Solicitation Policy Template

Whether it's fundraising for a personal cause, promoting an outside business, or distributing political flyers, employee solicitation at work can quickly become disruptive — or worse, divisive. A clear Solicitation Policy helps prevent workplace interruptions, protects employee privacy, and ensures your organization remains a professional and inclusive environment for everyone.

A well-written policy doesn’t just draw boundaries — it also explains when (and if) certain forms of solicitation are acceptable, like during breaks, outside of working areas, or when authorized by HR. It’s especially important in hybrid or remote environments, where solicitation can extend to digital channels like Slack or email.

What a Solicitation Policy Should Include

To be effective and complete, a Solicitation Policy should include:

• A definition of solicitation and distribution: Clarify what types of activities are considered solicitation (e.g., asking for donations, promoting a business, political campaigning) and distribution (e.g., handing out flyers or posting materials).
• Who the policy applies to: Including employees, contractors, interns, vendors, and external visitors.
• When and where solicitation is prohibited: During work hours, in workspaces, using company systems, or in common areas.
• Permissible exceptions: For example, HR-approved charity drives or company-sponsored events.
• Guidelines for digital solicitation: Expectations for email, messaging platforms, or internal bulletin boards.
• Consequences for violations: Disciplinary action or revocation of privileges.
• Manager and HR responsibilities: Roles in enforcing the policy and handling exceptions.

Purpose of a Solicitation Policy

The primary purpose of a Solicitation Policy is to minimize disruption to business operations, avoid employee pressure or discomfort, and uphold a professional, respectful work environment.

It also protects the company from potential legal exposure — for example, if an employee claims they were unfairly pressured to donate to a cause or felt retaliated against for declining participation. A documented policy helps ensure that any workplace solicitations are voluntary, inclusive, and appropriately timed.

Solicitation Policy Template

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1. Purpose

[Company Name] is committed to maintaining a professional and distraction-free workplace where all employees feel respected and free from pressure. To support this, the company has established guidelines on solicitation and distribution of materials in the workplace.

This policy outlines when and where solicitation or distribution is appropriate, and what types of activities are prohibited during work hours and on company property.

2. Scope

This policy applies to all employees, contractors, temporary workers, interns, vendors, clients, and visitors. It applies across all work environments, including:

• Onsite offices or facilities
• Remote or hybrid workplaces
• Digital channels (e.g., email, Slack, Microsoft Teams)
• Company-sponsored events or offsite meetings

3. Definitions

• Solicitation: Any request for support, including selling goods or services, seeking donations, recruiting for causes, collecting signatures, or promoting outside events, businesses, or campaigns.
• Distribution: Handing out flyers, brochures, advertisements, or other written or digital materials unrelated to official company business.

4. General Policy

Solicitation and distribution by employees is prohibited during working time or in working areas. This includes soliciting coworkers for:

• Charitable donations (unless company-approved)
• Political campaigns
• Religious initiatives
• Personal fundraising efforts (e.g., GoFundMe, school drives)
• Sales of goods or services (e.g., Girl Scout cookies, raffle tickets, side businesses)

Distribution of non-business materials (flyers, posters, emails) is also prohibited in workspaces, meeting rooms, and company communication platforms unless pre-approved by the People team.

Solicitation and distribution by non-employees is not permitted at any time without prior authorization from HR or senior leadership.

5. Acceptable Exceptions

[Company Name] may sponsor or approve limited solicitation or distribution activities that support workplace culture or community impact, such as:

• Company-sponsored charitable initiatives (e.g., food drives, Giving Tuesday)
• HR-approved employee resource group (ERG) events
• Wellness or volunteering campaigns endorsed by the company

Employees may also share personal fundraisers or events on designated internal forums or bulletin boards, provided participation is voluntary and respectful. These posts must be made outside of working hours and should not involve mass emails or repeated direct outreach.

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6. Use of Digital Channels

Employees may not use company-owned communication systems (including email, chat platforms, calendars, or shared drives) to solicit others or distribute promotional materials, unless explicitly authorized.

This includes:

• Sending mass messages to colleagues about personal fundraisers
• Promoting side businesses on internal channels
• Posting political or religious solicitations in public Slack channels

Exception: Teams may create HR-approved, opt-in Slack channels (e.g., #community-board, #for-sale) for personal sharing. Participation in these channels must remain voluntary and civil.

7. Responsibilities and Enforcement

Employees are expected to:

• Refrain from soliciting or distributing materials during work time or in working areas
• Respect colleagues' right to decline participation
• Use designated platforms appropriately

Managers are responsible for:

• Communicating policy expectations during onboarding or team meetings
• Modeling respectful behavior
• Addressing inappropriate solicitation or distribution

HR/People team is responsible for:

• Reviewing and approving exceptions or company-sponsored events
• Investigating reported violations
• Updating policy guidance in line with local laws

8. Disciplinary Action

Violations of this policy may result in:

• Verbal or written warnings
• Revocation of privileges (e.g., Slack channel access)
• Further disciplinary action, up to and including termination

Employees who feel they are being pressured or harassed through solicitation are encouraged to speak to their manager or contact HR directly.

Frequently Asked Questions

Can I share my fundraiser in a team Slack channel?
Only if your team has a designated channel for that purpose (e.g., #community-board) and participation is voluntary. Avoid direct messaging colleagues or posting in work-related channels.

What if a coworker repeatedly asks me to buy something or donate?
You have the right to decline. If the behavior continues and becomes uncomfortable, notify your manager or HR.

Can I hang a flyer in the break room for my child’s school event?
That depends on your office policy. Some workplaces have physical or digital “community boards” where personal announcements are permitted. Ask HR first.

Are employees allowed to promote political campaigns?
No. Political campaigning is a form of solicitation and is prohibited in the workplace, including digital channels.

Can HR organize a company-wide food drive or fundraiser?
Yes. Company-sponsored initiatives approved by the People team are exceptions to this policy and will be communicated to all staff in advance.

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