Company Policy Template

What is a company policy template?

A company policy template is a standardised format for documenting internal rules, guidelines, and expectations that govern how employees behave and operate. It defines the policy’s purpose, who it applies to, what is expected, and what happens when the policy is not followed.

Policies are the foundation of organisational governance. They set boundaries, protect the company legally, and ensure employees across locations and departments operate under the same rules. Without a standardised template, policies are written in different formats, stored in different places, and communicated inconsistently. Employees cannot follow rules they cannot find. A consistent structure makes every policy clear, searchable, and enforceable — whether it covers data protection, travel expenses, or workplace conduct.

Who should use this template?

This template is for teams responsible for creating and maintaining internal policies:

• HR Directors — write employment policies that apply consistently across all offices and comply with local regulations
• Legal and Compliance Teams — ensure policies meet regulatory requirements and are documented in an auditable format
• Department Heads — create function-specific policies (e.g. procurement thresholds, IT acceptable use) aligned with the company standard
• Knowledge Managers — maintain a centralised, up-to-date policy library accessible to every employee

What’s included in this template?

The template has two parts: structured metadata fields and the policy body.

Metadata fields classify each policy:

• Policy name and reference number (e.g. POL-HR-012)
• Policy owner — the person accountable for keeping the policy current
• Department or scope (company-wide, regional, departmental)
• Effective date and next review date
• Approval status (draft, approved, under review, retired)

Policy body documents the full content:

• Purpose — why this policy exists and what it aims to achieve
• Scope — who the policy applies to, including any exceptions
• Policy statement — the detailed rules, guidelines, and expectations
• Responsibilities — who is accountable for implementation, compliance, and enforcement
• Non-compliance — consequences of violating the policy and escalation path
• Related documents — links to supporting procedures, forms, or legal references

How to create and customise this template in Elium

1. Open the Template Builder — Go to your profile menu and select the Template Builder tab, or click “+ Create” and choose “Create a new template”.
2. Set the scope — Choose an icon, enable the template, and decide whether it applies platform-wide or to specific spaces (e.g. HR or Compliance only).
3. Add structured fields — Click “Field” to add metadata: text fields for policy name and reference number, a user field for policy owner, a tag field for scope (pre-populate with “Company-wide”, “Regional”, “Departmental”), date fields for effective and review dates, and a tag field for approval status. Mark policy owner and approval status as mandatory.
4. Build the policy structure — Use the “+” button to add content blocks: text blocks for purpose, scope, policy statement, responsibilities, and non-compliance sections. Add a links block for related documents and a text block for revision history.
5. Preview and save — Review the template layout, then save. Policy owners can now select it when creating new policies, and you can apply it to existing content in bulk.

How AI helps you create and use this template

Capture faster. Describe the policy intent and key rules to Elium’s AI. It generates a structured first draft with purpose, scope, and policy statement sections — so the policy owner reviews and refines rather than starting from a blank page.

Retrieve smarter. An employee asks Elium’s AI: “What is our policy on working from home more than three days per week?” The AI returns the exact remote work policy section, including approval requirements and exceptions — the current version, not an outdated PDF.

Why teams use Elium for policy management

Policies only work when employees can find and understand them. When policies live in PDF folders on an intranet, they are invisible to the people who need them. Elium makes policy management practical: structured templates keep every policy in the same format, version control tracks changes, and AI-powered search lets anyone find the right policy from a plain question rather than navigating folder structures.

Bouygues Construction — 53,500 employees across 80 countries — uses Elium to centralise organisational knowledge including policies, procedures, and guidelines. Distributed teams access the same up-to-date information regardless of location or language.