Employee Fraternization Policy Template

Workplace culture thrives on connection — but when those connections turn romantic or overly personal, they can lead to misunderstandings, favoritism, or conflicts of interest. A fraternization policy provides clear guidance on how to navigate personal relationships at work while maintaining professionalism, fairness, and legal compliance.

This policy outlines acceptable and prohibited interactions between employees in social or romantic contexts, especially when power dynamics or reporting relationships are involved.

What the Fraternization Policy Should Include

An effective employee fraternization policy should:

• Define fraternization: Clarify what types of relationships are covered (e.g., romantic, dating, close friendships).
• Explain the purpose of the policy: Focus on reducing conflicts of interest, favoritism, and harassment risk.
• State who the policy applies to: All employees, managers, and in some cases contractors or vendors.
• Set guidelines around acceptable conduct: What’s allowed vs. what’s discouraged or prohibited.
• Address supervisor-subordinate relationships: Provide extra protections in cases of power imbalance.
• Include a disclosure process: How and when employees must report relationships that may create conflicts.
• Reinforce confidentiality and non-retaliation: Employees shouldn’t fear consequences for following the policy.
• Explain the consequences for policy violations: Disciplinary action up to and including reassignment or termination.

Purpose of the Fraternization Policy

The purpose of this policy is to:

• Protect employees and the company from conflicts of interest, favoritism, or the appearance of bias.
• Set boundaries to support a respectful and inclusive workplace.
• Clarify how personal relationships will be handled if they affect team dynamics, supervision, or organizational trust.
• Provide a safe, transparent process for employees to disclose relationships without fear of retaliation.

This policy is not about micromanaging relationships — it’s about ensuring professionalism and fairness, no matter how people connect at work.

Sample Employee Fraternization Policy

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Effective Date: [Insert Date]
Policy Owner: People Team / HR Department
Last Reviewed: [Insert Date]

1. Policy Overview

[Company Name] values a professional, respectful, and inclusive work environment. While we recognize that personal relationships may naturally develop among colleagues, certain relationships — particularly those that involve a power imbalance or create the appearance of favoritism — can compromise workplace trust and integrity.

This policy outlines expectations for interpersonal relationships at work, especially romantic or close personal relationships, and provides guidance for handling such situations responsibly.

2. Scope

This policy applies to:

• All full-time and part-time employees
• Interns, temporary workers, and contractors
• Employees in supervisory or managerial roles
• Vendors, clients, or other external parties when they interact in a professional context

It covers romantic, dating, and unusually close personal relationships that may affect work-related decisions or workplace dynamics.

3. Acceptable and Prohibited Relationships

Permissible relationships may include:

• Casual friendships among coworkers that do not interfere with productivity or workplace conduct
• Consensual romantic relationships between peers in different departments with no reporting or influence relationship

Prohibited or restricted relationships include:

• Supervisor-subordinate relationships (e.g., a manager dating someone they supervise)
• Relationships that create a real or perceived conflict of interest
• Behavior that involves public displays of affection, favoritism, or exclusion in a team setting
• Romantic relationships between employees and clients, vendors, or contractors where professional objectivity may be compromised

If a personal relationship develops that involves a power imbalance, it must be disclosed to HR so appropriate steps can be taken (e.g., reassignment or additional oversight).

4. Disclosure and Reporting

Employees engaged in a personal relationship that could impact the work environment must disclose the relationship to:

• Their People Partner or direct HR representative
• The Ethics or Compliance Hotline (if anonymous reporting is preferred)

Disclosures are handled discreetly and confidentially. HR will assess whether the relationship poses a conflict of interest and may adjust reporting structures, team assignments, or responsibilities if needed.

Failure to disclose a relationship that affects reporting lines, performance reviews, compensation decisions, or team dynamics may result in disciplinary action.

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5. Supervisor-Subordinate Relationships

Romantic or close personal relationships between a manager and a direct report are strongly discouraged and, in most cases, prohibited due to the risk of:

• Actual or perceived favoritism
• Conflicts of interest in evaluation, promotion, or discipline
• Compromised morale or team trust

If such a relationship arises, the manager must notify HR immediately. The company may reassign one or both parties to eliminate the reporting relationship, or take other corrective action to protect the organization and involved employees.

6. Conduct Expectations

Employees involved in a consensual relationship are expected to:

• Maintain professional conduct at all times in the workplace
• Avoid public displays of affection or behavior that makes others uncomfortable
• Keep personal matters separate from professional responsibilities
• Not let the relationship impact communication, collaboration, or fairness

Employees may be held accountable for any disruption to the workplace that arises from inappropriate conduct, favoritism, or a failure to disclose conflicts.

7. Retaliation and Confidentiality

Employees who disclose a relationship or raise concerns under this policy are protected from retaliation. Retaliation against an employee for reporting a relationship or participating in an investigation is a violation of this policy and will result in disciplinary action.

All disclosures will be handled sensitively, with respect for privacy and confidentiality to the extent possible while allowing for appropriate review and action.

8. Disciplinary Action

Violations of this policy may result in:

• Formal warnings or counseling
• Reassignment or change in reporting structure
• Suspension or termination of employment, depending on the nature and severity of the violation

Disciplinary decisions will be made in line with the company’s broader Code of Conduct and Employee Handbook.

Frequently Asked Questions

1. Are workplace relationships completely banned?
No — but relationships that involve power dynamics or interfere with work are regulated. Peer relationships are allowed with proper disclosure and professionalism.

2. What counts as “close personal relationships”?
Relationships that involve emotional intimacy, financial interdependence, or personal time spent together outside work that could impact objectivity or workplace dynamics.

3. What if I’m not sure if something needs to be disclosed?
If you’re unsure, ask HR. Disclosure doesn’t automatically result in consequences — the goal is to prevent conflicts, not penalize employees for having connections.

4. Can a relationship lead to reassignment or demotion?
Possibly. If the relationship involves a reporting line, one party may be reassigned to prevent conflicts of interest. Reassignment does not imply wrongdoing.

5. Will everyone know if I report a relationship?
No. Disclosure is handled discreetly and only shared with those who need to know to assess or manage the situation.

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