Menopause-at-Work Policy Template

DOCX template. Client populates the variables in {curly braces}. Aligned to the EHRC 2024 guidance on menopause and the Equality Act 2010. Reviewed by an employment-law adviser before publication.

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1. Purpose

{Organisation} is committed to a workplace where people experiencing the menopause are supported to do their best work and are not disadvantaged because of their symptoms. This policy sets out:

• the support and reasonable adjustments available
• the routes by which someone can disclose without putting their privacy or career at risk
• the responsibilities of managers, HR and the executive sponsor

This policy applies to all employees, workers and contractors of {Organisation}, regardless of gender. Menopause is not exclusively experienced by women; trans, non-binary and intersex colleagues may also be affected.

2. Our commitments

{Organisation} commits to:

1. Treat menopause as a workplace health and inclusion issue, not a private matter.
2. Provide line managers with training and a quick-card so they can have supportive conversations.
3. Offer reasonable adjustments as the default response, not the exception.
4. Protect the confidentiality of anyone who discloses.
5. Review this policy annually and against any new EHRC, ACAS or case-law guidance.

3. The legal framing

Under the Equality Act 2010, less favourable treatment of someone experiencing menopause may amount to discrimination on the grounds of sex, age, disability (where symptoms have a long-term substantial adverse effect), or a combination. The EHRC's 2024 guidance is clear that employers should make reasonable adjustments and risk-assess workplace conditions. Under the Health and Safety at Work Act, {Organisation} has a duty to assess and manage work-related risks to health, including those affected by menopause.

This policy does not create new legal rights — it makes existing ones easy to use.

4. Reasonable adjustments — the default offer

A manager may offer the following adjustments without escalation or HR sign-off. They are listed on the manager quick-card.

Adjustments outside this list are agreed case-by-case with the manager, HR and (where relevant) Occupational Health.

5. How to disclose

Anyone affected may speak to:

• their line manager (most adjustments above can be agreed in a single 1:1)
• HR (for confidential support without the line manager being told)
• the named Menopause Sponsor: {Name, Role, Contact}
• Occupational Health: {Provider, contact}
• the EAP: {Provider, number}

A disclosure to one of these routes does NOT automatically inform any of the others. The person disclosing controls who knows what.

6. Manager responsibilities

Line managers will:

1. Complete the 60-minute manager training module (see Sprint 2 file 03).
2. Carry the quick-card and use the "Notice → Offer → Document" script.
3. Offer the default adjustments without escalation.
4. Document only what was agreed, not what was disclosed.
5. Escalate to HR or OH where the situation is outside their authority.

Managers will NOT:

• Diagnose menopause or any other condition
• Share a disclosure without the person's explicit consent
• Make assumptions about age, gender, or capability based on symptoms

7. Confidentiality and documentation

Managers document:

• the adjustment agreed
• the date it starts
• the review date

Managers do NOT document:

• symptoms
• diagnoses
• speculation
• any reference to menopause in performance or absence records, unless the person has explicitly consented

8. Risk assessment

{Organisation} will include menopause-related factors in its statutory risk assessment for any role where temperature, PPE, uniform, shift pattern, lone working or toilet access could materially affect someone experiencing the menopause. The risk assessment is reviewed annually and after any reported issue.

9. Sickness absence

Where absence is menopause-related and the person has consented to record it as such, it will be recorded against a dedicated absence code that does NOT count towards trigger points in the standard sickness-absence policy. This protects the person from disciplinary escalation for symptoms that may amount to a disability under the Equality Act 2010.

10. Training

• All people managers complete the 60-min module within 90 days of appointment
• All staff have access to the 45-min affected-staff module on request
• Annual refresher: 30-min update covering any new guidance

11. Review

This policy is reviewed annually by HR and the Menopause Sponsor. The next review date is {Date}.

12. Contact

For questions about this policy: {HR contact}. For confidential support: {EAP number} or {Menopause Sponsor}.

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Sign-off

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Worked examples (appendix — keep in DOCX as guidance, remove on publish)

Example A — Office-based

A 51-year-old senior manager discloses to her line manager that hot flushes are making in-person meetings difficult and that brain-fog is affecting her ability to follow long agendas. The line manager offers (a) a desk fan, (b) agenda 24h ahead, (c) permission to take a 5-min break in any meeting longer than 60 min without explanation, (d) the option to reschedule one meeting per week. The line manager documents the four adjustments and the review date (3 months). No symptoms are recorded.

Example B — Operational / shift-based

A 47-year-old warehouse colleague tells their team leader that night shifts have become unmanageable since their symptoms started. The team leader cannot unilaterally change shift patterns; they escalate to HR with the colleague's consent. HR offers a temporary 3-month move to day shifts under the reasonable-adjustment process, with a clear review date. Absence taken in the previous 6 weeks is reclassified to the menopause absence code at the colleague's request.

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