Workplace Relationships Policy Template

Workplaces are inherently social environments — and it’s natural that relationships will form. Whether through collaboration, shared goals, or long hours, colleagues may develop friendships, mentorships, or even romantic relationships.

While these connections can enhance team morale and collaboration, they can also create conflicts of interest, perceptions of favoritism, or unintended discomfort for others. A clear workplace relationships policy helps employees navigate personal relationships at work with transparency and professionalism — while giving leaders the tools to manage risk and maintain a respectful culture.

This policy outlines expectations for workplace conduct, guidance for disclosing personal relationships, and how potential conflicts will be addressed.

What the Workplace Relationships Policy Should Include

To be clear, fair, and enforceable, a workplace relationships policy should include:

• Purpose and scope: Why the policy exists and who it applies to
• Definition of workplace relationships: Romantic, familial, close friendships, and mentorships
• Acceptable conduct: What is and isn’t appropriate in the workplace
• Reporting and disclosure: When and how employees should disclose personal relationships
• Manager and HR responsibilities: How to support healthy boundaries and address risks
• Guidelines for supervisor-subordinate relationships: Policies to prevent conflicts of interest
• Anti-retaliation and confidentiality protections: Assurance that disclosures won’t lead to unfair treatment
• Consequences for policy violations: How inappropriate conduct or undisclosed conflicts will be handled

Purpose of the Workplace Relationships Policy

The goal of this policy is to ensure that personal relationships in the workplace do not interfere with professional responsibilities, disrupt team dynamics, or create real or perceived conflicts of interest.

By setting clear boundaries and expectations, this policy helps:

• Foster a respectful, equitable, and inclusive environment
• Prevent favoritism, coercion, or retaliatory behavior
• Protect employee privacy while promoting accountability
• Provide guidance and clarity for both employees and managers

Sample Workplace Relationships Policy

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Workplace Relationships Policy

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

1. Policy Overview

This policy outlines [Company Name]’s expectations for managing personal relationships in the workplace. While we respect the privacy of our employees and do not prohibit workplace relationships, we require all employees to act professionally and disclose any relationship that could present a conflict of interest.

This policy applies to all full-time, part-time, and contract employees, as well as interns, temporary workers, and members of leadership.

2. Definition of Workplace Relationships

For the purposes of this policy, a “workplace relationship” is defined as a personal connection between two employees that goes beyond standard professional interactions. This includes:

• Romantic or dating relationships
• Spouses or domestic partners
• Close friendships or familial relationships
• Mentorships or relationships involving a significant power imbalance

Not all relationships present a risk — but when a relationship affects decision-making, performance evaluations, or team dynamics, it may need to be disclosed and managed appropriately.

3. Acceptable Conduct

Employees involved in a personal relationship must:

• Maintain a professional demeanor in all workplace interactions
• Avoid public displays of affection, inappropriate communication, or disruptions to work
• Not allow the relationship to interfere with productivity, team collaboration, or workplace conduct standards

Personal relationships must never be used to gain special treatment, avoid accountability, or undermine others.

4. Disclosure and Reporting

Employees must disclose personal relationships to HR if:

• One employee has direct or indirect authority over the other (e.g., hiring, performance evaluation, promotions)
• The relationship could create a perceived or actual conflict of interest
• There is a risk of favoritism, retaliation, or disruption to the team or organization

To disclose a relationship, contact your People Partner or HR representative as soon as reasonably possible. HR will treat disclosures confidentially and work with managers to assess next steps.

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5. Manager and HR Responsibilities

Managers are responsible for:

• Modeling professional boundaries and respectful conduct
• Escalating potential conflicts of interest to HR
• Avoiding favoritism or retaliation involving employees with personal relationships

HR is responsible for:

• Reviewing disclosed relationships
• Determining whether a change in reporting structure, job duties, or team placement is necessary
• Ensuring the process is equitable, confidential, and aligned with company policy

6. Relationships Involving Power Imbalance

Romantic relationships between supervisors and their direct reports, or between employees with significant power disparities, are strongly discouraged. These relationships may:

• Compromise the fairness of employment decisions
• Create perceptions of bias or coercion
• Lead to complaints of harassment or favoritism

If such a relationship exists or develops, it must be disclosed immediately. The company may reassign one or both employees to remove the reporting relationship or mitigate risks.

7. Confidentiality and Anti-Retaliation

Employees who disclose a personal relationship in good faith are protected from retaliation. Information will be handled with discretion and shared only with individuals directly involved in the resolution process.

If you believe you have experienced retaliation — or if you are uncomfortable with a workplace relationship that affects your work — contact HR or use the company’s reporting channel.

8. Violations and Consequences

Failure to disclose a workplace relationship that creates a conflict of interest may result in disciplinary action, including reassignment or termination.

Other violations — such as inappropriate conduct, harassment, or misuse of power in the context of a personal relationship — will be addressed according to the company’s disciplinary procedures and applicable workplace policies.

Frequently Asked Questions

1. Are workplace relationships banned?
No. Relationships are not prohibited, but certain types (especially those involving power imbalances) must be disclosed and professionally managed.

2. What if my partner works in a different department?
You may not need to disclose the relationship unless there’s a direct or indirect reporting relationship or a risk of conflict of interest. When in doubt, ask HR.

3. Will I get in trouble for reporting a relationship?
No. We encourage proactive disclosure. There’s no penalty for doing the right thing — in fact, it helps us avoid more difficult situations later on.

4. What happens after I disclose a relationship?
HR will assess whether any changes are needed to minimize conflict (e.g., a change in reporting lines). All decisions are made with fairness and privacy in mind.

5. What if I’m uncomfortable working with a couple on my team?
You can raise concerns with your manager or HR. We’re committed to ensuring that all employees feel comfortable and respected at work.

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