Company rules: describing policies and procedures
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Think about these questions before reading. Share your ideas with a partner.
- Think about your current job, a past job, or even your school. What was one important rule everyone had to follow, and why was it important?
- Some companies have a dress code, which are rules about what employees should wear. What are some advantages and disadvantages of having a dress code at work?
- Imagine you are starting a new job. What are the first three rules or policies you would want to ask about on your first day?
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Asking About Company Rules
Listen to the dialogue. Notice how the vocabulary and grammar from the lesson are used.
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Key vocabulary for the workplace
Vocabulary
These expressions will help you communicate more naturally about company policies and procedures.
Examples
Standard procedure — the official or normal way of doing something in a company.
Usage note: This is a common and slightly formal phrase. You can use it to ask about rules, for example: 'What's the standard procedure for booking a holiday?'
Take time off — to get permission to not go to work for a period of time, for example for a holiday or because you are sick.
Usage note: This is a common, neutral phrase used in most workplaces. You can say 'I need to take some time off next week'.
Health and safety — the set of rules and actions that a company takes to protect its employees from getting hurt or sick at work.
Usage note: This is often used as a single concept. For example, 'All new employees must complete the health and safety training'.
Get approval for (something) — to receive official permission from a manager or company to do something.
Usage note: This is a common phrase in business. For example, 'You need to get approval from your manager before you buy the new software'.
Stick to the rules — to follow the rules exactly and not change them.
Usage note: This is a common, slightly informal phrase. You might hear a manager say, 'It's important that everyone sticks to the rules about working hours'.
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Company policy vocabulary
Learn some new words about rules in the workplace.
Match each term with its correct definition.
Drag or click to match
Definitions
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Grammar: modal verbs for rules and obligations
Grammar
We use modal verbs like 'must', 'have to', 'should', and 'can' to talk about rules, obligations, and permission. In a business context, they are essential for understanding and explaining company policies.
Examples
You must wear your ID badge at all times in the office.
Use 'must' for strong obligations, often for official, written rules.
You don't have to wear a suit, but you should dress professionally.
'Don't have to' means there is no obligation. 'Should' is used for strong advice or recommendations.
Employees can't use the company printer for personal documents.
Use 'can't' or 'must not' (more formal) to talk about things that are prohibited or not allowed.
Key points
- Use 'must' and 'have to' for strong obligations.
- Use 'should' for advice and recommendations.
- Common mistake: 'You must not' (prohibition) is very different from 'You don't have to' (no obligation).
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Find the mistake
Each sentence contains one error. Find and correct it.
01Our company policy is explaining that you get five sick days per year.
Corrected version
Our company policy is explaining explains that you get five sick days per year.
02All employees must stick on the health and safety rules.
Corrected version
All employees must stick on to the health and safety rules.
03You need to get an approve from your manager before buying new equipment.
Corrected version
You need to get an approve approval from your manager before buying new equipment.
04The information about our holiday policy are in the employee handbook.
Corrected version
The information about our holiday policy are is in the employee handbook.
05You must to clock in every morning when you arrive at the office.
Corrected version
You must to clock in every morning when you arrive at the office.
06If you want a day off, you have to ask for a permission from your boss.
Corrected version
If you want a day off, you have to ask for a permission from your boss.
07What is the standard procedur for requesting new software?
Corrected version
What is the standard procedur procedure for requesting new software?
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Useful phrases: asking about company rules
Vocabulary
As a new employee, you'll need to ask about company policies. Here are some natural phrases to help you get the information you need from your manager or a colleague.
Examples
''Do you have a moment? I have a couple of questions about how things work here.'' — To politely start a conversation and state your purpose.
Register: Neutral. Use this when you approach your manager's desk or see them in a common area. It's a friendly and direct way to begin.
''I was wondering about the policy on...'' — To ask about a specific rule, for example, '...working from home' or '...the dress code'.
Register: Neutral/Polite. This is a softer and more polite way to ask a direct question. It's a great way to introduce the topic you want to discuss.
''Could you point me in the right direction for the employee handbook?'' — To ask where to find official written information.
Register: Neutral. Use this to show you want to find the answers yourself. You can replace 'employee handbook' with 'health and safety guidelines' or 'IT policy'.
''So, just to be clear, I should...?'' — To confirm you understand a rule or procedure correctly.
Register: Neutral. This is very useful for avoiding misunderstandings. For example, ''So, just to be clear, I should submit my expense report at the end of the month?''
''What's the usual way to...?'' — To ask about the correct process for doing something.
Register: Neutral. This is perfect for asking about official processes like ''...request time off?'' or ''...report a technical problem?''
''That's really helpful, thank you.'' — To end the conversation politely and show you appreciate their help.
Register: Neutral. A simple and effective way to thank your manager or colleague for their time and information.
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Complete the sentences with words from the box. One word is extra.
Word bank
01Before you buy any new software, you must get written from the IT department.
02The standard for reporting a technical issue is to create a ticket on the company portal.
03All employees must attend the annual training to learn about fire exits and first aid.
04To take a day off, you must first it online through the HR system.
05Please remember to your timesheet every Friday so you can get paid on time.
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Reading: a different kind of rulebook
Read the article below, then answer the comprehension questions.
At Innovatech, we believe company rules don't have to be complicated. Our goal is to create a flexible environment where people can do their best work. For example, the standard procedure to take time off is simple. You just need to update the shared calendar and talk to your team. You don't always have to get approval for short absences from a manager. However, some areas are very strict. When it comes to health and safety, everyone must stick to the rules without exception; there is no flexibility there. We trust our employees to be responsible, but safety is our top priority. This approach works because we hire people who understand that flexibility is a privilege, not a right. We find that when you treat people like adults, they usually act like them.
01What is the standard procedure for taking time off at Innovatech?
Sample answerEmployees need to update the shared calendar and speak with their team.
02In which area must all employees stick to the rules?
Sample answerIn the area of health and safety.
03Do employees need to get approval from a manager for every absence?
Sample answerNo, they don't always need to get approval for short absences.
04According to the article, why is the company's flexible policy successful?
Sample answerIt is successful because the company trusts its employees, and believes that treating them like adults makes them act responsibly.
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Discuss these questions with a partner. Try to use vocabulary from the lesson.
- Some people believe it's important to always stick to the rules exactly as they are written. Others think it's sometimes better to be flexible if it helps get the job done. Which opinion do you agree with more, and why?
- Think about the standard procedure for requesting to take time off in your country or in a company you know. Is it usually a simple process, or do you need to get approval for it long in advance? How does this compare to what you think is a good system?
- If you were creating a new company, which type of policy would be your top priority to write: health and safety rules, rules about taking holidays, or rules about how to submit an expense report? Explain your choice.