Equality and diversity policy

An equality, diversity and inclusion policy sets out what the employer expects of everyone who works for it, what the law protects, and what happens when someone falls short. This template covers recruitment and selection, pay and progression, flexible working and family leave, disability and reasonable adjustments, and the responsibilities of managers and staff.

The preventative duty

Employers must take reasonable steps to prevent sexual harassment of their workers. A policy on its own is rarely enough to discharge that duty. What tribunals look for is evidence: a written risk assessment identifying where the risk actually sits in your business, training that people have attended, and a record of what was done when something was reported. The policy is the starting point for that evidence, not a substitute for it.

Risk in most businesses is not evenly spread. Client entertaining, late shifts, lone working, work social events and customer-facing roles carry more of it than a desk at head office, and a risk assessment that does not distinguish between them is not much of an assessment.

What the policy contains

Purpose and commitment, scope, and a plain account of what the law says. The duty to prevent sexual harassment. Definitions of harassment, sexual harassment and bullying, with the distinction between them drawn clearly. Recruitment and selection. Pay, promotion, training and development. Flexible working, family leave and carer's leave. Disability and reasonable adjustments. Responsibilities, training and awareness. How to raise a concern and how the company deals with a complaint. Protection from victimisation, confidentiality and support. Consequences of a breach. Monitoring and equality data.

Records and review

Keep a confidential central record of every concern raised, how it was investigated and what was done, and read that record for patterns rather than filing it. Repeat complaints about one team, one manager or one customer say something that individual files do not.

Clause 13 offers two options for anonymous reporting. Keep the one that matches your arrangements and delete the other, and delete any other bracketed wording that does not describe what the business actually does. A policy that promises a reporting line nobody has set up is worse than one that promises less.

Review the policy at least once a year, and again whenever the law changes, the business grows, or a complaint shows that something is not working. Take advice before dismissing anyone under it, and early where a complaint involves a senior manager, a criminal allegation or a risk to someone's safety.