FirstHR

Free Employee Code of Conduct Templates

Free employee code of conduct templates for small business: short, comprehensive, remote, and customer-facing versions, plus a signature form.

Nick Anisimov

Nick Anisimov

FirstHR Founder

Compliance•
•
15 min

Employee Code of Conduct Templates

Six free employee code of conduct templates for small business: a one-page plain-language version, a comprehensive version, remote and customer-facing versions, a combined conduct and ethics version, and a ready-to-sign acknowledgment form. Download as DOCX.

An employee code of conduct is the document that tells everyone at your company what behavior is expected and what is not. It covers how people treat each other, how they handle company property and information, how they avoid conflicts of interest, and what happens when someone breaks the rules. For a small business, it is one of the first documents a new hire reads and signs, and it is the foundation the rest of your people policies build on.

These six templates cover the common situations: a genuinely short one-page version for a small team, a comprehensive standard version, remote and customer-facing versions, a combined code of conduct and ethics, and a ready-to-sign acknowledgment form. Because the code is usually one section of a larger handbook, the employee handbook templates are a natural companion.

TL;DR
An employee code of conduct is a written set of behavioral expectations and rules: professionalism, respect and anti-harassment, conflicts of interest, confidentiality, technology use, and more, ending with a signed acknowledgment. It differs from a code of ethics, which describes values rather than enforceable rules; most small businesses combine the two. Keep it short enough that people actually read it, and collect a signature on day one. Download six free templates as DOCX, then have counsel review. This is general information, not legal advice.

What an Employee Code of Conduct Is

An employee code of conduct is a written document that defines the behavior an employer expects and the conduct it will not accept. It turns a company's values into clear, enforceable expectations, so everyone knows the standard and conduct issues can be handled fairly and consistently.

A code of conduct is also one of the most important parts of an employee handbook, and it is commonly published as a standalone document that employees sign on their first day. Both framings are correct: it is a foundational onboarding document on its own, and a section of the broader handbook. It is closely tied to the offer letter and other day-one paperwork a new hire completes.

Code of Conduct vs Code of Ethics

A code of conduct is a set of enforceable rules that define specific acceptable and unacceptable behaviors. A code of ethics is broader and values-based, describing the principles that guide the company. The simplest way to hold the two apart: a code of ethics explains the principles, and a code of conduct turns those principles into rules you can actually enforce.

Because the line between them is fuzzy in practice, most small businesses combine both into a single document rather than maintaining two. One of the templates below is a combined code of conduct and ethics for that reason. If you need a deeper, standalone statement of values, that is a separate code-of-ethics document, but for most small companies the combined version is enough.

Conduct Is Rules, Ethics Is Principles
If you are deciding between the two, think of it this way: a code of conduct says do not accept bribes or harass coworkers, which is specific and enforceable. A code of ethics says we act with integrity and treat people fairly, which is a principle. You need the rules to enforce anything, and the principles to explain why. For most small businesses, one combined document that states the principles and then the rules is the practical choice.

What to Include in a Code of Conduct

A complete code of conduct moves from foundation to enforcement: it sets the purpose and values, lays out how people are expected to behave, covers how the business and its information are protected, and ends with reporting, consequences, and a signed acknowledgment. A small business can cover all of this briefly; the sections matter more than the length.

Foundation
Purpose, scope, and who it covers
Company values and mission
Compliance with laws and ethics
How people behave
Professionalism, communication, attendance
Respect, anti-harassment, equal opportunity
Workplace relationships and dress code
Protecting the business
Conflicts of interest
Confidentiality and company property
Technology, social media, gifts and bribery
Enforcement
How to report a violation
Whistleblower and non-retaliation protection
Disciplinary actions and a signed acknowledgment

The parts that do the most work are the specific behavioral expectations and the reporting process, which needs a channel outside the normal chain of command, plus the signed acknowledgment that records each employee agreed to the code.

Which Template Should You Use?

Start with your size and setting. A small team that wants something readable should start with the short one-page version; a growing or more regulated company should use the standard version. Remote and customer-facing businesses have their own versions, and the combined conduct-and-ethics version suits anyone who wants principles and rules in one place. Add the acknowledgment form to whichever you choose.

Short Code (One Page)
Plain language for small teams
A genuinely short, plain-language code a small team will actually read: respect, work expectations, honesty, the law, and how to speak up, on a single page. The small-business wedge.
Standard Comprehensive
All the major sections
The full code covering purpose, values, compliance, professionalism, anti-harassment, conflicts of interest, confidentiality, technology, gifts, relationships, safety, reporting, and consequences.
Remote and Tech
Distributed teams
Adapts the standard code for remote, hybrid, and technology companies, with added emphasis on devices, data security, distributed-team conduct, and intellectual property.
Customer-Facing
Retail and hospitality
Adapts the code for retail, hospitality, and food service, with customer service and courtesy, appearance and dress code, attendance, and cash and loss-prevention honesty.
Conduct and Ethics
Rules plus principles
Combines the enforceable rules of a code of conduct with the values of a code of ethics in one document, the approach most small businesses take. Captures the ethics cross-shopper.
Acknowledgment Form
Ready to sign
A standalone acknowledgment and signature form to record that each employee received and agreed to the code, designed to be collected at onboarding. The companion most templates omit.
Match the Template to Your Business
A small team that wants something people will read: Short Code. A growing or regulated company: Standard Comprehensive. A remote, hybrid, or tech company: Remote and Tech. Retail, hospitality, or food service: Customer-Facing. Want principles and rules together: Conduct and Ethics. Whichever you pick, pair it with the Acknowledgment Form, fill in the brackets, and have it reviewed by an attorney before adopting.

6 Free Employee Code of Conduct Templates

Download all six as a single Word document or copy individual templates. The short and standard versions are the core; the remote, customer-facing, and combined versions adapt the code to your setting; and the acknowledgment form captures the signature. Fill in the brackets, choose what fits your business, and have counsel review before you adopt.

Download All 6 Code of Conduct Templates
Short, comprehensive, remote, customer-facing, and combined conduct-and-ethics versions, plus an acknowledgment form. All in one DOCX.

Template 1: Short Code of Conduct (One Page)

A genuinely short, plain-language code a small team will actually read: respect, work expectations, honesty, following the law, and how to speak up, with a signature line, on a single page. The small-business wedge most templates miss.

Short Code of Conduct (One Page, Plain Language)
CODE OF CONDUCT
[Company Name]
Effective date: _
WHY WE HAVE THIS
At [Company Name], we want a workplace that is safe, respectful, and honest. This
code sets out the basic expectations for everyone who works here. It is short on
purpose, so everyone can actually read and follow it.
HOW WE TREAT EACH OTHER
•Treat coworkers, customers, and partners with respect.
•No harassment, discrimination, bullying, or retaliation of any kind.
•Communicate honestly and professionally, in person and online.
HOW WE WORK
•Show up on time, ready to work, and follow your schedule.
•Do your job safely and follow our safety rules.
•Do not work while impaired by alcohol or unlawful drugs.
•Dress appropriately for your role and our workplace.
HONESTY AND THE COMPANY
•Be honest. No theft, fraud, or falsifying records.
•Protect confidential information and company property.
•Avoid conflicts of interest, and tell us if one comes up.
•Use company devices, email, and internet for work, responsibly.
FOLLOW THE LAW
•Follow all laws that apply to your work.
•Do not offer or accept bribes or improper gifts.
SPEAK UP
If you see something that breaks this code, tell your manager or [designated
contact]. We will not retaliate against anyone who reports a concern in good faith.
WHAT HAPPENS IF SOMEONE BREAKS THIS CODE
We take every concern seriously, look into it fairly, and respond with action that
fits the situation, up to and including ending employment.
ACKNOWLEDGMENT
I have received and read the [Company Name] Code of Conduct and agree to follow it.
I understand that following this code is a condition of my employment.
Employee name (print): __
Employee signature: __ Date: _
DISCLAIMER: This is a sample template for general information only and is not legal
advice. Adapt it to your company and have it reviewed by an employment attorney
licensed in your state before adopting it.

Template 2: Standard Code of Conduct (Comprehensive)

The full code covering purpose and values, compliance, professionalism, anti-harassment, conflicts of interest, confidentiality, technology, gifts, relationships, safety, reporting, and consequences. For a growing or more regulated company.

Standard Code of Conduct (Comprehensive)
EMPLOYEE CODE OF CONDUCT
[Company Name]
Effective date: _ Policy owner: __
Last reviewed: _
1. PURPOSE AND SCOPE
This Code of Conduct describes the behavior [Company Name] expects from everyone who
works here. It applies to all employees, officers, contractors, interns, and
volunteers, and it covers conduct at work, at work-related events, and in
work-related communications, including online. Following this code is a condition of
employment.
2. OUR VALUES
[Company Name] is guided by a set of core values that this code puts into practice.
[State your values here. For example: Integrity, we are honest and keep our
commitments. Respect, we treat people with dignity. Accountability, we own our
actions. Safety, we look out for each other. Replace these with the values that fit
your company.]
3. COMPLIANCE WITH LAWS AND ETHICS
We follow all laws and regulations that apply to our business, and we act with
honesty and integrity. If you are unsure whether something is legal or ethical, ask
your manager or [designated contact] before acting. When a choice is hard, ask
whether it is legal, honest, and something you would be comfortable seeing made
public.
4. PROFESSIONALISM AND COMMUNICATION
•Communicate respectfully and professionally with coworkers, customers, and
partners, in person and in writing.
•Meet your commitments and do your work to the standard your role requires.
•Dress appropriately for your role and our workplace, following any dress code.
•Represent the company professionally in public.
5. ATTENDANCE AND PUNCTUALITY
Reliable attendance matters. Arrive on time and ready to work, follow your schedule,
and follow our procedures for requesting time off and for reporting an unplanned
absence or lateness. If you cannot make your shift, notify [designated contact] as
early as possible.
6. RESPECT, ANTI-HARASSMENT, AND EQUAL OPPORTUNITY
We are committed to a workplace free from harassment and discrimination. We do not
tolerate harassment, discrimination, bullying, or retaliation based on any
characteristic protected by federal, state, or local law. Everyone is entitled to
equal opportunity. Report concerns under the reporting section below.
7. CONFLICTS OF INTEREST
Avoid situations where your personal interests conflict, or appear to conflict, with
the interests of [Company Name]. Disclose any potential conflict, such as a financial
interest in a vendor or competitor, or hiring or managing a relative, to [designated
contact].
8. OUTSIDE EMPLOYMENT AND ACTIVITIES
Outside work or activities are generally fine as long as they do not conflict with
your duties here, compete with [Company Name], use company time or resources, or
create a conflict of interest. If outside employment might affect your work or create
a conflict, disclose it to [designated contact].
9. CONFIDENTIALITY AND COMPANY PROPERTY
Protect confidential and proprietary information, including customer data, business
plans, and trade secrets, during and after employment. Use company property,
equipment, and funds responsibly and only for legitimate business purposes, and
return company property when you leave.
10. DATA PRIVACY
Handle personal data about employees, customers, and others carefully and only as
needed for your work. Follow our data-handling practices and any applicable privacy
laws, do not access or share personal data without a legitimate business reason, and
report any suspected data breach or loss promptly.
11. TECHNOLOGY, DEVICES, AND SOCIAL MEDIA
Use company devices, email, networks, and internet access primarily for work and in
a responsible, lawful manner. Do not share confidential information online. When you
identify yourself as associated with [Company Name] on social media, be respectful
and make clear that your views are your own. [Reference your separate acceptable use
or IT policy if you have one.]
12. GIFTS, BRIBERY, AND ANTI-CORRUPTION
Do not offer, give, solicit, or accept any bribe, kickback, or improper payment.
Modest, customary business gifts may be acceptable, but anything that could improperly
influence a decision is not. When in doubt, ask before giving or accepting.
13. WORKPLACE RELATIONSHIPS
Personal relationships must not create a conflict of interest, favoritism, or a
disruption at work. Disclose relationships that could create a conflict, such as one
between a manager and someone they supervise, to [designated contact] so it can be
managed appropriately.
14. SAFETY AND SUBSTANCE USE
Follow all safety rules and report hazards. Do not report to work, or work, while
impaired by alcohol or unlawful drugs. Possessing, using, or distributing unlawful
drugs on company property or during work is prohibited. [If you conduct drug or
alcohol testing, reference your separate testing policy here and follow applicable
state and local law; drug and marijuana testing rules vary by state.]
15. REPORTING VIOLATIONS
If you see or experience conduct that breaks this code, report it promptly to your
manager, [designated contact], or [backup contact outside the normal chain of
command]. You may report verbally or in writing. We will look into every report
fairly and keep it as confidential as the investigation allows.
16. NON-RETALIATION AND WHISTLEBLOWER PROTECTION
We prohibit retaliation against anyone who reports a concern in good faith,
participates in an investigation, or refuses to take part in conduct that breaks this
code or the law. Retaliation is itself a violation of this code and will be addressed
accordingly. If you believe you have experienced retaliation, report it through the
channels above.
17. CONSEQUENCES OF VIOLATIONS
We take every report seriously, investigate fairly, and respond with action that
fits the situation, which may range from coaching or a warning to termination,
depending on the severity of the violation.
ACKNOWLEDGMENT OF RECEIPT
I acknowledge that I have received and read the [Company Name] Employee Code of
Conduct and agree to follow it. I understand that compliance is a condition of
employment.
Employee name (print): __
Employee signature: __ Date: _
DISCLAIMER: This is a sample template provided for general informational purposes
only and is not legal advice. It is a starting point, not a guarantee of compliance.
Employment law varies by state and locality. Have this code reviewed and adapted by
an employment attorney licensed in your state before adopting or distributing it.
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Template 3: Remote and Tech Company Code of Conduct

Adapts the standard code for remote, hybrid, and technology companies, with added emphasis on devices and acceptable use, data security, distributed-team conduct, and intellectual property.

Remote and Tech Company Code of Conduct
EMPLOYEE CODE OF CONDUCT (REMOTE AND TECH)
[Company Name]
Effective date: _ Policy owner: __
This version adapts the standard code for a remote, hybrid, or technology company,
with added emphasis on devices, data, and distributed-team conduct. Use it alongside
your security and acceptable use policies.
1. PURPOSE AND SCOPE
This Code of Conduct sets the expectations for everyone at [Company Name], whether
working in an office, remotely, or in a hybrid arrangement. It applies to all
work-related conduct, including in chat tools, video calls, email, and shared
documents. Following this code is a condition of employment.
2. WORKING HOURS AND AVAILABILITY
•Work your agreed hours, and keep your status, calendar, and availability current so
the team knows when to reach you.
•Be responsive during your working hours and communicate proactively if you will be
away or your hours change.
•Respect time zones and colleagues' working hours when scheduling and messaging.
3. PROFESSIONAL CONDUCT IN A DISTRIBUTED TEAM
•Communicate respectfully and clearly in writing, since most communication is
remote and text-based.
•Be responsive during your agreed working hours and update your status and calendar.
•Keep video-call conduct professional, and be mindful of your background and others
on the call.
•Do not harass, exclude, or bully anyone in any channel, public or private.
4. DEVICES AND ACCEPTABLE USE
•Use company devices and accounts primarily for work and in line with our
acceptable use and security policies.
•Keep software updated, use approved tools, and follow our security practices.
•Do not install unapproved software or use unapproved services for company data.
5. DATA SECURITY AND CONFIDENTIALITY
•Protect customer data, credentials, and proprietary information at all times.
•Use strong, unique passwords and multi-factor authentication where available.
•Work on secure networks, lock your screen when away, and report any suspected
security incident immediately.
•Do not move company data to personal accounts, devices, or storage.
6. HOME-OFFICE AND PHYSICAL SECURITY
•Keep your work area private when handling confidential information, and prevent
others in your household from seeing or hearing sensitive material.
•Secure company equipment and documents at home, and do not leave devices unlocked
or unattended in public.
•Follow our policies on printing, storing, and disposing of any physical documents.
7. SOCIAL MEDIA AND PUBLIC COMMUNICATION
When you identify as associated with [Company Name], be respectful and make clear
your views are your own. Do not disclose confidential information, code, customer
data, or unreleased product details online.
8. INTELLECTUAL PROPERTY
Work you create for [Company Name] within the scope of your role belongs to the
company as provided by your agreement and applicable law. Respect the intellectual
property of others, including open-source license terms.
9. RESPECT, ANTI-HARASSMENT, AND EQUAL OPPORTUNITY
We do not tolerate harassment, discrimination, bullying, or retaliation based on any
protected characteristic, in any setting or channel. Everyone is entitled to equal
opportunity and a respectful environment.
10. REPORTING AND CONSEQUENCES
Report conduct that breaks this code to your manager, [designated contact], or a
backup contact. We investigate fairly, protect against retaliation, and respond with
action that fits the situation, up to and including termination.
ACKNOWLEDGMENT OF RECEIPT
I acknowledge that I have received and read the [Company Name] Employee Code of
Conduct and agree to follow it.
Employee name (print): __
Employee signature: __ Date: _
DISCLAIMER: This is a sample template for general information only, not legal advice,
and not a guarantee of compliance. Have this code reviewed by an employment attorney
licensed in your state before adopting it.

Template 4: Customer-Facing Code of Conduct (Retail and Hospitality)

Adapts the code for retail, hospitality, and food service, with customer service and courtesy, appearance and dress code, attendance and punctuality, and cash and loss-prevention honesty.

Customer-Facing Code of Conduct (Retail and Hospitality)
EMPLOYEE CODE OF CONDUCT (CUSTOMER-FACING)
[Company Name]
Effective date: _ Policy owner: __
This version adapts the standard code for retail, hospitality, food service, and
other customer-facing roles, with added emphasis on customer interaction, appearance,
and attendance.
1. PURPOSE AND SCOPE
This Code of Conduct sets the expectations for everyone at [Company Name],
especially in roles that serve customers directly. It applies to all conduct at work
and at work-related events. Following this code is a condition of employment.
2. CUSTOMER SERVICE AND COURTESY
•Treat every customer with courtesy, patience, and respect.
•Stay professional and calm, even with a difficult customer, and ask a manager for
help when a situation escalates.
•Be honest about products, prices, and policies.
•Never discriminate against or harass a customer or coworker.
3. APPEARANCE AND DRESS CODE
•Follow the dress code and any uniform, name tag, and grooming standards for your
role.
•Maintain a clean, professional appearance appropriate to a customer setting.
•Follow all food-safety, hygiene, and personal-protective-equipment rules that
apply to your role.
4. ATTENDANCE AND PUNCTUALITY
•Arrive on time and ready for your shift, and follow call-out and scheduling
procedures.
•Do not leave your station or shift without approval.
•Reliable attendance is essential in customer-facing roles, where coverage matters.
5. CASH, PROPERTY, AND HONESTY
•Handle cash, payments, and inventory honestly and follow loss-prevention
procedures.
•No theft, fraud, or giving unauthorized discounts or free items.
•Handle tips and gratuities honestly and according to our tip policy and applicable
law; do not take tips owed to others.
•Protect company and customer property.
6. CUSTOMER PRIVACY AND SOCIAL MEDIA
•Protect customer information and do not share it without a legitimate business
reason.
•Do not post about customers, customer incidents, or confidential company matters on
social media.
•When you identify as associated with [Company Name] online, be respectful and make
clear your views are your own.
7. SAFETY AND SUBSTANCE USE
•Follow all safety procedures and report hazards, spills, or unsafe conditions.
•Do not work while impaired by alcohol or unlawful drugs.
8. RESPECT AND ANTI-HARASSMENT
We do not tolerate harassment, discrimination, bullying, or retaliation against
coworkers or customers based on any protected characteristic. Everyone deserves a
respectful environment.
9. REPORTING AND CONSEQUENCES
Report conduct that breaks this code to your manager, [designated contact], or a
backup contact. We investigate fairly, protect against retaliation, and respond with
action that fits the situation, up to and including termination.
ACKNOWLEDGMENT OF RECEIPT
I acknowledge that I have received and read the [Company Name] Employee Code of
Conduct and agree to follow it.
Employee name (print): __
Employee signature: __ Date: _
DISCLAIMER: This is a sample template for general information only, not legal advice,
and not a guarantee of compliance. Have this code reviewed by an employment attorney
licensed in your state before adopting it.
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Template 5: Combined Code of Conduct and Ethics

Combines the enforceable rules of a code of conduct with the values of a code of ethics in one document, the approach most small businesses take. Leads with principles, then the rules that put them into practice.

Combined Code of Conduct and Ethics
CODE OF CONDUCT AND ETHICS
[Company Name]
Effective date: _ Policy owner: __
This version combines a code of conduct, the enforceable rules of behavior, with a
code of ethics, the values and principles behind them. A code of conduct says what to
do and not do; a code of ethics explains the principles those rules serve. Many small
businesses combine both in one document, which is what this template does.
1. OUR ETHICAL PRINCIPLES
[Company Name] is guided by a set of core principles that shape how we work:
•Integrity: we are honest and keep our commitments.
•Respect: we treat people with dignity and fairness.
•Accountability: we take responsibility for our actions.
•Safety: we look out for each other and our customers.
•Compliance: we follow the law and act ethically even when no one is watching.
The rules below put these principles into practice.
2. COMPLIANCE WITH LAWS AND ETHICS
We follow all applicable laws and act ethically. When the right choice is unclear,
we ask: is it legal, is it honest, and would we be comfortable if it were made
public? If you are unsure, ask [designated contact] before acting.
3. PROFESSIONALISM AND RESPECT
Communicate respectfully and professionally. We do not tolerate harassment,
discrimination, bullying, or retaliation based on any protected characteristic.
Everyone is entitled to equal opportunity and a respectful environment.
4. CONFLICTS OF INTEREST AND INTEGRITY
Avoid conflicts between your personal interests and the company's, and disclose them
when they arise. Do not offer or accept bribes or improper gifts. Be honest in all
records, reports, and communications.
5. CONFIDENTIALITY AND COMPANY PROPERTY
Protect confidential information and use company property, funds, and technology
responsibly and lawfully. Respect the intellectual property of others.
6. SPEAKING UP
If something feels wrong, or you see conduct that breaks this code, speak up to your
manager, [designated contact], or a backup contact. We protect anyone who raises a
concern in good faith from retaliation. Doing the right thing includes saying
something when others do not.
7. CONSEQUENCES
We take every concern seriously, investigate fairly, and respond with action that
fits the situation, up to and including termination.
ACKNOWLEDGMENT OF RECEIPT
I acknowledge that I have received and read the [Company Name] Code of Conduct and
Ethics and agree to follow it.
Employee name (print): __
Employee signature: __ Date: _
DISCLAIMER: This is a sample template for general information only, not legal advice,
and not a guarantee of compliance. Have this document reviewed by an employment
attorney licensed in your state before adopting it.

Template 6: Code of Conduct Acknowledgment Form

A standalone acknowledgment and signature form to record that each employee received and agreed to the code, designed to be collected at onboarding. The companion piece most competitors leave out.

Code of Conduct Acknowledgment Form
CODE OF CONDUCT ACKNOWLEDGMENT FORM
[Company Name]
Use this form to record that an employee received and agreed to the Code of Conduct.
Keep the signed form in the employee's file. For onboarding, collect it on or before
the first day.
EMPLOYEE ACKNOWLEDGMENT
I, __ (print name), acknowledge that:
•I have received a copy of the [Company Name] Code of Conduct dated ____________.
•I have read and understand it, and I have had the opportunity to ask questions.
•I agree to follow the Code of Conduct as a condition of my employment.
•I understand the Code may be updated, and that I will be notified of material
changes and may be asked to acknowledge them.
•I understand that violating the Code may result in disciplinary action, up to and
including termination.
Employee signature: __ Date: _
Employee ID or department (optional): __
FOR COMPANY USE
Received by: __ Date: _
Filed in employee record: [ ] Yes
Method: [ ] Wet signature [ ] Electronic signature
DISCLAIMER: This is a sample form for general information only and is not legal
advice. Adapt it to your company and recordkeeping practices.

A Code of Conduct for a Small Business

A large company has HR and legal to write and maintain a code of conduct. A small business has an owner or a manager who needs a clear, credible document without an enterprise project to produce it. Here is how to approach it at your scale, and why the day-one signature matters as much as the document.

Most code of conduct templates are written for big companies
Search for a code of conduct template and you mostly find generic, enterprise-leaning documents framed for a company of any size, often eight to fifteen pages with sections a five-person business does not need. A small business without an HR department needs something a new hire will actually read and sign on day one. The short, one-page version here is built for exactly that: plain language, the essentials only, and a built-in signature line. You can move up to the standard version as you grow, but you do not have to start with an enterprise document.
A code of conduct is a day-one onboarding document, not a binder on a shelf
The code of conduct is one of the documents nearly every employee signs at the start of a job, alongside the offer letter and the handbook acknowledgment. Its value comes from being received, understood, and signed, then stored where you can find it if a question ever comes up. That makes it a natural onboarding step rather than a static file. Pairing the code with a ready acknowledgment form, which most templates leave out, turns it into a clean day-one task instead of a loose document you have to chase a signature for later.
A signed code only protects you if you can prove it was signed
If a conduct issue ever leads to discipline or a dispute, the signed acknowledgment is what shows the employee was on notice of the rules. Keeping those signatures organized on paper across a growing team is where small businesses lose the thread. FirstHR fits this people side: send the code as an onboarding task, capture a timestamped acknowledgment with e-signature, and store the signed document with version control in document management, so the current version and every signature live together. To be clear about scope, FirstHR is an onboarding and HR platform, not a law firm, and it does not run payroll or administer benefits, so pair it with those and consult counsel for legal questions. The free templates below work on their own; FirstHR is how you distribute, sign, and store them.

Sign, Store, and Onboard

A code of conduct delivers its value when every employee receives it, signs it, and you can find that signature later. That makes it a natural onboarding step: pick and adapt the code, send it on day one, collect the signature, and store it where the current version and the acknowledgments live together.

Pick and adapt
Choose the short, standard, remote, customer-facing, or combined version, fill in the brackets, and have counsel review for your business.
Send on day one
Include the code in onboarding so every new hire receives it on or before their first day, alongside the offer letter and handbook.
Collect the signature
Use the acknowledgment form to capture a signed, timestamped agreement with e-signature, not a chased-down paper form.
Store and update
Store the signed code with version control, and re-collect acknowledgments when you make material changes.

The templates above work on their own. To send, sign, and store without paper, FirstHR delivers the code as an onboarding task, captures each employee's acknowledgment with e-signature, and retains the signed document with version control in document management, so the current code and every signature stay together. FirstHR is an onboarding and HR platform, not a law firm, and it does not run payroll or administer benefits, so connect those separately and consult counsel for legal questions. Applicant tracking is coming soon to FirstHR.

Key Takeaways
An employee code of conduct sets clear behavioral expectations and ends with a signed acknowledgment.
A code of conduct is enforceable rules; a code of ethics is values. Most small businesses combine the two.
Keep it short enough that employees actually read it; a one-page plain-language code often beats an enterprise document.
It is a day-one onboarding document and usually a section of the employee handbook.
Collect a signature at onboarding and re-collect it when the code materially changes.
These templates are a starting point, not certified compliance; have counsel review before adopting. This is general information, not legal advice.

Frequently Asked Questions

What is an employee code of conduct?

An employee code of conduct is a written document that sets out the behavior an employer expects from its people and the conduct it considers unacceptable. It typically covers professionalism, respect and anti-harassment, conflicts of interest, confidentiality, use of company property and technology, gifts and anti-bribery, safety, how to report violations, and the consequences of breaking the rules. It usually ends with a signed acknowledgment. The code applies to employees and often to contractors and others who work with the company. Its purpose is to translate a company's values into clear, enforceable expectations so everyone knows the standard. A code of conduct is frequently one of the documents a new hire signs on day one, and it is often included as a section of the employee handbook. This is general information, not legal advice.

What should a code of conduct include?

A complete code of conduct includes a purpose and scope statement, the company's core values, a commitment to following laws and acting ethically, and then the specific behavioral expectations: professionalism and communication, attendance and dress code, respect with anti-harassment and equal opportunity, conflicts of interest, confidentiality and protection of company property and intellectual property, technology and social media use, gifts and anti-bribery, workplace relationships, and safety and substance use. It should explain how to report a violation, including a channel outside the normal chain of command, guarantee non-retaliation for good-faith reports, describe the consequences of violations, and end with a signed acknowledgment of receipt. A small business can cover these on a single page; a larger or more regulated company will go into more depth. This is general information, not legal advice.

What is the difference between a code of conduct and a code of ethics?

A code of conduct is a set of enforceable rules that define specific acceptable and unacceptable behaviors, such as not harassing coworkers, not accepting bribes, or not misusing company property. A code of ethics is broader and more values-based: it describes the principles and moral standards that guide the company, such as integrity, fairness, and accountability, and it is harder to enforce because it speaks to values rather than specific actions. In short, a code of ethics explains the principles, and a code of conduct turns them into rules. Most small businesses combine both into one document, which is practical and common. One of the templates on this page is a combined code of conduct and ethics for exactly that reason. This is general information, not legal advice.

Does a small business need a code of conduct?

Yes, a code of conduct is valuable for a business of almost any size, including small ones. It sets clear expectations so employees know the standard, it supports fair and consistent handling of conduct issues, it can help demonstrate that the employer communicated its rules if a dispute arises, and it gives a small business without an HR department a simple foundation to build on. The key for a small business is to keep it short and readable rather than copying an enterprise document employees will never finish. A one-page, plain-language code that every new hire actually reads and signs is far more useful than a long policy nobody opens. You can expand it as the company grows. This is general information, not legal advice.

How long should a code of conduct be?

It should be as long as it needs to be and no longer, which for most small businesses means one to a few pages. A practical guideline is that a code for a small to mid-size business often runs from a single page up to roughly eight to fifteen pages for a more comprehensive version, long enough to cover the key topics but short enough that employees will actually read it. For a five to fifty person company, a one-page plain-language code or a focused standard version is usually ideal. The goal is a document people read and follow, not an exhaustive legal manual. Start with what your business actually needs, and add depth only where your industry or risk profile calls for it. This is general information, not legal advice.

Is a code of conduct the same as an employee handbook?

No, though they are closely related. An employee handbook is a broader document that covers many topics, including pay and timekeeping, leave and time off, benefits, workplace policies, and the code of conduct itself. A code of conduct is narrower and focuses specifically on behavioral expectations and ethics. In practice, the code of conduct is usually one section of the handbook, and it is also commonly published as a standalone document that employees sign on day one. If you are building your HR documentation from scratch, you can start with a standalone code of conduct and later fold it into a fuller handbook, or maintain both with the code as a handbook section. This is general information, not legal advice.

Do employees need to sign the code of conduct?

Signing is strongly recommended even though it is not legally required in most situations. A signed acknowledgment records that the employee received the code, had a chance to ask questions, and agreed to follow it as a condition of employment. If a conduct issue later leads to discipline or a dispute, that signed acknowledgment helps show the employee was on notice of the rules. The standard practice is to collect the signature at onboarding, on or before the first day, and to re-collect it whenever the code is materially updated. This page includes a ready-to-use acknowledgment form for that purpose. Capturing the signature electronically and storing it with the current version of the code makes it easy to prove later. This is general information, not legal advice.

How often should you update a code of conduct?

Review a code of conduct at least once a year, and update it whenever something material changes, such as a new law that affects your workplace, a shift to remote work, rapid growth, or a new business activity that introduces new risks. When you make a material change, redistribute the updated code and collect fresh acknowledgments so your records reflect that employees received the current version. Even when little has changed, an annual review is a good habit and signals that the document is maintained rather than forgotten. Keeping the prior versions and the signed acknowledgments organized, ideally with version control, means you can always show which version an employee agreed to and when. This is general information, not legal advice.

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