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HR Policy Format in India - Templates

An HR Policy is a written internal document that records an organisation's rules on conduct, leave, attendance, harassment, IT use, safety, and employee welfare. In India, well-drafted HR policies are mandatory under the Sexual Harassment of Women at Workplace Act, 2013, the Maternity Benefit Act, 1961, and the four Labour Codes. Whether you run a startup, MSME, or corporate, download 100+ HR Policy formats covering anti-harassment, leave, conduct, IT, safety, and compliance - fully editable Word/PDF templates.

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What is HR Policies & Compliance?

An HR Policy is a written framework adopted by an employer to govern the rights, duties, and conduct of its workforce. It standardises decisions on leave, attendance, performance, harassment, confidentiality, and workplace safety, and protects the employer from labour litigation.

In India, several HR policies are mandatory under statute. The Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013 (POSH) requires every employer with 10 or more employees to constitute an Internal Committee under Section 4 and adopt a written anti-harassment policy. The Maternity Benefit Act, 1961 (amended in 2017) provides 26 weeks of paid maternity leave for women employees. The Industrial Employment (Standing Orders) Act, 1946 requires certified standing orders for industrial establishments employing 100 or more workmen (50 in some states).

Other policies are strongly recommended - anti-discrimination, dress code, conflict of interest, IT cyber security, social media, whistleblower, BYOD, remote work, drug testing, and gift policies - to align with the four labour codes that consolidate India's labour laws: Code on Wages, 2019, Industrial Relations Code, 2020, Occupational Safety, Health and Working Conditions Code, 2020, and Code on Social Security, 2020.

HR Policies, once acknowledged by employees, form part of the contract of employment under Section 10 of the Indian Contract Act, 1872 and are admissible as documentary evidence under the Bharatiya Sakshya Adhiniyam, 2023.

When This Format Required?

Statutory compliance — POSH Act, 2013 for any employer with 10+ employees; Maternity Benefit Act, 1961; Industrial Employment (Standing Orders) Act, 1946 for industrial establishments with 100+ (or 50+ in some states) workers.

Labour code readiness — to align with the Code on Wages, 2019, Industrial Relations Code, 2020, OSH Code, 2020, and Code on Social Security, 2020.

Investor and audit compliance — VC due diligence, ISO 27001, SOC 2, internal audits, and ESG audits.

Onboarding new employees — the Employee Handbook bundles all major policies for Day 1 sign-off.

Disciplinary proceedings — a clear written policy is the legal basis for warning notices, suspension, termination, and POSH inquiry decisions before Labour Courts and Industrial Tribunals.

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Quick Overview

HR Policies in India are governed by the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013, the Maternity Benefit Act, 1961 (as amended in 2017), the Industrial Employment (Standing Orders) Act, 1946, and the four labour codes — Code on Wages, 2019, Industrial Relations Code, 2020, OSH Code, 2020, and Code on Social Security, 2020. Most policies do not require stamp paper. Policies typically run 2–10 pages.

Step-by-Step Guide

  1. 1

    Identify the Statutory Requirement

    Determine whether the policy is mandatory under a specific law - POSH Act, 2013 for anti-harassment; Maternity Benefit Act, 1961 for maternity leave; OSH Code, 2020 for workplace safety - or a best-practice policy.

  2. 2

    Title, Effective Date, and Scope

    Use a clear title (e.g., "Anti-Sexual Harassment Policy", "Leave Policy", "Code of Conduct"). State the effective date, applicability (all employees, contractors, interns), and territorial scope.

  3. 3

    Definitions and Statutory References

    Include precise definitions (workplace, employee, harassment, leave types) and reference the underlying statute and section (e.g., Section 3 POSH Act, 2013; Section 5 Maternity Benefit Act, 1961).

  4. 4

    Substantive Provisions

    Set out rules clearly - entitlements, prohibitions, eligibility, leave calculation, working hours under the Code on Wages, 2019, and required action by employees and HR.

  5. 5

    Procedure and Grievance Redressal90-day Internal Committee inquiry timeline

    Describe the procedure for application, approval, escalation, and disciplinary action. For POSH, follow the under Section 11 of the POSH Act, 2013.

  6. 6

    Authorisation, Communication, and Annual Reviewwritten acknowledgement

    The policy must be signed by the authorised person (HR Head/MD), circulated to all employees with , displayed on notice boards, and reviewed annually. Maintain employee acknowledgement records for use in disciplinary or POSH proceedings.

Types of HR Policies & Compliance

POSH, Anti-Discrimination & Equal Opportunity Policies

Mandatory POSH policy under the Sexual Harassment of Women at Workplace Act, 2013, anti-discrimination, equal employment opportunity, and zero-tolerance policies for any employer with 10+ employees.

Leave, Attendance & Welfare Policies

Leave policy, sick leave, attendance and punctuality guidelines, separation policy, canteen, transport, travel, staff colony, and visitor policies for organisational welfare.

Code of Conduct & Discipline Policies

Code of conduct, conflict of interest, dress code, gift, drug testing, smoking, employee relationships, fraud, child labour, and open-door policies aligned with the four labour codes.

IT, Confidentiality & Workplace Safety Policies

IT cyber security, internet and email policy, company cell phone, social media, BYOD, remote work and work-from-home policies, occupational health and safety, violence at workplace, and environmental policies.

Performance, Recruitment & Compensation Policies

Probation and confirmation, performance appraisal and salary review, rewards and recognition, employee referral, internal job posting, job rotation, payroll advance, business expense reimbursement, and exit interview policies.

Letters, NOCs, Notices & HR Forms

16+ NOC letter formats (visa, bank, credit card, double shift, study, part-time), warning notices, resignation acceptance, layoff letters, full and final settlement, appointment letters, and 25+ HR forms — leave application, pre-interview, violation, medical bill, and stationery requests.

Disclaimer: This template is provided for general informational and drafting reference purposes only. It does not constitute legal advice. Stamp duty, registration, and procedural requirements may vary by state. Consult a qualified advocate before executing or filing any legal document. For more details, see our Disclaimer.