MadyHR.ai Free Resources · USA
41 Free HR Templates for US Employers
Offer letters, workplace policies, timesheets, performance reviews, termination letters and compliance checklists — written in plain English for US small businesses. Every template is a free, editable Word download, with links to the official U.S. government sources.
Important: please read
These templates are a free starting point, not legal advice. MadyHR.ai is not a law firm and cannot give legal advice. Employment law is different in every state, and some cities have their own rules. Laws also change. Before you use a template, check it against the laws where your employees work, and speak to an employment attorney or your state labor department if you are unsure. You use these templates at your own risk, and MadyHR.ai accepts no responsibility for how they are used. Links to official government websites are given for information only; MadyHR.ai is not affiliated with or endorsed by any government agency.
Hiring & Onboarding 8 templates
Everything you need from job ad to day one — written for US small businesses, with at-will wording and official Form I-9 and W-4 links.
- Job Description TemplateFree job description template for US employers.
- Offer Letter TemplateFree at-will employment offer letter template for US employers.
- New Hire Welcome Letter TemplateFree new hire welcome letter template for US small businesses.
- Employee Onboarding ChecklistFree employee onboarding checklist for US employers, from before day one to day 90.
- Employee Information and Emergency Contact FormFree employee information and emergency contact form for US employers.
- Interview Scorecard TemplateFree interview scorecard template for US hiring managers.
- Reference Check FormFree reference check form for US employers.
- Candidate Rejection Letter TemplateFree candidate rejection letter template for US employers.
Policies & Handbook 14 templates
Clear, plain-English workplace policies for US employers, each linked to official DOL, EEOC and NLRB guidance and flagged where state law may differ.
- Employee Handbook Template (Starter Outline)Free employee handbook template for US small businesses.
- At-Will Employment Acknowledgment FormFree at-will employment acknowledgment form for US employers.
- Equal Employment Opportunity (EEO) StatementFree equal employment opportunity (EEO) statement for US employers — a policy version for your handbook and a short version for job ads.
- Anti-Harassment and Anti-Discrimination Policy TemplateFree anti-harassment policy template for US employers.
- Code of Conduct TemplateFree employee code of conduct template for US small businesses.
- PTO / Vacation Policy TemplateFree PTO and vacation policy template for US employers.
- Sick Leave Policy TemplateFree sick leave policy template for US employers with state paid sick leave notes and FMLA links.
- Attendance and Punctuality Policy TemplateFree attendance and punctuality policy template for US employers.
- Timekeeping and Overtime Policy TemplateFree timekeeping and overtime policy template for US employers, based on the FLSA.
- Remote and Hybrid Work Policy TemplateFree remote and hybrid work policy template for US employers.
- Dress Code Policy TemplateFree dress code policy template for US employers, with religious and disability accommodation wording based on EEOC guidance.
- Social Media Policy TemplateFree employee social media policy template for US employers, written to respect NLRA rights.
- IT and Acceptable Use Policy TemplateFree IT acceptable use policy template for US small businesses.
- Expense Reimbursement Policy TemplateFree expense reimbursement policy template for US employers following IRS accountable plan rules.
Day-to-Day Management 11 templates
Forms for running your team week to week — time, schedules, reviews and fair, well-documented discipline.
- Weekly Timesheet TemplateFree weekly timesheet template for US hourly employees.
- PTO Request FormFree PTO and time off request form for US employers.
- Shift Schedule TemplateFree weekly shift schedule (rota) template for US small businesses.
- Overtime Authorization FormFree overtime authorization form for US employers.
- Expense Report TemplateFree employee expense report template for US employers.
- Workplace Incident Report FormFree workplace incident and injury report form for US employers, with OSHA reporting links.
- Performance Review TemplateFree employee performance review template for US small businesses.
- 30-60-90 Day Plan TemplateFree 30-60-90 day plan template for new hires and managers.
- Performance Improvement Plan (PIP) TemplateFree performance improvement plan (PIP) template for US employers.
- Employee Written Warning TemplateFree employee written warning and disciplinary record template for US employers.
- Reasonable Accommodation Request FormFree reasonable accommodation request form for US employers under the ADA and Pregnant Workers Fairness Act, with GINA safe-harbor language.
Leaving the Company 6 templates
Handle every departure calmly and correctly — final pay timing, benefit notices, company property and records.
- Resignation Acknowledgment Letter TemplateFree resignation acknowledgment letter template for US employers.
- Termination Letter TemplateFree employee termination letter template for US employers.
- Employee Offboarding ChecklistFree employee offboarding checklist for US employers.
- Company Property Return ChecklistFree company property return checklist for departing US employees.
- Exit Interview FormFree exit interview form for US employers.
- Employment Verification Letter TemplateFree employment verification letter template for US employers.
Compliance Checklists 2 templates
Short checklists for the federal paperwork and posters every US employer needs, linking straight to the official government sources.
- New Hire Paperwork Checklist (USA)Free new hire paperwork checklist for US employers: Form I-9, W-4, state forms, new hire reporting and required notices, with official links.
- Required Workplace Posters Checklist (USA)Free checklist of required federal workplace posters for US employers, with official links to download each one free from the government.