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The essential Open door policy template

An open door policy is an avenue for effective communication across all levels in a company, regardless of the hierarchy.

Template by Nguyen Huu Phuc
5 minutes to finish · English · PPTX
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Good communication is a crucial element of every successful business. However, lack of communication between managers and employees is still a common issue. The ultimate solution to this is to adopt the open-door policy. Download now (for free) our Open door policy template to build a culture of trust, communication, and feedback for your business.


Effective communication plays a huge role in the productivity and growth of an organization. However, the chain of command in most companies impedes this motive, making it difficult for employees to express their thoughts, concerns, and ideas. Implementing an open-door policy at work is one of the credible ways to curb this issue and encourage employees to communicate openly and honestly.

An open-door policy prompts managers and team leaders to be available to all team members' feedback, ideas, and concerns. This encourages an honest feedback culture and speeds up the flow of important information.

Policy brief and purpose

The {Company’s name} workplace open door policy reflects our commitment to foster flexible communication and transparency between managers and employees. We want to ensure that employees' ideas and feedback are welcome and valuable to the growth of the organization.


Every employee is encouraged to open up to their managers about their ideas, perspectives, or feedbacks. In return, the managers are expected to not only make themselves available but also to create an environment where employees’ ideas are welcomed and their issues resolved quickly. 

Both parties are expected to foster an environment of trust and mutual respect to enhance individual performance, team collaboration, and success.

Employees should contact HR if they have any further questions concerning the open door policy.

Policy procedures

Permitted topics of discussion

It is important that you indicate the topics that managers and employees are allowed to discuss when they reach out to their managers.

Employees can meet with managers to:

  • Ask for feedback {For example, A software engineer asking for feedback about a particular software they worked on}
  • Ask questions about a subject {For example, An employee asking questions about the company’s future plan for them} 
  • Express a complaint or concern {For example, An employee pointing out the problem with a company’s product}
  • Ask for a resolution to a dispute with another employee {For example, An employee asking for help in resolving their conflict with another colleague}
  • Make suggestions for change {For example, An employee seeking a change in their work from home routine for better work balance}

Unpermitted topics of discussion

It is also important to highlight the topics managers and employees should stir clear off to prevent abuse of policy among employees.

Employees should not meet with managers to:

  • Criticize other employees work {For example, an employee personally attacking another employee for a mistake they committed}
  • Discuss other employees personal issues {For example, An employee discussing a colleague’s marital status or family problems}
  • Seek favors from a manager by touting accomplishments {For example, An employee touting a team’s accomplishment as their’s so they could get promoted or bonuses}
  • Gossip about work-unrelated matters {e.g. An employee talking about sports or entertainment with the manager}

Download for free the full policy template 👉

Why do you need this template:

  • To foster a transparent, interactive culture by implementing a well-structured open door policy.
  • To communicate the responsibilities of managers in building and adhering to the open-door policy.
  • To outline the duty of each employee to support and maintain this policy.

How to use this template

  • ✂️
    The template is fair use for your own purposes. Feel free to copy or refer to the structure and guidelines inside.
  • 🛎
    Keep in mind that this template is not a legal document and may not take into account all relevant local or national laws.
  • ✍️
    The contents in the template are just a starter. Make sure you insert and edit the variables (name, logos, etc.) to tailor the template to your business.
  • 📟
    Upgrade the material by changing or adding in texts, sections, and visuals.
  • 🖨
    Export as PDF or print it out for easier handling and communication with your team.

Who this template is for

  • HR Managers intentional about improving the work culture at their company.
  • Leaders who want to hold conversational and innovative meetings.
  • Anyone curious about how to strengthen the feedback system at their organization.

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