How to Create an HR Policy Manual for Your Company — A Step-by-Step Guide
Introduction
A company’s success isn’t built on products or profits alone — it depends on its people. And managing people properly starts with a well-defined HR Policy Manual.
At MaxiCert, we recently developed a full HR & Admin Manual for a company in Oman’s oilfield services sector, and in this post, we’ll walk you through the key steps to create a similar manual for your organization.
What is an HR Policy Manual?
An HR Policy Manual is a comprehensive document that outlines how a company handles every aspect of employee management — from hiring and promotions to leave, training, payroll, and conduct.
It ensures:
- Consistency in HR practices
- Legal compliance (labour laws, expatriate policies, etc.)
- Clarity on roles, rights, and responsibilities
- Structured onboarding, appraisal, and growth
- Improved employee engagement and retention
Request a free Quote
Our Step-by-Step Approach to Building an HR Manual
We begin by mapping:
- Organization structure (HQ, sites, departments)
- Types of staff (technical, admin, field, expats)
- Local labour laws and any client-specific rules (e.g., Omanization)
In the Oman project, we reviewed CLIENT’S’ site shift systems, accommodation, and crew travel setup.
Our Step-by-Step Approach to Building an HR Manual
Here’s how we do it at MaxiCert:
- Understand the Client’s Business and Workforce
We begin by mapping:
- Organization structure (HQ, sites, departments)
- Types of staff (technical, admin, field, expats)
- Local labour laws and any client-specific rules (e.g., Romanization)
“In the Oman project, we reviewed CLIENT’S’ site shift systems, accommodation, and crew travel setup.”
- Define HR Planning and Recruitment Policies
We write policies for:
- Manpower planning & budgeting
- Job descriptions & evaluations
- Recruitment, interviews, and selection
- Expat hiring protocols
Sample from the manual:
“It is CLIENT’S policy to give priority to Omani nationals and employ expatriates only if suitable local candidates are unavailable (Clause 2.7.2).”
- Outline Employee Lifecycle Processes
We structure all key employee relations, such as:
- Employment contracts (Omani vs expats)
- Probation, attendance, overtime, leaves
- Promotions, transfers, and disciplinary actions
- Performance appraisal forms and schedules
Real section:
“All new employees undergo a one-day induction training covering company policies, HSE, ISO systems, and meet the MD within 15 days of joining.”
- Add Development & Training Strategy
We include:
- Training needs assessment
- Internal & external training processes
- Records and evaluation
- Succession planning systems
Quote from the manual:
“Each job description shall define training requirements. HR and line managers are responsible for ensuring training is conducted and records updated (Clause 4.1.2).”
- Include Payroll, Benefits & Incentives
- Salary grades and allowance structure
- Housing, transport, hazard pay, desert allowance
- Overtime and bonus policies (Eid, Safety, Performance)
- Medical, insurance, and retirement benefits
Real data example:
“Drillers receive OMR 8/day desert allowance and OMR 9/day hazard allowance. Field staff salaries are processed monthly before the 7th.”
- Build a Solid Code of Conduct & Workplace Ethics
We ensure the manual includes:
- Workplace behavior guidelines
- Confidentiality and compliance
- Disciplinary matrix and termination procedures
- Grievance handling and employee rights.
Sample Sections We Included in the CLIENT’S Manual
- Section 3.3: Employee Orientation & Induction
- Section 5.1: Grade-Wise Salary and Benefits
- Section 4.6: Training Process and Allowance
- Section 6.2: Penalties Regulation
- Section 7.1: Complaint & Grievance Procedure
- Section 9.1: HSE Procedures and PPE
- Section 12.1: Filing System and Records Management.
Results Achieved
For the client:
- Internal policies were aligned with Omani labour law
- HR department became structured and audit-ready
- Onboarding and performance management became seamless
- Helped during ISO 9001, 45001 and tender submissions
Final Words
A good HR Manual doesn’t just manage people — it empowers them.
At MaxiCert, we build manuals that are:
- Easy to follow
- Legally compliant
- Audit-ready
- Customized to your industry and region.
Need Help Writing Your HR Manual?
Whether you’re just starting or want to upgrade your policies to meet ISO standards, we’re here to support you.
Visit www.MaxiCert.com
Or message us for a free consultation.
Need A Free Estimate?
Get a free consultation and Checklist to get certified for ISO , HALAL, CE Mark Certification.
FAQ
Is an HR Manual mandatory for ISO certification?
Yes — especially for ISO 9001, ISO 45001, and client audits, a formal HR manual shows structure, control, and compliance.
Can this manual be adapted to local laws like Oman Labor Law or Saudi Labor Law?
Absolutely. We always align the manual with the applicable country’s labour code and client-specific rules.
What if our company doesn’t have formal HR yet?
No problem. We create everything from scratch — job descriptions, recruitment forms, salary structures, appraisal templates, and more.
How long does it take to prepare a full HR manual?
On average, 7–15 working days. We’ll guide you step-by-step and take care of formatting and policy writing.
