Creating a Restaurant Employee Handbook

Positivity in the onboarding process is crucial to ensuring that new hires feel welcomed, informed, and motivated to become productive members of your restaurant staff. In recent years, the average restaurant turnover rate in the US has been around 79%, leading restaurant managers to consider staff retention tactics Whether you’re opening a new restaurant or wanting to decrease staff turnover, we show you how to write a restaurant employee handbook so you can train and retain your employees.

Click below for our downloadable checklist PDF that you can use to create an employee handbook.

What Is a Restaurant Employee Handbook?

A restaurant employee handbook contains a restaurant's mission statement, values, rules, regulations, policies, procedures, and guidelines. It is an excellent tool for onboarding employees, providing them with essential information about the restaurant. New employees should receive the handbook on their first day to help them understand the ins and outs of the establishment and what is expected of them. Even after your team is trained, the handbook is a valuable resource for employee management, as it outlines the expectations and standards that employees must follow. It also helps in creating a cohesive work environment by ensuring both front and back-of-house staff members are on the same page regarding the restaurant's policies and procedures.

Employee Handbook Guidelines

There are a few things you want to keep in mind as you start to write your employee handbook. The handbook should be easy to read, clearly organized, and regularly updated to reflect any changes in policies or procedures. By ensuring that the handbook is user-friendly and adaptable, you can effectively communicate expectations and maintain a harmonious work environment.

• Accessible Language: Every single person who works for your restaurant is responsible for knowing the information in your handbook, so everyone needs to be able to read it. This means writing laws and policies in plain language and possibly providing multilingual versions, depending on your area and type of restaurant.
• Easy to Navigate: These documents are not going to be read cover-to-cover. When an employee wants to know something, they will reference the section in the employee handbook. This means the information should be as easy to find as possible. Incorporating a table of contents, charts, images, and maps is a great way to make information more accessible.
• Subject to Change: This document will constantly be updated as laws and restaurant policies change. Your employee handbook must keep up with the latest information to keep all employees well-informed. Keeping different sections separated in a three-ring binder makes it easy for new pages to replace outdated or damaged ones.
• Visibility: Keep your handbook in plain sight. As questions come up, employees need to recognize the handbook as a source of information. In addition to giving everyone a copy when they’re hired, it’s a good idea to keep a copy in the kitchen, break room, or other common area where your employees meet. Keeping it in the open encourages everyone to view the employee handbook as a resource that can be consulted when there is a question.
• Handbooks Don’t Stand Alone: Employee handbooks are undoubtedly very important documents, but they can’t include everything employees need to know. The most important information should be included, and the handbook should also tell the reader where they can find more specific sources of information. Having regular trainings, an appendix, or another book of reference material is a sure way to guarantee your staff has access to all the information they need.

12 Sections to Include in an Employee Handbook

We’ve provided the major sections you should include in your employee handbook and a rundown of what each section should contain. While the details will vary depending on the type of restaurant you operate, the overarching sections of an employee handbook remain the same.

1. Introduction/Welcome Letter

Many employee handbooks start with a letter that serves as a warm welcome to the new staff member. This letter is an opportunity for the restaurant's management to convey their appreciation for the employee joining the team and to express their commitment to supporting the employee's growth and success within the organization. In addition to welcoming the new staff member, the introduction and welcome letter section is also a good place to include the restaurant's mission statement. A mission statement outlines the purpose and goals of the restaurant, providing employees with a clear understanding of the organization's overarching objectives. By including the mission statement in the employee handbook, new staff members can align themselves with the restaurant's vision and values from the start.

Moreover, this section is an ideal space to highlight the important core values and beliefs that define the restaurant brand. Core values serve as guiding principles that shape the organization's culture and decision-making processes. By clearly articulating these values in the employee handbook, restaurant employees can understand the behaviors and attitudes that are expected of them while representing the brand. Keep in mind that the introduction should be short and to the point to keep your employees' attention.

2. Disclaimer/Acknowledgement

To ensure employees are familiar with the handbook’s contents, have them sign and turn in a legal document stating they read and understand the handbook. Make sure readers know the handbook is in no way an employment contract. Some locations have specific laws about how this information needs to be displayed. Check your local and state employment laws or ask an employment attorney for more information.

You should have a disclaimer that mentions any anti-nepotism policies you may have to ensure fairness in hiring and promotion. With this, you should also include a statement that you are an Equal Opportunity Employer and will not discriminate based on factors like race, gender, sexual orientation, age, disability, national origin, genetic information, or religion in compliance with the Equal Employment Opportunity Commission, Americans with Disabilities Act, and any other applicable labor laws.

3. Work Hours / Payroll

When creating a restaurant employee handbook, it is crucial to establish clear guidelines regarding work hours and payroll procedures. This section of the handbook should comprehensively address all aspects related to payment, scheduling, breaks, calling off, and worker's compensation. By including comprehensive guidelines for work hours and payroll in your restaurant employee handbook, you can promote transparency, consistency, and compliance with labor regulations.

• Payment and Hours: Clearly outline the standard work hours for employees, including regular shifts, overtime policies, and any applicable meal and rest break regulations. Specify the method of payment, whether it is hourly, salary, or commission-based, and provide information on how employees can track their hours worked.
• Payroll: Detail the payroll schedule, including pay periods, pay dates, and any necessary forms or documentation required for payroll processing. Explain how employees can access their pay stubs and address any questions or concerns related to payroll discrepancies.
• Scheduling: Establish procedures for scheduling shifts, including how employees can request time off, swap shifts with coworkers, or request changes to their schedules. Ensure that scheduling practices comply with labor laws and regulations to prevent issues related to overtime pay and scheduling conflicts.
• Breaks: Inform employees of their rights to meal and rest breaks as mandated by state or local labor laws. Clearly define the duration and timing of breaks, as well as the procedures for requesting additional breaks or accommodation for special circumstances.
• Calling Off: Establish a protocol for employees to follow when calling off work, including who they should contact, how much advance notice is required, and any documentation needed for excused absences. Address the consequences of excessive absenteeism or tardiness to maintain a reliable workforce.
• Worker's Compensation: Provide information on worker's compensation benefits and procedures in the event of a work-related injury or illness. Explain how employees can report incidents, seek medical treatment, and file claims for compensation to ensure their health and safety while on the job.

4. Benefits

Benefits are a crucial aspect of any restaurant employee handbook, as they play a significant role in attracting top talent. When outlining the benefits in your handbook, it is important to clearly explain the perks that employees will receive for working at your restaurant.

• Insurance: Start by detailing the insurance options available to employees, such as health, dental, and vision coverage. Clearly outline any premium contributions, coverage details, and enrollment procedures to ensure employees understand their healthcare benefits.
• 401(k) Plan: If applicable, explain the 401(k)-retirement savings plan offered by your restaurant, including eligibility requirements, employer matching contributions, investment options, and vesting schedules. Provide information on how employees can enroll in the plan and manage their contributions.
• Time Off: Outline the various types of paid time off available to employees, such as vacation, sick leave, and holidays. Specify the accrual rates, eligibility criteria, request procedures, and any blackout periods to ensure employees are aware of their time-off benefits.
• Meal Policy: Clearly define the meal policy in your restaurant employee handbook, including details on complimentary meals, staff meals, or discounts offered to employees during their shifts. Specify any restrictions on menu items, meal periods, and meal allowances to establish clear guidelines for meal benefits.

5. Appearance

Specify the type of uniform or attire that employees are expected to wear during their shifts. This may include branded shirts, aprons, hats, or specific color schemes. Clearly outline whether employees are responsible for purchasing their own uniforms or if they will be provided by the restaurant. Including pictures of appropriate and inappropriate attire for your restaurant dress code can help clarify expectations for your staff. You must also include your policy on piercings and the visibility of tattoos in the workplace. Grooming standards for nails, hair, and facial hair must also be established. Provide examples of acceptable hairstyles and facial hair grooming.

6. Behavior and Cultural Expectations

Behavior is a crucial aspect of maintaining a positive work environment in any restaurant setting. Apart from executing their job duties effectively, employees need to understand how to conduct themselves while at work. Establishing clear guidelines on acceptable behavior and outlining the consequences for inappropriate actions is key to ensuring a smooth operation.

• Attendance: Punctuality and attendance are vital for the success of any restaurant. Employees should be informed about the importance of arriving on time for their shifts and adhering to the designated work schedule. Clearly outline the procedures for requesting time off, calling in sick, and any other relevant attendance policies.
• Shift Swapping: In a fast-paced restaurant environment, shift swapping may be necessary to accommodate employees' scheduling needs. However, it is essential to establish a formal process for shift swapping to prevent confusion and ensure proper coverage. Communicate the guidelines for requesting and approving shift swaps, including any restrictions or limitations.
• Cultural Values: When defining the cultural values and benchmarks in a restaurant employee handbook, it is essential to include a Diversity, Equity, and Inclusion statement. This statement sets the tone for a welcoming and respectful work environment, emphasizing the importance of embracing diversity, promoting equity, and fostering an inclusive workplace for all employees.
• Technology/Cell Phone Policy: In today's digital age, cell phones and technology can be both a convenience and a distraction in the workplace. Implement a clear policy regarding the use of cell phones and other personal devices during work hours. Specify when and where employees are allowed to use their devices and any restrictions that apply while on duty.
• Discipline Policy: Include a section in your handbook that outlines the disciplinary procedures and consequences for employee misconduct or performance issues. Clearly define the expectations for employee behavior, the steps involved in addressing disciplinary issues, and the potential outcomes, such as verbal warnings, written warnings, or termination.

7. Communication Standards

Effective communication is essential in any workplace, especially in a restaurant setting where teamwork and collaboration are key to success. Establishing clear communication standards in your employee handbook can help foster a positive restaurant culture and ensure that all team members are on the same page. Encourage your employees to communicate openly with each other and with management. Let them know that they should feel free to discuss any issues they may have without fear of repercussion.

In your employee handbook, clearly outline who employees should talk to if they need to address a specific problem or issue. Provide contact information for key personnel, such as managers or HR representatives, and explain the appropriate channels for communication. By establishing a framework for communication, you can ensure that concerns are addressed promptly and effectively, fostering a positive work environment for all team members.

8. Cash Handling and Payment Policies

Given that cash is a prevalent form of payment in the restaurant industry, it is essential to establish clear procedures for how employees should handle cash transactions. Implementing stringent cash handling policies not only minimizes the risk of theft and loss but also ensures accountability and accuracy in financial transactions.

• Establish Clear Guidelines: Clearly outline the procedures for handling cash, including receiving payments, making change, and processing tips. Employees should be trained on these guidelines to ensure consistency and compliance.
• Separate Duties: To prevent opportunities for theft or errors, consider separating cash handling duties among employees. For example, one employee may handle cash transactions while another reconciles the cash register at the end of the shift.
• Tip Reporting and Tip Pooling: Clearly define the policies for tip reporting and tip pooling in your employee handbook. Ensure that employees understand how tips should be reported, distributed, and accounted for in compliance with labor laws.
• Balancing the Cash Register: Regularly reconcile cash transactions to ensure that the amount of cash in the register matches the sales receipts. Implement a procedure for balancing the cash register at the end of each shift to identify discrepancies promptly.
• Handling Electronic Payments: Employees should be trained on how to process transactions using electronic payment methods such as credit cards, debit cards, and mobile payment apps. Emphasize the importance of accuracy, security protocols, and proper procedures for reconciling electronic payments at the end of each shift.
• Secure Cash Handling Procedures: Emphasize the importance of maintaining the security of cash at all times. Employees should be trained on how to securely store cash, handle cash in public areas, and report any suspicious activities related to cash handling.

9. Harassment

Including a detailed harassment policy in your restaurant employee handbook is an essential step in creating a safe and inclusive workplace for all employees. Various types of harassment can occur in a restaurant setting, including sexual harassment, discrimination based on race, gender, or other protected characteristics, bullying, and retaliation for reporting harassment. Harassment can take many forms, including but not limited to verbal, physical, and visual behaviors that create a hostile or intimidating work environment. It is important to clearly define what constitutes harassment in your restaurant, such as offensive jokes, derogatory comments, unwanted physical contact, or any behavior that makes an employee feel uncomfortable or threatened.

It is essential to establish clear reporting procedures for employees who experience or witness harassment in the workplace. Encourage employees to report any incidents of harassment to a designated manager or HR representative promptly. Ensure that all reports are taken seriously, investigated thoroughly, and addressed promptly to prevent further incidents. Then, clearly outline the consequences of engaging in harassment in your restaurant employee handbook. Make it known that harassment will not be tolerated, and disciplinary action, up to and including termination, will be taken against employees found guilty of engaging in such behavior. Consistency in enforcing these consequences is key to maintaining a harassment-free workplace.

10. Drugs and Alcohol Policy

A drug and alcohol policy outlines the rules and regulations regarding the use of drugs and alcohol in the workplace. This policy ensures the safety of employees, customers, and the reputation of your establishment. This is especially important in bars and restaurants that serve alcohol. When developing a drug and alcohol policy for your restaurant employee handbook, consider including the following key points:

• Prohibited Substances: Clearly define which substances are prohibited in the workplace, including illegal drugs, alcohol, and any other substances that may impair an employee's ability to perform their job safely and effectively.
• Testing Procedures: Outline the procedures for drug and alcohol testing, including when testing may be conducted, how it will be administered, and the consequences of refusing to comply with testing. Ensure that all drug and alcohol testing results and related information are kept confidential to protect the privacy of employees.
• Consequences: Clearly state the consequences for violating the drug and alcohol policy, which may include disciplinary action, up to and including termination of employment.
• Employee Assistance Programs: Provide information on any available resources or programs to support employees who may be struggling with substance abuse issues.

11. Health and Safety

By giving a broad overview of health and safety procedures in your restaurant employee handbook and supplementing it with detailed resources and regular training sessions, you can create a safe and healthy work environment for your employees. Longer materials that outline specific procedures for handling health-related incidents should be readily available and visible throughout your facility. This ensures that employees can access detailed information when needed and respond effectively in emergencies. In addition to initial training, it's essential to hold regular food safety meetings to reinforce best practices and keep employees informed about health and safety protocols. These meetings provide opportunities to address any questions or concerns that may arise and to ensure that all staff members are up to date on the latest guidelines.

12. Emergency Procedures

In the case of a fire, theft, natural disaster, or other emergency, have set safety procedures in place. Preparation is crucial in such situations and your employees need to know what to do in case the unthinkable happens. This information should be posted in multiple places around the facility in addition to the handbook.

Employee handbooks are reference materials for your employees that outline all of the important information they need to know. Between your employee handbook, trainings, and supplemental sources of information like posters, pamphlets, and videos, your employees will always know the proper procedures and policies to keep your restaurant running smoothly and how to evacuate if necessary.

A restaurant employee handbook is a crucial document that outlines the policies, procedures, and expectations for employees within a foodservice establishment. While it may seem like an additional task for restaurant owners or managers to create, having a well-written employee handbook can bring numerous benefits to both the employer and the employees. It sets the foundation for a positive work environment, clear communication, and adherence to regulations, ultimately contributing to the success of the restaurant.