HR Staple

Policies, Procedures and Contracts

The right documentation doesn't just protect your business — it sets the standard for how your business operates.

Having the right policies, procedures, and contracts in place is one of the most fundamental things you can do as an employer. Without them, you're exposed to legal risk, inconsistency, and the kind of people issues that are far harder — and more costly — to resolve without a clear framework to refer back to.

But good documentation isn't just about legal compliance. Done well, it gives your employees clarity on what's expected of them, how they'll be supported, and what they can expect from you in return. That clarity builds trust — and trust builds better workplaces.

HR Staple creates, reviews, and implements HR documentation for businesses across Edinburgh, the Lothians, and Central Scotland — from single contracts and standalone policies through to a complete suite of employment documents tailored specifically to your business.

What We Can Help With

Employment Contracts Clear, legally compliant contracts of employment tailored to your business and the specific roles within it — covering everything from hours and pay to notice periods, confidentiality, and beyond.

Staff Handbooks A well-written staff handbook is one of the most useful tools you can give your employees. We create comprehensive, readable handbooks that bring your policies together in one place and reflect your culture, values, and the way your business actually works.

Key Policies and Procedures We develop bespoke policies across all the areas that matter most, including:

  • Performance Management

  • Disciplinary and Grievance

  • Sickness and Absence Management

  • Probation

  • Flexible Working

  • Health and Safety

  • Data Protection and Confidentiality

Letters, Forms, and Templates From offer letters and contract variations to formal outcome letters and HR forms — we provide the supporting documentation your managers need to handle people matters consistently, confidently, and correctly.

Bespoke to Your Business

Every document we produce is written specifically for you — not adapted from a generic template downloaded from the internet. We take the time to understand your business, your people, and your culture before we put a single word on the page. The result is documentation that actually gets used, because it actually makes sense to the people reading it.

The Result

Legal compliance, reduced risk, and a clear, consistent framework that gives both you and your employees the confidence to know exactly where you stand.

Not sure if your documentation is up to date or fit for purpose? We're happy to take a look.

Strategic HR Services

Organisational Development & Strategic HREmployee EngagementCulture and ValuesManagement Development TrainingHR Director Service

Operational HR Services

HR AuditNew StartersPolicies, Procedures and ContractsPerformance ManagementHR ProjectsEmployee RelationsWorkplace MediationHR Software

Frequently Asked Questions

Q: Am I legally required to give employees a contract in the UK?+
Yes. By law, employees and workers are entitled to a written statement of the main terms of their employment — known as the "written statement of particulars" — from their first day. Since April 2020, this must be provided on or before the day employment starts, not within two months as was previously the case. A proper contract of employment goes further than the legal minimum and is strongly recommended to protect both you and your business. HR Staple provides fully compliant contracts tailored to each role.
Q: What's the difference between a contract of employment and a written statement of particulars?+
The written statement of particulars is the legal minimum an employer must provide — core details like pay, hours, holiday, notice, and place of work. A contract of employment is a broader document that includes those particulars but also covers things like confidentiality, restrictive covenants, probation, and company-specific policies. In short, the statement is what the law requires; the contract is what properly protects your business.
Q: Do I legally need an employee handbook in Scotland?+
There's no law that specifically requires an employee handbook, but there are certain policies you're legally expected to have in place — including disciplinary, grievance, and health and safety procedures. A handbook is the most practical way to bring these together clearly and consistently. Employment law in Scotland is largely the same as the rest of the UK, but a well-written handbook ensures nothing required is missed and gives your team a single, reliable reference point.
Q: How often should HR policies and contracts be reviewed?+
As a general rule, HR documentation should be reviewed at least once a year, and always when employment law changes or your business changes significantly — for example, growth, restructuring, or new working arrangements. Out-of-date policies can be as risky as having none at all, because they may no longer reflect current law or how your business actually operates. HR Staple offers documentation reviews to check yours are current and fit for purpose.
Q: Can I use free employment contract templates from the internet?+
You can, but it carries real risk. Generic templates aren't tailored to your business, your roles, or Scottish and UK employment law as it currently stands — and small errors or missing clauses can leave you exposed in a dispute or tribunal. Bespoke documentation, written specifically for your business, is far more reliable and often saves money in the long run by avoiding costly problems later.
Q: What happens if I don't have proper HR policies and contracts in place?+
Without clear documentation, you're exposed to legal risk, inconsistent decisions, and people issues that are much harder to resolve — including a weaker position at an employment tribunal. Proper policies and contracts give you a clear framework to refer back to, help managers act consistently, and give employees clarity on what's expected. The cost of getting documentation right is almost always lower than the cost of resolving problems caused by not having it.