Employee Handbook PDF: Free Download + Why Digital Is Better

Looking for an employee handbook PDF you can download and customize? You're in the right place. We've got a free template for you below.

But here's the thing: PDF handbooks cause real problems for most companies. Before you download, let's talk about why — and what you should consider instead.

Download free employee handbook PDF

Our employee handbook template is available in both PDF and Word formats. The Word version is easier to edit, but if you need a PDF, we've got you covered.

Need help customizing? See our step-by-step guide or check out real handbook examples for inspiration.

What's included in the PDF template

Our employee handbook PDF covers all the essential sections most companies need:

For a complete breakdown of what should be in your handbook, see our guide on what to include in an employee handbook.

The hidden problems with PDF handbooks

PDFs seem convenient, but they create real headaches for HR teams and employees alike. Here's what goes wrong:

Real-world scenario

You update your remote work policy. With a PDF, here's what happens:

1. Edit the Word doc
2. Export to PDF
3. Email to all employees
4. Ask them to delete the old PDF
5. Hope everyone actually does it
6. Six months later, find out someone's still using the old version

Now imagine doing this for every policy update, every year.

PDF vs. digital handbook comparison

Here's how PDF handbooks stack up against modern digital alternatives:

For a deeper dive into digital handbooks, see our complete guide on digital employee handbooks.

When a PDF handbook actually makes sense

PDFs aren't always wrong. Here are situations where they still work:

• Onboarding packet printing — New hires can review a printed copy during orientation
• Legal documentation — Some legal situations require a "snapshot" of policies at a point in time
• No-tech environments — Field workers without regular device access
• External sharing — Sharing with contractors or vendors who don't need ongoing access
• Backup — Having a PDF backup alongside a digital version

Frequently asked questions

Where can I download a free employee handbook PDF?

You can download our free employee handbook PDF template at the top of this page or from our template page. It includes all essential sections and is ready to customize for your business.

What are the problems with PDF employee handbooks?

PDF handbooks go stale quickly when policies change, create version control problems, don't allow you to track who has read them, have limited search functionality, and require manual redistribution every time you make updates.

Is a digital handbook better than a PDF?

For most companies, yes. Digital handbooks update instantly, are fully searchable, track who has read policies, and are accessible from any device. You can still export to PDF whenever you need a printed copy.

How do I convert my PDF handbook to digital?

You can copy your content into a digital handbook platform like HandbookHub. Our AI can help you restructure and improve the content during the transition. Most companies complete the migration in a few hours.

Should I get employees to sign the PDF handbook?

Yes, always get signed acknowledgements that employees have received and read the handbook. Digital handbooks make this easier with built-in e-signatures, but you can also use a separate acknowledgement form with PDFs.