Purpose and Scope
This policy applies to every stage of employment at [Organisation Name], including recruiting, hiring, onboarding, compensation, benefits, scheduling, work assignments, training, promotion, discipline, layoff, and termination. It governs all personnel involved in operational and employment decisions.
This policy is not an express or implied contract of employment and does not alter at-will employment at [Organisation Name].
Working through related paperwork at the same time? See also our Equal Opportunities & Diversity Template, Privacy Notice for Employees Template and US Anti-Harassment Policy Template.
Policy Statement
[Organisation Name] is an equal opportunity employer. We base employment decisions on qualifications, performance, and business needs, never on characteristics protected by federal, state, or local law. Discrimination and harassment are strictly prohibited. [Organisation Name] provides reasonable accommodations as required by law and prohibits retaliation against anyone who raises a concern in good faith.
Standalone EEO Statement
Use this condensed statement in job postings, recruitment marketing, cover pages, and public-facing platforms:
“[Organisation Name] provides equal employment opportunities to all employees and applicants without regard to race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law. This commitment covers every aspect of employment, including recruiting, hiring, placement, promotion, discipline, termination, layoff, recall, transfer, leave, compensation, and training.”
Protected Characteristics
Do not base employment decisions on:
- Race or color.
- Religion, including religious dress and grooming practices.
- Sex, including pregnancy, childbirth, related medical conditions, sexual orientation, and gender identity.
- National origin, including ethnicity, accent, and ancestry.
- Disability (physical or mental), including a history of a disability.
- Age, for protected individuals under applicable statutes.
- Genetic information.
- Sex-based wage differentials.
- [State and Local Protected Characteristics].
Operational Standards
Follow these operational standards daily:
- Keep job advertisements and interviews focused strictly on job requirements. Do not ask about family plans, health, age, religion, or work authorization beyond statutory requirements.
- Set pay, scheduling, and work assignments using documented, consistent criteria.
- Document promotion and disciplinary decisions to reflect clear business justifications.
- Have [Role] review all layoff and termination decisions before they take effect to verify compliance and evaluate operational impact.
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Reasonable Accommodation Procedure
[Organisation Name] provides reasonable accommodations to qualified applicants and employees with disabilities, pregnancy and related conditions, or sincerely held religious beliefs, unless doing so creates an undue hardship.
- Request Submission: The applicant or employee submits an accommodation request verbally or in writing to [Role]. Any manager who receives a request must forward it to [Role] on the same day.
- Interactive Process: [Role] meets with the individual to discuss specific needs, job duties, and options such as schedule adjustments, equipment modifications, task changes, or leave.
- Documentation: [Role] documents the request, the interactive discussion, and the final decision.
- Implementation and Review: Once approved, [Role] implements the accommodation and periodically reviews it to confirm it still meets operational and individual needs.
Reporting Procedure
Take these steps if you experience, witness, or identify decisions that violate this policy:
- File a Report: Submit a report detailing the event, including dates, times, and involved parties, to an immediate manager, [Role], or via [Reporting Channel].
- Intake and Review: [Role] reviews the report promptly under the [Employee Complaint Policy].
- Investigation: [Role] conducts an objective investigation, keeping details as confidential as a fair process allows.
- Resolution Notice: [Role] notifies the reporting party once the review and resolution are complete.
Non-Retaliation Policy
We strictly prohibit retaliation against anyone who reports a concern in good faith, participates in an investigation, or requests an accommodation. Retaliation includes termination, demotion, adverse shift changes, exclusion, or sudden, unwarranted scrutiny. Report suspected retaliation immediately through designated channels. We investigate retaliation under the same standards as a primary complaint.
Roles and Responsibilities
- Policy Owner ([Role]): Manages implementation, runs training programs, tracks complaint trends, and enforces policy compliance.
- Managers and Supervisors: Apply equal opportunity principles to all operational decisions, keep accurate documentation, and forward complaint or accommodation requests to [Role] immediately.
- Employees: Treat colleagues respectfully and report non-compliance through designated channels.
Recordkeeping and Review Cycle
- Recordkeeping: Store complaint records, accommodation documents, and training logs confidentially in [System/Location] for [Retention Period].
- Review Cycle: [Role] reviews this policy [Frequency] or whenever federal, state, or local laws change.
Owner: [Role] Next Review Date: [Date]
FAQs on an EEO policy
What is an EEO policy?
An EEO policy applies to every stage of employment at your organisation, including recruiting, hiring, onboarding, compensation, benefits, scheduling, work assignments, training, promotion, discipline, layoff, and termination. It governs all personnel involved in operational and employment decisions.
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 an EEO policy include?
This template covers standalone EEO statement, protected characteristics, operational standards and reasonable accommodation 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 an EEO policy 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.