or workplace safety authorities.
Employee code of conduct
An Employee Code of Conduct sets the tone for your organizational culture. It defines how employees are expected to behave—both legally and ethically—while aligning with your company’s values and goals.
While not legally required, a written code helps guide decision-making, fosters accountability, and sets clear expectations. It also supports the consistent handling of disciplinary matters.
What to include in an employee code of conduct:
- General expectations (e.g. punctuality, professionalism).
- Use of company property and resources.
- Confidentiality and privacy obligations.
- Avoiding conflicts of interest.
- Compliance with laws and internal policies.
- Respectful communication and collaboration.
- Social media and technology use
- Customer service standards.
- Equal opportunity principles.
- Expense reimbursement procedures.
As technologies and social norms evolve, regularly review and update your code. Employees should be asked to read and acknowledge it, ideally as part of onboarding and at regular review intervals.
Getting started with your company policies
Writing clear and practical policies takes time and expertise. You need to understand the legal obligations that apply in your province or territory, and ensure your policies reflect your workplace’s unique needs.
Start by identifying the why and who behind each policy, then draft content in plain, accessible language. Collaborate with your team or HR partner to ensure alignment and compliance.
At MyHR, we specialize in helping Canadian employers build effective, legally-sound HR policies. Our digital platform ensures your documents are always accessible, easily updated, and trackable for compliance and employee acknowledgment.
Book a demo today to see how we can support your HR needs and help build a stronger workplace.
