---
title: "Employee Handbook for Canadian Small Businesses: Checklist | HR Team"
description: "What a Canadian employee handbook should include, which policies Ontario, BC and Alberta require in writing, and how to roll it out so it holds up."
url: https://hrteam.ca/guides/employee-handbook-canada/
last_updated: 2026-11-05
---

# Employee handbook for a Canadian small business

A handbook puts your rules in one place, so managers answer the same question the same way. In some provinces, parts of it are required by law.

## Policies required in writing

- **Workplace violence and harassment (Ontario)**: The Occupational Health and Safety Act requires policies on workplace violence and harassment and a program to put them in place. With six or more workers, the policies must be written and posted.
- **Disconnecting from work and electronic monitoring (Ontario, 25+ employees)**: Employers with 25 or more employees on January 1 of a year must have both written policies by March 1 of that year.
- **Bullying and harassment (BC)**: WorkSafeBC expects employers to have a policy statement and procedures for reporting and dealing with bullying and harassment.
- **Harassment and violence prevention (Alberta)**: The Occupational Health and Safety Act requires a harassment and violence prevention plan.
- **Accessibility (Ontario)**: The Accessibility for Ontarians with Disabilities Act sets accessibility standards. Organizations with 20 or more employees must document their accessibility policies.

## What else belongs in the handbook

- **Welcome and how the company works**: Who does what, hours, where to find help.
- **Hours, overtime and time tracking**: Matched to your province's overtime rules and any overtime averaging agreements.
- **Vacation, statutory holidays and leaves**: The minimums by province, plus anything extra you offer.
- **Sick days and absence reporting**: BC requires five paid sick days a year after 90 days. Ontario requires three unpaid sick days.
- **Remote and hybrid work**: Where people may work, equipment and expense rules.
- **Code of conduct and conflicts of interest**: What is expected, and what happens when it is not followed.
- **Discipline process**: How concerns are raised and handled. See [progressive discipline](https://hrteam.ca/guides/progressive-discipline/).
- **Privacy and use of company systems**: Email, devices, monitoring and personal information.
- **Expenses, travel and company property**: What is covered and how to claim it.

## Rolling it out

- **Check it against contracts**: A handbook should not quietly change pay, hours or termination terms in existing contracts. Changes to key terms need agreement.
- **Get signed acknowledgements**: Each employee confirms they received and read it. Keep the signed copies.
- **Train managers**: Managers apply most of the rules. Walk them through the parts they use every week.
- **Review once a year**: Rules change often. Ontario alone has amended its Employment Standards Act several times since 2021.

## Official sources

- Ontario Occupational Health and Safety Act guide, workplace violence and harassment. ([source](https://www.ontario.ca/document/guide-occupational-health-and-safety-act))
- Ontario written policy on disconnecting from work. ([source](https://www.ontario.ca/document/your-guide-employment-standards-act-0/written-policy-disconnecting-work))
- Ontario written policy on electronic monitoring. ([source](https://www.ontario.ca/document/your-guide-employment-standards-act-0/written-policy-electronic-monitoring))
- WorkSafeBC bullying and harassment. ([source](https://www.worksafebc.com/en/health-safety/hazards-exposures/bullying-harassment))

> This page is general information, not legal advice. Employment rules differ by province and change over time; check the official source or speak with an employment lawyer for your situation.

## Common questions

**Is an employee handbook required in Canada?**

A single handbook is not required, but several written policies are, depending on the province and the number of employees. A handbook is the simplest place to keep them.

**Can I use a free template?**

A template is a fine start. Check that every rule matches your province and your contracts before you hand it out.

**Who can write and maintain it for us?**

Our [Growth plan](https://hrteam.ca/pricing/) includes writing the handbook and keeping it current.

## Related

- [HR for small businesses: what you need, and when](https://hrteam.ca/small-business-hr/)
- [HR outsourcing by monthly subscription](https://hrteam.ca/hr-outsourcing/)
- [How to run a workplace investigation](https://hrteam.ca/guides/workplace-investigation/)
- [How to write a termination letter in Canada](https://hrteam.ca/guides/termination-letter-canada/)

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