15 Essential Workplace Policies for Your Small Business (With Examples)

Setting clear workplace policies might not be the most glamorous part of running a business, but it’s one of the smartest moves you can make. Policies protect your business, employees, and clients by setting expectations and ensuring everyone is on the same page. Whether you’re managing a bustling hair salon or a reliable home service company, having the right policies in place keeps operations smooth, professional, and legally compliant at every step.

Below, we’ll walk through essential workplace policies every appointment-based business should consider. Whether you’re just formalizing your rules or scaling up to a larger operation, these policies will be your safety net and help you build a positive vibe among your team and clients alike.

What are workplace policies?

Workplace policies are the playbook for how your business operates. They set expectations for employees and clients, covering everything from appointment cancellations to social media conduct and safety protocols.

For appointment-based businesses, these policies ensure consistency, protect against misunderstandings, and create a professional service experience for everyone involved. Having them can mean the difference between a hectic, confused day and a smoothly running operation.

Why your small business needs policies

Having written policies isn’t just for large corporations. If you’re wondering whether your small business really needs formal policies, consider these points:

• Legal protection: Documented policies—like those against harassment or discrimination—can be your best defense if a legal issue arises. They show that you’ve set a clear standard of conduct and are serious about maintaining a safe environment.

• Operational efficiency: When everyone knows the guidelines, there’s less room for confusion. A clear set of rules means your team spends less time second-guessing and more time getting the job done.

• Positive culture: Policies might sound strict, but they’re also a way to show that you care. By setting expectations, you ensure that both employees and clients are treated fairly, creating a welcoming atmosphere that encourages respect and professionalism.

• Scalability: As your business grows, well-documented policies make it much easier to onboard new employees and maintain consistency, no matter how big your team gets.

So, what policies should a small business have?

15 policy examples to consider for your business

From appointment booking requirements to staff management, this list of company policies is designed to protect your time and make it easier to run your business. With these policies in place, you’ll guarantee everyone knows what to expect, feels valued, and is empowered to show up as their best self.

Disclaimer: This article is for informational purposes only and does not constitute legal advice. Every business is unique, and workplace policies should be tailored to your specific needs and local regulations. For guidance on creating legally compliant policies, consult a qualified attorney or HR professional.

1. Booking policy

Your booking policy is your front-line defense for keeping things organized. It sets the rules for how appointments are scheduled—whether it’s through your booking website, an app, or even over the phone. Clearly stating how and when clients can book, including required information and whether prepayment is needed, reduces confusion and ensures a smoother scheduling process for everyone involved.

Example: “Appointments must be scheduled at least 24 hours in advance through our online booking system. A credit card is required to secure your slot, but you will only be charged according to our cancellation policy.”

2. Cancellation policy

Cancellations happen—but having a clear policy in place helps minimize lost time and revenue. This policy should explain how far in advance clients must cancel or reschedule their appointment, how they should notify you, and any applicable fees. A well-communicated cancellation policy keeps your schedule predictable and respects both your time and your clients' time.

Example: “We understand plans change. Please reschedule or cancel your appointment online at least 24 hours in advance to avoid a cancellation fee, ensuring we can offer your slot to another client. Cancellations after this window will be charged 50% of the service fee.”

3. No-show and late arrival policy

A no-show or late arrival can throw a wrench in your day—it’s important to set expectations for tardiness early to keep everyone on track. A clear no-show policy clarifies the consequences so you can handle these situations consistently. Define what constitutes a no-show, how it affects future bookings, and whether fees apply. For late arrivals, explain how long a grace period (if any) is allowed. This helps clients take their commitments seriously, prevents unfilled slots, and keeps you on time for your other clients.

Example: “Please call ahead if you’re running behind. Arriving more than 10 minutes late to your appointment may mean a reschedule. If you miss your appointment without notifying us, you forfeit your deposit. If you fail to show up a second time, we may charge 100% of the service fee to the card on file. We appreciate your understanding as we manage our schedule fairly.”

4. Return and refund policy

Whether your small business sells products or services (or both), you need a refund or return policy to prevent disputes and keep clients happy. Be sure to outline the conditions under which refunds are granted, any exceptions, and how clients can request one.

Example: “Service fees are non-refundable, but we’re happy to discuss adjustments if you’re dissatisfied. Please let us know within 14 days so we can work with you to resolve any issues.”

5. Remote work policy

A remote work policy outlines expectations for employees who work from home or remotely, ensuring they stay productive, accountable, and aligned with company operations. This policy might cover availability, communication methods, data security, and any reimbursement for remote work expenses.

For businesses offering virtual appointments, a remote work policy can also help set guidelines for meeting with clients and delivering a professional experience, no matter where they are.

Example: “All virtual sessions must be conducted in a quiet, professional environment with a stable internet connection. Remote employees must be available during agreed-upon working hours and adhere to the same performance standards as in-office staff. Regular check-ins will help keep everyone aligned.”

6. Social media policy

In a world where everyone’s connected, your social media policy helps keep your business on brand and professional across platforms. It defines appropriate and inappropriate use of social media in relation to the business, including how employees should represent the company online. It also covers confidentiality, professionalism, and guidelines for interacting with clients through digital channels. This protects the company’s reputation and sets clear boundaries between personal and professional online communication.

Example: “We encourage you to share our story on social media—but always remember to keep client information confidential and maintain our brand’s professional tone. Employees should direct all client inquiries to official business accounts.”

7. Employee conduct policy

A code of conduct outlines expected behavior in the workplace. This may include guidelines on dress code, punctuality, respectful communication, and handling conflicts. A strong employee conduct policy helps create a positive and professional work environment.

Example: “All employees are expected to maintain a professional, respectful, and customer-focused attitude at all times. This includes arriving on time for scheduled shifts, dressing appropriately for the workplace, and communicating courteously with both clients and colleagues, whether you’re in person or on a call. Conflicts should be handled professionally, and any concerns should be reported to management for resolution.”

8. Equal employment opportunity (EEO) and anti-harassment policy

A safe, inclusive workplace is a productive one. This policy affirms the company’s commitment to a discrimination-free workplace where all employees are treated fairly regardless of race, gender, age, religion, or other protected characteristics. It outlines prohibited behaviors as well as procedures for reporting and handling harassment complaints. When team members understand and uphold these values, it fosters a work environment where everyone thrives.

Example: “We are committed to maintaining a workplace where all employees are treated with respect and fairness, regardless of race, gender, age, religion, disability, or any other protected characteristic. Discrimination, harassment, or retaliation of any kind will not be tolerated, including unwelcome comments, inappropriate jokes, or any behavior that creates a hostile environment. Employees who experience or witness harassment should report it to HR, and all complaints will be handled confidentially and without fear of retaliation.”

9. Privacy and confidentiality policy

This policy specifies how confidential information like appointment records should be handled to maintain privacy and comply with regulations. It gives employees insight into what information is considered confidential, how this information should be accessed or stored, and the consequences of exposing sensitive data. A clear policy prevents breaches and builds trust with employees and clients, reassuring them that their data is safe.

Example: “Protecting our clients’ sensitive information is a top priority. Employees must handle all client data—including personal details, payment information, and appointment history—with the utmost care and discretion. Unauthorized access, sharing, or mishandling of confidential information may result in disciplinary action, up to and including termination, and potential legal consequences. If you suspect a data breach or accidental disclosure, report it immediately.”

10. Health and safety policy

A health and safety policy covers workplace safety protocols, emergency procedures, and expectations for maintaining a hazard-free environment. This may also include sanitation guidelines for businesses in health or personal care industries. Prioritizing safety reduces risks and ensures compliance with health regulations.

Example: “Maintaining a clean and safe environment is essential for the well-being of our clients and staff. All employees must follow strict sanitation protocols, including disinfecting workstations, tools, and equipment between appointments, and adhering to industry hygiene standards. Protective gear, such as gloves or masks, should be used as required.”

11. Working hours and attendance policy

A well-defined schedule helps keep operations running smoothly. This policy clarifies standard working hours, breaks, overtime rules, and expectations for punctuality. You can also use it to address how employees should notify management about absences or late arrivals. This helps to ensure consistent coverage and fair workload distribution.

Example: “Our standard work hours are 9 AM – 6 PM. Employees must notify management as soon as possible if they expect to be late or are unable to report to work. Consistent attendance is key to our team’s success.”

12. Paid time off (PTO) policy

Everyone needs a break! A PTO policy explains how employees can request vacation, sick leave, or personal time, including observed holidays, accrual rates, and approval processes. When everyone understands how time off is managed, you can prevent last-minute scheduling issues.

Example: “Our employees earn 15 days of paid time off per year. Requests for time off should be submitted 2 weeks in advance to help us plan accordingly.”

13. Compensation and benefits policy

A compensation and benefits policy covers how wages, bonuses, and benefits like health insurance or retirement plans are structured. It may also clarify payroll schedules and performance-based compensation. This transparency builds trust, helping employees understand their earnings and available benefits.

Example: “Payroll is processed biweekly. Overtime must be pre-approved by management and will be compensated according to labor laws.”

14. Travel and expense policy

A travel and expense policy lays out reimbursement policies and expectations for employees who travel for work, such as service providers visiting client locations. It may cover mileage compensation, per diems, procedures for booking travel, or guidelines for using company equipment.

Example: "Employees using personal vehicles for approved work-related travel will be reimbursed at the standard mileage rate. Gas stipends are available for frequent travel between service locations."

15. Bring your own device (BYOD) policy

Many employees use personal devices like smartphones to manage their schedules and stay connected with clients through the Acuity Scheduling mobile app. A BYOD policy establishes guidelines for the acceptable use of personal devices for work-related tasks, ensuring security and professionalism while maintaining flexibility.

This policy should outline security requirements, such as enabling password protection, using encrypted connections, and restricting access to sensitive client data on shared devices. Additionally, it should clarify company responsibilities, such as whether the business provides technical support or reimburses employees for work-related phone usage.

Example: "Employees must use strong passwords and two-factor authentication for all company accounts, avoid storing client data locally, and report any lost or compromised devices immediately."

Implementing your workplace policies

Once you’ve written your policies, make sure they’re easily accessible. Here’s a few tips to keep everyone informed:

• Share with clients: Post customer-focused policies on your scheduling page or include them in booking confirmations. This ensures your clients know what to expect from the get-go. Consider using client intake forms to ask clients to acknowledge and agree to policies during the online booking process.

• Employee onboarding: Integrate these policies into a friendly, easy-to-read employee handbook. Make sure every new team member understands and acknowledges these guidelines.

• Visible reminders: Consider placing posters or digital displays in common areas to serve as friendly reminders of key policies.

• Regular updates: Business and legal landscapes change—set a schedule to review and update your policies to keep them current and effective.

Enforce booking policies with Acuity Scheduling

Clear workplace policies can transform the way your business operates. Not only do these guidelines protect you from potential legal pitfalls, but they also foster a professional, respectful, and enjoyable work environment. Even if you’re a small team, having these rules in place sets the foundation for scalable growth and smooth operations.

Remember, creating workplace policies isn’t about adding bureaucracy—it’s about empowering your team and reassuring your clients. If you need a seamless way to enforce booking-related policies to prevent no-shows, late cancellations, and more, Acuity Scheduling can help.

Try Acuity for free today and see how easy it is to bring clarity and consistency to your day-to-day operations.