Employee Handbook Design: Layout, Cover & Formatting Guide

You've written a great employee handbook with all the right policies. But if it looks like a legal document from 1995, no one's going to read it.

Design matters. A well-designed handbook is easier to navigate, more likely to be read, and reflects your company culture. This guide covers everything from cover design to layout best practices — so your handbook actually gets used.

Why handbook design matters

Think about the last time you had to read a dense, poorly formatted document. Did you read every word? Or did you skim, get frustrated, and give up?

Good design helps your handbook in three key ways:

• Increases readership — People actually read well-designed documents
• Improves findability — Employees can quickly find what they need
• Reflects your culture — Design signals how professional and thoughtful your company is

A handbook that sits unread doesn't protect you legally or help employees. Design is the difference between a document that's used and one that's ignored.

Cover design tips

Your cover is the first thing employees see. Make it count — but don't overthink it.

What to include on your cover

• Company name and logo — Prominently displayed, but not overwhelming
• Title — "Employee Handbook" is clear and expected
• Year or version — Helps employees know they have the current version
• Optional: Tagline or value — A short phrase that reflects your culture

Cover design best practices

• Use your brand colors — The handbook should feel like part of your company
• Keep it simple — Clean design beats busy design every time
• Avoid stock photos — They often look generic and dated
• Consider a pattern or texture — Subtle backgrounds add interest without distraction
• Make sure it prints well — If people might print it, test your design in grayscale

Layout and formatting best practices

Once employees open your handbook, the layout determines whether they'll keep reading or give up in frustration.

Typography

• Use 2-3 fonts maximum — One for headings, one for body text, optionally one for callouts
• Body text: 11-12pt for print, 16px for web — Smaller is harder to read
• Line height: 1.5-1.6 — Gives text room to breathe
• Choose readable fonts — Sans-serif (like Inter, Open Sans) for digital; serif (like Georgia) for print

White space

• Margins matter — Don't cram text to the edges (1" minimum for print)
• Space between sections — Give each topic room to breathe
• Space between paragraphs — Makes scanning easier
• Don't fear the empty space — It's not wasted, it aids readability

Page structure

• Table of contents — Essential for navigation (with page numbers for print, links for digital)
• Clear section breaks — Use headings, dividers, or new pages
• Consistent headers/footers — Include page numbers and section titles
• Numbered pages — Makes it easy to reference specific sections

Text formatting

• Use bullet points — Lists are easier to scan than paragraphs
• Bold key terms — Helps employees find important information
• Avoid walls of text — Break long paragraphs into shorter ones
• Use callout boxes — Highlight important policies or warnings

Visual hierarchy guide

Visual hierarchy guides readers' eyes to what's most important. Without it, everything looks equally important — which means nothing stands out.

Heading levels

Use a clear hierarchy of headings:

• H1: Chapter/Section titles — Large, bold, often on their own line
• H2: Main topics — Smaller than H1, but still prominent
• H3: Subtopics — Clearly smaller than H2
• Body text — Regular weight, easy to read

Emphasis techniques

• Bold — For key terms, important points, or definitions
• Italic — For emphasis within sentences (use sparingly)
• Color — For links, callouts, or to highlight sections
• Icons — Add visual interest and help with quick recognition

Callout boxes

Use callout boxes to highlight:

• Important policies — "At-will employment" disclaimers, etc.
• Warnings — Disciplinary consequences, safety information
• Tips — Helpful suggestions or best practices
• Examples — Concrete illustrations of policies

Good vs. bad handbook design

Let's look at specific examples of what works and what doesn't.

Want to see what great handbooks look like in practice? Check out our employee handbook examples from companies like GitLab, Valve, and Basecamp.

Digital vs. print handbooks

Should your handbook be digital, printed, or both? Here's how to decide.

Our recommendation: Go digital first. You can always export to PDF for those who want to print. Learn more in our guide on digital employee handbooks.

Frequently asked questions

What should be on an employee handbook cover?

An employee handbook cover should include your company name and logo, the title "Employee Handbook", the year or version number, and optionally a tagline or company values. Keep it clean and professional — avoid cluttering with too many design elements.

How long should an employee handbook be?

Most employee handbooks are 20-50 pages. Small businesses can get by with 15-25 pages covering essentials. Larger companies may need 40-60 pages. Focus on what employees actually need to know — quality over quantity.

Should an employee handbook be digital or printed?

Digital handbooks are recommended for most companies. They're easier to update, searchable, always accessible, and environmentally friendly. You can still offer PDF exports for those who prefer to print.

What format should I use for my handbook?

For digital: Use a web-based platform (like HandbookHub) or a well-structured PDF. For print: Use standard letter size (8.5" x 11") with clear margins. Avoid complex layouts that don't translate well between formats.

How often should I update my handbook's design?

Review your handbook design annually along with content updates. If your company rebrands or updates its visual identity, update the handbook to match. The content should be reviewed at least yearly, but the core design can stay consistent longer.