In any workplace, people form bonds. Some are friendly, others are romantic, and many fall somewhere in between, for instance, colleagues who are siblings, housemates, long-time friends, or connected through a client or supplier relationship.
These connections aren’t unusual. But without transparency, they can lead to real or perceived conflicts of interest, especially if decisions around pay, promotions, or partnerships are involved.
If you’re running HR – or handling it alongside everything else – having a clear, fair approach to personal relationships at work is important.
What counts as a workplace relationship?
It’s not just about romantic partners.
A good workplace relationships policy should cover any close personal connection that could create a conflict of interest or the perception of bias, including:
- Romantic or sexual relationships
- Family members (siblings, partners, cousins, etc.)
- Close friends or long-time mates
- Current or former housemates
- Personal connections with suppliers, contractors, or clients
This way, you’re not policing people’s private lives, you’re simply protecting team dynamics, decision-making integrity, and your business as a whole.
👉 Download our free Workplace Relationships Policy template
Why you need a policy, even if things seem fine
Most workplace relationship issues don’t arise from bad behavior. The bigger risk is how things look to others.
Even if nothing inappropriate is happening, colleagues might question:
- Whether someone got a promotion fairly
- Whether invoices from a supplier were chosen on merit
- Whether feedback or decisions are being influenced behind the scenes
When there’s no clarity or process, people fill in the gaps themselves. A policy takes the guesswork out and helps everyone understand what’s expected.
A disclosure process keeps things simple (and fair)
A strong policy is only half the equation. The other half is having a private, respectful way for employees to disclose a relationship.
It doesn’t need to be awkward. In most cases, it’s as simple as:
- Completing a short form
- Having a quick chat with HR or a manager
- Making small changes if needed (like updating reporting lines)
You’re not banning relationships, just setting things up to avoid favoritism or conflicts down the line.
👉 Get the Personal Relationship Disclosure Form
What should HR do when a disclosure is made?
When a disclosure is made:
- Keep the information confidential and handle it sensitively
- Review any overlaps in reporting lines, performance management, or decision-making
- Put reasonable boundaries in place where needed
- Document any changes or decisions, and check in periodically
The goal isn’t to micromanage, it’s to prevent future problems before they happen.
It’s about consistency and clarity, not control
Whether it’s a romantic relationship or a close friendship, treating all disclosures the same builds trust.
A simple, clear policy helps you:
- Protect your business from legal or reputational risks
- Reassure your team that everything’s above board
- Make informed, fair decisions without getting personal
And if things change, like someone gets promoted or a contractor joins the team, a quick check-in and update keeps everything on track.
FAQs
What is a workplace relationship policy?
It’s a document that outlines how personal, romantic, or family relationships in the workplace should be managed to avoid conflicts of interest. It typically includes definitions, expectations for disclosure, and how the business will respond.
Do employees have to disclose romantic relationships at work?
If the relationship could influence decision-making, performance reviews, or procurement then yes. Disclosure helps avoid perceived or actual bias.
Should we include relationships with suppliers or clients?
Yes. Personal relationships that involve external stakeholders can still create conflicts of interest and should be covered by your policy.
Need help managing HR policies?
HR Partner makes it easy to store policies, track acknowledgements, and securely manage confidential disclosures, all in one place. Plus, your team can sign everything digitally (no chasing paperwork).
Try HR Partner for Free or Book your Custom Demo to see how it works.