Anti-Discrimination Policy Template

A respectful, inclusive workplace is foundational to employee well-being, trust, and high performance. An anti-discrimination policy outlines an organization’s commitment to equal opportunity and fair treatment, regardless of race, gender, disability, religion, or other protected characteristics.

Beyond meeting legal requirements, this policy plays a vital role in creating a culture of belonging and psychological safety. It empowers employees to recognize and report discrimination, holds leadership accountable, and provides HR with the necessary tools to prevent and address inappropriate behavior.

This template is designed to help HR leaders and company decision-makers establish a clear, actionable, and compliant anti-discrimination policy that fosters inclusion, fairness, and equity at work.

What the Anti-Discrimination Policy Should Include

A strong anti-discrimination policy should clearly address:

• Statement of commitment to an inclusive, respectful, and discrimination-free environment
• Scope of the policy: who it applies to (employees, candidates, contractors, etc.)
• Definitions of discrimination, harassment, retaliation, and protected characteristics
• Examples of prohibited behavior (explicit and subtle)
• Legal framework (e.g., Title VII of the Civil Rights Act, ADA, EEOC regulations)
• Reporting and complaint process
• Investigation procedures and confidentiality measures
• Consequences for violations
• Anti-retaliation protections
• Roles and responsibilities of HR, leadership, and employees
• Training and awareness requirements
• Review and updates of the policy

Purpose of This Policy

The purpose of this policy is to affirm [Company Name]’s commitment to a workplace free from discrimination, harassment, and retaliation. It ensures that all individuals are treated fairly, respectfully, and equitably in all aspects of employment — from hiring and promotions to day-to-day interactions and performance reviews.

This policy serves as a guide for employees, managers, and HR to identify, prevent, and address discriminatory behavior and uphold our core values of integrity, respect, and inclusion.

Sample Anti-Discrimination Policy

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Effective Date: [Insert Date]
Last Reviewed: [Insert Date]

1. Policy Statement

At [Company Name], we are committed to maintaining a workplace where every individual is treated with dignity and respect. Discrimination based on personal characteristics or protected status is strictly prohibited in any form, whether overt or subtle, intentional or unintentional.

We strive to create a culture that promotes equal opportunity, celebrates diversity, and supports equity and belonging for all.

2. Scope

This policy applies to:

• All employees, including full-time, part-time, temporary, and contract workers
• Job applicants during all phases of the hiring process
• Interns, volunteers, and consultants
• Vendors, clients, and third parties interacting with [Company Name] personnel

This policy applies to conduct in the workplace, at work-related events, on company property, and in any work-related setting (including virtual environments and remote work).

3. Definitions

Discrimination refers to unfair or unequal treatment based on a person’s protected characteristics, including but not limited to:

• Race, color, or ethnicity
• National origin or ancestry
• Gender, sex, or gender identity
• Sexual orientation
• Disability (physical or mental)
• Age
• Religion or creed
• Marital or family status
• Pregnancy or parental status
• Genetic information
• Veteran or military status

Harassment is a form of discrimination involving unwelcome behavior related to a protected characteristic that creates a hostile, intimidating, or offensive work environment.

Retaliation occurs when an individual experiences negative treatment for reporting discrimination, participating in an investigation, or asserting their rights under anti-discrimination laws.

4. Prohibited Conduct

Examples of conduct that violate this policy include, but are not limited to:

• Making employment decisions based on race, gender, age, disability, or other protected traits
• Using racial, sexist, or homophobic slurs or stereotypes
• Jokes, comments, or “banter” that target individuals based on protected traits
• Displaying offensive images, memes, or emails
• Excluding individuals from meetings, promotions, or opportunities based on bias
• Asking discriminatory interview questions (e.g., about marital status or age)
• Retaliating against someone who reports a concern or participates in an investigation

5. Legal Compliance

This policy is aligned with all applicable anti-discrimination laws, including but not limited to:

• Title VII of the Civil Rights Act of 1964
• Americans with Disabilities Act (ADA)
• Age Discrimination in Employment Act (ADEA)
• Equal Pay Act (EPA)
• Genetic Information Nondiscrimination Act (GINA)
• State and local human rights laws

6. Reporting Discrimination

Employees who experience or witness discrimination are encouraged to report it promptly through any of the following channels:

• Contacting Human Resources at [HR email/contact]
• Submitting a report via the anonymous ethics or conduct hotline [if applicable]
• Speaking directly with their manager or another trusted leader

Reports may be made confidentially and will be taken seriously, regardless of the format (written, verbal, informal, or formal).

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7. Investigations and Confidentiality

All reports of discrimination will be investigated promptly, thoroughly, and impartially. Investigations may include:

• Interviews with relevant parties
• Review of documentation, messages, or evidence
• Collaboration with legal or external investigators, if needed

We will protect the confidentiality of those involved as much as possible, but confidentiality cannot be guaranteed when legal obligations or safety are involved.

8. Disciplinary Action

Any employee found to have engaged in discriminatory behavior will be subject to appropriate corrective or disciplinary action, which may include:

• Mandatory training or coaching
• Written warnings
• Suspension
• Termination of employment

Leaders or managers who fail to act upon known instances of discrimination may also be subject to disciplinary consequences.

9. Anti-Retaliation

Retaliation against individuals who report discrimination, participate in an investigation, or assert their legal rights is strictly prohibited.

Examples of retaliation include:

• Demotions or unfavorable job changes
• Hostile behavior or exclusion
• Threats, intimidation, or gossip
• Withholding promotions or raises

Retaliation will be treated as a separate violation and addressed accordingly.

10. Roles and Responsibilities

• Employees: Expected to uphold this policy, treat others with respect, and report concerns
• Managers: Must take all complaints seriously, model inclusive behavior, and escalate issues to HR
• HR: Oversees investigations, ensures policy compliance, and supports affected employees
• Leadership: Responsible for fostering a culture where discrimination is not tolerated

11. Training and Awareness

[Company Name] provides regular anti-discrimination training to all employees and managers, including:

• New hire onboarding modules
• Annual compliance refreshers
• Leadership-specific DEI and unconscious bias training

We are committed to ongoing education and awareness to prevent discrimination and foster inclusion.

12. Policy Review

This policy is reviewed at least once per year and may be updated as necessary to reflect legal changes, company growth, or emerging best practices.

Frequently Asked Questions

What if I’m not sure if something is discrimination?
If you’re unsure, you’re encouraged to speak with HR or a manager. It’s always better to raise a concern than to ignore potential issues.

Can I make an anonymous report?
Yes, anonymous reports may be made through [Company’s ethics hotline / anonymous reporting tool], but please note that anonymity may limit our ability to investigate fully.

What if a manager is involved in the discrimination?
If your manager is involved, report the issue directly to HR, another trusted leader, or via the anonymous reporting channel. You will not be penalized for bypassing your chain of command.

Is intent considered in discrimination cases?
While intent may be considered, impact is more important. Even unintentional behavior can be discriminatory if it creates a hostile or unequal environment.

Will I be kept informed during an investigation?
Yes, we aim to communicate appropriately throughout the process while respecting confidentiality for all involved.

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