Workplace rules: understanding company policies
1
Think about these questions before reading. Share your ideas with a partner.
- Think about a job you've had or a school you've attended. What was the most surprising or unusual rule you had to follow?
- In your opinion, what are the most important rules a company should have to create a fair and safe workplace for everyone?
- When you start a new job, how do you usually learn about the company's policies? For example, does a manager explain them, or do you read a special document?
2
Asking About Company Rules
Listen to the dialogue. Notice how the vocabulary and grammar from the lesson are used.
3
Answer these questions in your own words based on the information in the article.
01What are some examples of topics that the article says are included in an employee handbook?
Sample answerIt mentions things like company policy, the rules for sick leave, the code of conduct, and information about employee benefits.
02According to the article, what is the purpose of using modal verbs like 'must' and 'have to'?
Sample answerThey are used to talk about strong obligations or rules. They show that something is not optional and you are required to do it.
03Why might a new employee need to ask questions about their company handbook?
Sample answerBecause some of the rules or policies might be unclear. It's important for them to understand everything correctly when they start a new job.
04How does understanding the difference between 'must' and 'should' help an employee at work?
Sample answerIt helps them know which rules are very strict and which are just strong advice. 'Must' is for a rule you cannot break, but 'should' is for a recommendation.
4
Key vocabulary for workplace rules
Vocabulary
These expressions will help you communicate more naturally about this topic.
Examples
To get up to speed — to learn all the current and important information about a new job or situation.
Usage note: This is a common, informal phrase used in the workplace. You can say 'get someone up to speed' or 'get up to speed on something'.
Standard procedure — the normal and official way that something is done in a company.
Usage note: We often use this phrase to ask about or explain rules. For example: 'What's the standard procedure for requesting a day off?'
To raise an issue — to mention a problem or concern so that it can be discussed.
Usage note: This is a polite and professional phrase, more formal than 'complain about something'. You can 'raise an issue with' your manager.
A grey area — a situation that is not clear or where the rules are not easy to understand.
Usage note: This is a useful idiom for situations where you are not sure what to do. For example: 'The company's policy on using social media at work is a bit of a grey area.'
To be in breach of contract — to fail to do something that you must do according to a legal agreement or contract.
Usage note: This is a formal phrase used in legal and business contexts. Breaking a serious rule in the employee handbook can mean you are in breach of your employment contract.
5
Key terms from the employee handbook
Every company has rules. Do you know what these common terms mean?
Match each term with its correct definition.
Drag or click to match
Definitions
6
Grammar: Modal verbs for rules and advice
Grammar
We use modal verbs to talk about rules, obligations, and advice. In a workplace, 'must' and 'have to' express strong rules you must follow. 'Should' is used for recommendations or good advice, while 'mustn't' and 'can't' tell you what is prohibited.
Examples
All employees must wear their ID badge at all times.
Use 'must' or 'have to' for a strong obligation or a company rule that is not optional.
You should read the code of conduct in your first week.
Use 'should' to give strong advice or a recommendation. It's a good idea, but not a strict rule like 'must'.
You mustn't share confidential information. However, you don't have to attend the company party.
'Mustn't' means something is prohibited. 'Don't have to' means there is no obligation; it's your choice.
Key points
- Use 'must' and 'have to' for rules and strong obligations.
- Use 'should' for advice and recommendations.
- Don't confuse 'mustn't' (it's forbidden) with 'don't have to' (it's not necessary).
7
Spot the error
Read the sentences below about workplace rules. Each one has a mistake.
Each sentence contains one error. Find and correct it.
01The code of conduct explain how all employees are expected to behave.
Corrected version
The code of conduct explain explains how all employees are expected to behave.
02You don't must share your computer password with anyone else in the office.
Corrected version
You don't must not share your computer password with anyone else in the office.
03If you have a problem, you should do an issue with your manager first.
Corrected version
If you have a problem, you should do raise an issue with your manager first.
04During your probation period, you are not entitled to full company benefits.
Corrected version
During your probation probationary period, you are not entitled to full company benefits.
05Could you explain a standard procedure for booking holiday time?
Corrected version
Could you explain a the standard procedure for booking holiday time?
06Sharing confidential information is a serious action and you could be on breach of your contract.
Corrected version
Sharing confidential information is a serious action and you could be on in breach of your contract.
07All new employees should to read the handbook in their first week.
Corrected version
All new employees should to read the handbook in their first week.
8
Useful phrases: asking for clarification on company policy
Vocabulary
As a new employee, you'll often need to ask questions about the company handbook. These phrases will help you ask for more information politely and professionally from your manager or HR.
Examples
"I was hoping you could clarify something for me." — a polite way to open the conversation.
Register: neutral/formal. Use this as a soft opening when you need to ask a question. It's more polite than saying "I have a question."
"I'm a bit unclear on the policy regarding..." — a way to state the specific topic you need help with.
Register: neutral. Use this to introduce your question. You can complete the sentence with a topic, for example: "...regarding working from home."
"Could you explain in a bit more detail what's expected for...?" — asking for more specific information.
Register: neutral. Use this when a rule is mentioned in the handbook but you need more practical details. For example: "...what's expected for requesting time off?"
"So, just to be clear, does that mean we have to...?" — a phrase to confirm your understanding of a rule.
Register: neutral. Use this after your manager has explained something. It's a great way to check that you have understood the obligation correctly.
"What's the standard procedure for that?" — asking about the correct process for doing something.
Register: neutral/formal. This is a very useful question when you know the rule but not the exact steps you need to follow.
"That's much clearer now, thanks for your help." — a positive phrase to close the conversation.
Register: neutral. Use this to show that the explanation was helpful and to thank the person for their time.
9
Complete the sentences with words from the box. One word is extra.
Word bank
01If you need to request a day off, you must follow the standard outlined in the employee handbook.
02If you have a problem with a colleague, you should first try to speak with them directly before you the issue with your manager.
03Sharing confidential company information with outsiders is a serious of your employment contract.
04The company has a strict on using social media during work hours.
05Our employee package includes health insurance, a retirement plan, and paid time off.
10
Discuss these questions with a partner. Try to use vocabulary from the lesson.
- Think about the standard procedure for taking sick leave in your country. Is it usually a strict policy, or is it more of a grey area where rules are flexible?
- Some people think a very detailed code of conduct is necessary to avoid problems. Others believe too many rules can make employees feel untrusted. Which viewpoint do you agree with more, and why?
- Imagine a company has a policy against using personal phones during work hours, but many employees ignore it. If you were the manager, would you raise this issue? What is the best way to handle situations where official rules and common practice are different?