Employee handbooks should be helpful, not intimidating. But too often, companies pack them full of outdated rules, legal jargon, or overly strict policies that just don’t make sense anymore. At Tru Art HR, we’ve seen how the wrong tone—or the wrong policy altogether—can turn a useful resource into a source of stress and confusion for your team.

If you’re putting together a handbook (or revisiting an old one), here are 10 policies you might want to rethink.

1. We reserve the right to terminate employment at any time, for any reason.

Yes, at-will employment is standard in most states. But there’s a way to say this without making people feel like they could be fired for breathing the wrong way. This kind of wording comes off cold and scary, especially for new hires. You can still include a version of the at-will statement for legal reasons, but do it in a way that sounds human—something like, “While we hope this is a long and successful working relationship, employment is at-will, which means either you or the company can end it at any time.” Clear, honest, and less intimidating.

2. Blanket social media bans

Trying to ban employees from using social media entirely—especially on their own time—is unrealistic and out of touch. People live online now. Instead of a strict “no social media” rule, focus on guiding behavior. Encourage them not to share confidential info, speak on behalf of the company without permission, or post anything discriminatory or harassing. But beyond that, trust people to use common sense. A thoughtful, respectful policy works better than trying to control what someone posts on a Sunday afternoon.

3. No moonlighting allowed

We get why this shows up—business owners don’t want someone coming in tired from bartending all night or running a side hustle during work hours. But a flat-out “no second jobs” rule feels controlling. A better approach is to ask employees to let you know if they’re working elsewhere, especially if it could be a conflict of interest or impact performance. Most of the time, it’s harmless—and sometimes, side gigs make people even more creative and resourceful at their day job.

4. All time off must be pre-approved

In theory, this makes sense. You don’t want half the team disappearing during a busy week. But emergencies happen—kids get sick, cars break down, life throws curveballs. If your policy leaves no wiggle room for unexpected time off, you’ll frustrate your team. Build in some flexibility. You can still ask that PTO be requested in advance when possible, but acknowledge that sometimes life doesn’t come with a heads-up.

5. Overly complex dress code rules

If your handbook still talks about skirt length in inches or bans facial hair, it might be time for a refresh. Today’s workplaces are more relaxed, and people value being able to express themselves a bit. Unless there’s a safety reason or client-facing need for a certain look, try a “dress for your day” approach. Keep it simple: neat, appropriate, and professional. Let your employees use common sense—and be open to conversations if something’s off.

6. No remote work permitted

Even if your company isn’t fully remote, a hard “no” on remote work can be a dealbreaker for many people. It signals a lack of flexibility and trust. If remote work truly isn’t possible for certain roles, that’s fine—just be clear about why. But if there’s room to allow even a little flexibility, consider offering hybrid options or occasional work-from-home days. It can go a long way in helping with retention and morale.

7. Vague disciplinary policies

When policies say something like, “Disciplinary action may be taken at management’s discretion,” employees are left wondering what that actually means. What earns a warning? What gets you written up? While you don’t need to list every possible scenario, it helps to lay out a general process—maybe verbal warning, then written warning, then further action if needed. It’s about being fair and consistent, not leaving people guessing.

8. Outdated technology rules

If your handbook mentions pagers or bans personal cell phone use entirely, it might be time for a tech update. The way people work has changed. Employees often use phones for calendars, work apps, and even communication with clients. Set boundaries for when and how tech is used, especially during meetings or in customer-facing roles—but don’t try to turn back the clock. Technology isn’t going away.

9. Employees must work overtime as needed without clarification

This one usually gets added to cover your bases—but it can cause friction if it’s not explained clearly. Does this mean every week? Just during busy seasons? Are employees being paid for the extra hours (as required by law)? Make sure your policy explains what’s typical, and reassure people that overtime isn’t an everyday expectation unless it truly is. Transparency matters.

10. Overly formal, legal-sounding language throughout

You don’t need to sound like a lawyer in every section of your handbook. Sure, some legal phrasing is necessary, but most of it should feel readable and relatable. Use real language. Make it something employees actually want to read. When your handbook sounds like it was written by a person—not a committee—it’s more likely to be understood, remembered, and followed.

Conclusion

The best handbooks balance structure with humanity. They protect your business, yes—but they should also reflect your culture and values. If your policies feel cold, overly strict, or stuck in the past, they’re probably not doing you any favors.

How Tru Art HR Can Help

At Tru Art HR, we help companies write handbooks that make sense—legally, practically, and culturally. If you want to take a fresh look at yours, we’re just a conversation away.

Author: Oksana Day, SHRM-CP