This guide explains what to include in a menopause policy and there is a free menopause policy template that you can adapt to your organisation.
For advice on how to successfully implement a menopause policy, please read our article, How to create an effective menopause policy in your workplace.
How to write a menopause policy
A well-structured menopause policy provides clear guidance on workplace support, helping employees feel valued while ensuring legal compliance. Below are the essential elements of an effective policy.
1. Menopause and its impact on work
Start by defining menopause, perimenopause, and post menopause, explaining that it is a natural stage of life that can cause physical and emotional symptoms. Common workplace challenges related to menopause include:
- Fatigue and sleep disturbances, leading to reduced concentration and productivity.
- Hot flushes and temperature sensitivity, making certain work environments uncomfortable.
- Increased anxiety and mood changes, affecting confidence and decision-making.
Including these details in the policy raises awareness and helps managers and colleagues understand the potential impact on employees’ performance and wellbeing.
2. Commitment to support employees
The policy should clearly state the organisation’s commitment to supporting employees experiencing menopause. This could include:
- A statement from leadership reinforcing the organisation’s inclusive culture.
- Zero tolerance for discrimination, ensuring menopause-related issues are treated with respect and understanding.
- Encouraging open conversations, so employees feel comfortable discussing menopause with managers or HR without stigma or embarrassment.
Consider assigning a dedicated menopause champion or HR contact who employees can approach for confidential support.
3. Reasonable workplace adjustments
Employers are expected to make reasonable adjustments to support employees experiencing menopause. The policy should explain adjustments such as:
- Flexible working options, such as remote work, adjusted start and finish times, or reduced hours during difficult periods.
- Temperature control measures, including access to desk fans, relaxed dress codes, or adjustments to air conditioning and heating.
- Quiet spaces for rest breaks, allowing employees to manage symptoms without affecting productivity.
- Access to drinking water and hydration stations, particularly in workplaces with physical demands.
- Uniform modifications, such as breathable fabrics or layering options to accommodate temperature fluctuations.
Encourage a culture where employees can request adjustments without fear of judgement. Managers should be trained to respond to requests sensitively and with discretion.
4. Training for managers
To ensure menopause support is implemented effectively, managers need the knowledge and confidence to handle menopause-related discussions and support requests. The policy should include:
- Mandatory Menopause Awareness Training for all managers and HR personnel.
- Guidance on reasonable adjustments, helping managers respond appropriately to employee needs.
- Encouragement of regular one-to-one check-ins, so employees can raise concerns informally if needed.
Provide managers with conversation guides and FAQs to help them navigate sensitive discussions with employees.
5. Signposting to resources
The policy should list internal and external support resources so employees can easily find help. Include:
- Employee Assistance Programmes (EAPs) that offer confidential advice and counselling.
- Occupational health services for additional workplace support.
- External menopause resources, such as NHS guidance and menopause support organisations.
Ensure employees know where to find these resources, whether on the intranet, in handbooks, or via HR.
How to customise a menopause policy for your workplace
Every workplace is different. Customising a menopause policy ensures that it meets the needs of employees across different job roles and industries while maintaining fairness and consistency.
When adapting a menopause policy, consider the specific challenges employees face in their working environment and the adjustments that will offer meaningful support.
Consulting employees when drafting the policy is essential to ensure that the proposed adjustments reflect real workplace challenges. Conduct staff surveys, focus groups, or individual discussions to gather feedback on what would be most beneficial in their specific roles.
Office environments
Employees in office settings may struggle with temperature regulation, concentration issues, and fatigue due to menopause symptoms. A tailored policy for office-based roles should include:
- Temperature control options, such as desk fans, air conditioning adjustments, or relaxed dress codes to accommodate personal comfort.
- Flexible working arrangements, including remote work, hybrid models, or flexible start and finish times to manage symptoms like poor sleep and fatigue.
- Menopause Awareness Training, ensuring managers understand how to support affected employees with reasonable adjustments.
Manual labour roles
Employees in manufacturing, construction, and other physically demanding jobs may face additional challenges, such as working in hot environments or requiring protective clothing. To support them effectively, a menopause policy should include:
- Extra hydration breaks, ensuring employees can manage hot flushes and dehydration.
- Uniform modifications, such as breathable fabrics or lightweight safety gear, to improve comfort.
- Workload adjustments, such as rotating tasks or providing additional rest periods, to help employees manage symptoms without compromising safety.
Customer-facing roles
Employees in retail, hospitality, healthcare, and public services may find it difficult to take breaks or manage symptoms discreetly. A customised menopause policy for customer-facing staff should offer:
- Discreet and flexible break options, allowing employees to step away when needed without disrupting service.
- Alternative uniform choices, such as breathable fabrics or layering options, to improve comfort while maintaining professional standards.
- Access to menopause support networks, such as peer support groups, HR contacts, or Employee Assistance Programmes (EAPs), to ensure staff feel supported.
Free menopause policy template
Please adapt the following menopause policy template to your organisation and employees.
Introduction
[Organisation Name] is committed to creating a workplace that supports employees affected by menopause. We recognise that menopause is a natural life stage that can impact physical and mental wellbeing, workplace performance, and daily life.
Through this policy, we aim to ensure employees experiencing menopause are treated with dignity and respect, provided with appropriate support, and protected from discrimination.
Through this policy, we aim to ensure employees experiencing menopause are treated with dignity and respect, provided with appropriate support, and protected from discrimination.
Purpose and scope
This policy aims to raise awareness of menopause, reduce stigma, and ensure workplace adjustments are available to those who need them. It also provides guidance for managers and HR to ensure that menopause-related concerns are managed fairly and consistently across the organisation.
Understanding menopause and its impact
Menopause is a natural biological process that usually occurs in women and others who menstruate, between the ages of 45 and 55 but may happen earlier due to medical or surgical reasons. It can lead to symptoms such as fatigue, insomnia, difficulty concentrating, hot flushes, anxiety, and mood changes.
These symptoms may impact an employee’s ability to work comfortably and consistently. Recognising menopause is essential for creating an inclusive and supportive working environment.
Organisational commitment to supporting employees
[Organisation Name] is committed to fostering an environment where menopause is understood and openly discussed. Employees should feel able to request support without fear of stigma or negative consequences.
The organisation provides Menopause Awareness Training for managers to improve awareness and ensure they can offer appropriate adjustments where necessary.
A dedicated HR contact or menopause champion is available to provide confidential advice and guidance to employees seeking support. The menopause champion is [Individual’s Name]
Workplace adjustments and support
To help employees manage menopause-related symptoms at work, the organisation will consider reasonable adjustments, including:
- Flexible working arrangements, such as remote working, adjusted hours, or additional breaks where needed.
- Workplace environment adjustments, including desk fans, improved ventilation, or relaxed dress codes to improve comfort.
- Access to quiet spaces, where employees can take short breaks if needed.
- Hydration stations and refreshment facilities, particularly in roles with high physical demands.
- Uniform modifications, where possible, to improve comfort for employees in roles requiring specific workwear.
- Workload adjustments, if necessary, to accommodate employees struggling with severe symptoms.
Managers should discuss individual needs with employees and work collaboratively to agree on appropriate support measures.
Training and awareness for managers and other employees
All managers receive Menopause Awareness Training to ensure they understand the potential impact of menopause on employees and have the knowledge and skills to provide appropriate support.
This training includes guidance on reasonable adjustments, legal responsibilities, and effective communication strategies.
Other employees will also be encouraged to attend awareness sessions to increase understanding across the workplace and foster a culture of openness and inclusivity.
Access to internal and external support
Employees experiencing menopause-related challenges are encouraged to seek support through HR, Employee Assistance Programmes (EAPs), and occupational health services.
In addition, external resources such as NHS menopause guidance, menopause charities, and online support groups are signposted to ensure employees have access to further information and assistance.
Adapting the policy for different work environments
This policy acknowledges that different roles and working environments require tailored support.
Office-based employees may benefit from flexible working and temperature control measures, while employees in manual labour roles may require additional hydration breaks, uniform adjustments, or modified workloads. In customer-facing roles, discreet break options and alternative uniform choices may be needed.
The organisation consults with employees and adapts this policy to ensure it meets the needs of all staff.
Policy review and employee consultation
This policy will be reviewed annually to assess its effectiveness. Employee feedback will be actively encouraged to identify areas for improvement and ensure ongoing support is appropriate and relevant. Adjustments will be made where necessary to maintain best practices in menopause support.
Contact and further information
For more information or to discuss menopause-related concerns, employees can contact [HR Contact Name] at [Email Address] or [Phone Number].
