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MadyHR.ai Free Resources · USA

Free Equal Employment Opportunity (EEO) Statement

An EEO statement tells applicants and employees that your hiring, pay and promotion decisions are based on merit, not on protected traits. This template gives you a full policy for your handbook and a one-line version for job ads.

Download free (Word .docx) Free · No sign-up · Opens in Microsoft Word and Google Docs · Last reviewed October 2026

Important: please read

This template is 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 this 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 this template at your own risk, and MadyHR.ai accepts no responsibility for how it is used. Links to official government websites are given for information only; MadyHR.ai is not affiliated with or endorsed by any government agency.

When to use this template

  • Handbooks
  • Job postings and careers pages
  • Offer letters and onboarding packs

Tips before you use it

  • Most federal EEO laws apply once you have 15 or more employees (20 for age discrimination), but many state laws cover smaller employers — the statement is good practice at any size.
  • Add any extra protected traits your state or city recognizes.
  • Display the EEOC "Know Your Rights" poster where required.
Rules in your state may differ. Federal law sets the minimum. Your state — and sometimes your city or county — may add extra rules on this topic. Check with your state labor department before you use this template. Find your state labor office (U.S. Department of Labor)

Template preview

Replace everything in [brackets] and delete the notes for employers before you use it. The Word download contains the full template.

[Company Name]

Equal Employment Opportunity Policy

[Company Name] provides equal employment opportunity to all employees and applicants. We do not discriminate on the basis of race, color, religion, sex (including pregnancy, sexual orientation and gender identity), national origin, age (40 or older), disability, genetic information, veteran or military status, or any other characteristic protected by federal, state or local law.

This policy applies to every part of employment, including recruiting, hiring, pay, benefits, training, promotion, discipline, transfer and termination.

Reasonable accommodation

We provide reasonable accommodations to qualified applicants and employees with disabilities, for known limitations related to pregnancy, childbirth or related medical conditions, and for sincerely held religious beliefs, unless doing so would cause undue hardship. To ask for an accommodation, contact [HR Contact Name] at [HR Contact Email].

Reporting and no retaliation

If you believe you have been treated unfairly because of a protected characteristic, report it to [HR Contact Name] or any manager. We will not retaliate against anyone who raises a concern in good faith or takes part in an investigation.

Short version for job ads

[Company Name] is an equal opportunity employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status or any other legally protected characteristic.

This policy is not a contract of employment and does not change the at-will nature of employment with [Company Name]. [Company Name] may change this policy at any time, and will apply it in line with federal, state and local law.

Frequently asked questions

Which employers must follow federal EEO laws?

Title VII and the Americans with Disabilities Act generally cover employers with 15 or more employees, and the Age Discrimination in Employment Act covers employers with 20 or more. The Equal Pay Act covers almost all employers. State laws often cover smaller employers too.

Should job ads include an EEO statement?

It is good practice, and a short statement shows applicants you hire on merit. Federal contractors covered by Section 503 of the Rehabilitation Act and VEVRAA must also state in job ads that they consider applicants without regard to disability or protected veteran status — check your contract terms.

Official sources

Each source below is an official U.S. government website. Check them for the latest rules.

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