Purpose and Scope
This policy sets the standards of conduct expected of everyone representing [Organisation Name]. It applies to employees, officers, and, where specified by contract, contractors and agency personnel.
These standards cover all activities on company premises, client sites, business trips, work events, and online channels where an individual is identifiable with [Organisation Name].
This document establishes conduct standards and is not an employment contract. It does not alter the at-will employment relationship. Either the worker or [Organisation Name] may end employment at any time, with or without cause or notice, subject to legal requirements. Nothing in this policy restricts rights protected by law, including the right to discuss wages, hours, and working conditions.
Working through related paperwork at the same time? See also our UK Code of Conduct Template, Privacy Notice for Employees Template and Anti-Bribery & Corruption Policy Template.
Responsibilities
- All Personnel: Read, understand, and follow these policy standards. Disclose potential conflicts of interest, handle company property responsibly, and report suspected violations in good faith.
- [Role/Managers]: Lead by example, enforce standards consistently, manage disclosed conflicts, help staff report concerns, and protect reporting parties from retaliation.
- Policy Owner ([Role]): Maintain and update this policy, secure acknowledgment records, and address policy questions.
Workplace Standards
General Decision-Making
When faced with an unclear ethical situation, ask whether the action is legal, honest, and acceptable if made public to colleagues or outside parties. If uncertain, consult [Role] before taking action.
Respect and Fair Treatment
- Treat colleagues, clients, and suppliers with professional courtesy.
- Discrimination and harassment based on protected characteristics are prohibited under the Equal Employment Opportunity and Anti-Harassment policies.
- Base personnel decisions, including hiring, task assignments, promotions, and discipline, on merit and operational requirements, not personal relationships or characteristics.
- Workplace violence, threats, and intimidation are strictly prohibited. Report immediate threats to [Role]. Call local emergency services if anyone is in physical danger.
- Maintain fitness for duty. Working while impaired by alcohol or controlled substances violates this code and is handled under the Drug and Alcohol Policy.
Conflicts of Interest
- Disclose any outside activity or interest to [Role] if it could compete with [Organisation Name] or impair your judgment. This includes side jobs with a competitor or supplier, financial stakes in those entities, or family ties to business contacts.
- Recuse yourself from hiring, supervising, or setting pay for family members or romantic partners. Delegate these decisions to [Role].
- Do not use company time, equipment, information, or your position for personal gain or outside business ventures.
Gifts, Hospitality, and Business Ethics
- Decline or get prior clearance from [Role] before accepting gifts, hospitality, or entertainment over [Amount], cash or cash equivalents, or any item offered during active procurement. Log cleared items in the [Gifts Register].
- Obtain written approval before offering or accepting anything of value involving domestic or foreign government officials, per the Anti-Bribery Policy.
- Keep accurate business, operational, and financial records, including timesheets and expense reports.
Property, Information, and Communications
- Use company funds, equipment, and working hours for authorized business only. Personal use of [Communication Tools] must follow the IT Acceptable Use Policy.
- Protect confidential operational data, client lists, strategic plans, and personal information during and after employment, per applicable privacy policies and legal requirements.
- Keep social media activities aligned with the Social Media Policy. Make clear that personal opinions are your own, and never disclose confidential company information.
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Reporting and Investigation Procedure
- Identify Concerns: Spot potential policy non-compliance, legal breaches, or unethical behavior.
- Submit a Report: Raise the concern with your manager, [Role], or via [Reporting Channel]. You do not need to investigate the matter yourself before reporting.
- Conduct Investigation: [Organisation Name] will review the report promptly. We keep investigations confidential to the extent permitted by a thorough and fair evaluation.
- Determine Resolution: If the investigation confirms misconduct, we apply corrective action under the [Progressive Discipline Policy]. Depending on severity, actions range from coaching to immediate termination.
- Address Retaliation: Report any suspected retaliation against someone who raised a concern in good faith or participated in an investigation to [Role]. We will step in immediately under the Whistleblower Policy.
Records Management and Review
Signed policy acknowledgments and training completion logs are stored in [System/Location].
[Role] reviews this policy on a [Frequency] basis and after any major operational incident.
- Policy Owner: [Role]
- Next Review Date: [Date]
FAQs on a code of conduct
What is a code of conduct?
A code of conduct sets the standards of conduct expected of everyone representing your organisation. It applies to employees, officers, and, where specified by contract, contractors and agency personnel.
Having it written down means the same rules apply to everyone, so managers are not making judgement calls case by case under pressure.
What does a code of conduct include?
This template covers workplace standards and reporting and investigation procedure.
Every section is written to be filled in. The bracketed placeholders mark the decisions that are yours to make, such as timescales, approval owners and retention periods.
How to implement a code of conduct with Whale
Copy this template into Whale and work through the bracketed placeholders so it reflects how your organisation actually operates.
Assign it to the teams it applies to so it sits where people work rather than in a shared drive, and set a review date so it gets revisited on schedule instead of quietly going out of date.
Use our templates to fast-track your documentation
Customize this template and 100s of others for free in Whale, the fastest way to get your team aligned.