Staff Regulations (Personalreglement)
A Personalreglement is your company's internal written rulebook documenting employment conditions, working hours, salary structure, time off, disciplinary rules, and conduct expectations. Cantons may require one; collective labour agreements (GAV) often mandate it. The biggest mistake is treating it as optional when your canton or sector requires one by law.
A Personalreglement is a written set of internal employment rules covering working hours, compensation, holidays, conduct standards, and termination procedures. It applies to all employees and clarifies what you expect from them and what they can expect from you.
In Switzerland, the need for a Personalreglement depends on your canton, company size, and whether you're bound by a collective labour agreement (GAV). Even when not legally required, having one prevents misunderstandings and protects both employer and employee.
When you need one
Some cantons require a Personalreglement for companies above a certain headcount (often 10–50 employees, depending on the canton). If your sector has a GAV, it typically mandates one. Check with your cantonal labour office or union representative.
Even if not required by law, a Personalreglement is practical: it documents rules about Pensum percentages, notice periods, 13. Monatslohn (if you offer it), Quellensteuer deductions, holiday entitlements, and remote-work policy. Without one, disputes rely on employment contracts alone.
- Check your canton's employment law or ask your RAV/ORP/URC office
- If you're in a GAV-covered sector, the agreement usually requires one
- Apply to all employees; can have role-specific annexes
- Must be provided to each employee in writing before or at hiring
- Should reflect Swiss employment law minimums (ArG, OR Article 319ff)
- Review and update it every 2–3 years or after legal changes
Your obligations as employer
You must provide every employee with a current copy of the Personalreglement, in a language they understand. Changes cannot take effect until employees have received written notice and had a reasonable time to review them—typically 30 days.
The Personalreglement cannot undercut Swiss labour law or your GAV obligations. Rest periods, minimum wage, annual leave, and notice periods are set by law; your Personalreglement must meet or exceed those floors. A lawyer should confirm compliance with your canton's rules.
- Give employees a written copy in their language before or at start date
- Document any amendments in writing; give 30 days' notice
- Cannot reduce protections guaranteed by ArG, OR, or your GAV
- Keep signed acknowledgement from each employee
- Post it visibly in the office (physical or digital workspace)
- Review for compliance with revDSG if it covers personal data collection
Most common mistake
Many small employers skip the Personalreglement because they assume their employment contracts are enough. Then a dispute arises—about overtime pay, holiday carryover, or remote-work rules—and no shared written standard exists. The contract may be silent; the Personalreglement fills that gap.
A second trap: writing a Personalreglement that violates cantonal law or undercuts a GAV, then discovering it during a dispute or Labour Court case. Have a labour lawyer review it before rolling it out.
- Thinking contracts alone are sufficient; Personalreglement adds clarity on collective rules
- Not updating it after cantonal law or GAV changes
- Imposing new rules without written notice and a waiting period
- Failing to keep signed proof that employees received and understood it
- Writing rules that contradict ArG minimums (rest periods, wages, notice)
- Ignoring data-protection rules (revDSG) if it collects employee personal data
Frequently asked questions
- Does my 8-person SME need a Personalreglement?
- Depends on your canton and sector. Some cantons require one above 10 or 20 employees; others don't mandate it at all. If you're in a GAV-covered industry, yes. If not required, it's still highly recommended. Check with your cantonal labour authority.
- Can I change the Personalreglement after employees start?
- Yes, but only with written notice and a waiting period (usually 30 days minimum). Employees must receive the amended version in writing. Changes cannot cut protections already in place; they can only add or clarify. Consult a lawyer if changes affect pay or hours.
- What happens if my Personalreglement conflicts with the law?
- Swiss law (ArG, OR) always wins. Any clause below the legal minimum is void and unenforceable. During a dispute, a court will disregard the invalid provision. Have a labour lawyer review yours to avoid costly surprises.
General information for Swiss employers, not legal advice. Have a lawyer confirm anything with legal consequences.