Writing policies

A policy is a governance arrangement that sets out how an organisation will act in certain circumstances. Writing a policy means specifying what people may or must do, and in which circumstances. That also means identifying the authority for establishing these requirements, and explaining their purpose.

Readers should be able to understand what the policy provides for and what it means for their decisions and actions.

Identify what is being assessed and for what purpose

Define the scope of the assessment:

• Identify the policy being written or assessed and the reason for writing or assessing it.
• Determine whether a new policy, an amendment to an existing instrument, or another form of guidance is required.
• Review the policy against the organisation’s authority, other instruments, and practical circumstances.

Determine what the arrangements are for

Assess the policy’s purpose and place in the organisation:

• State what the policy is about, why it is needed, and what it is intended to achieve.
• Establish whether the policy is needed and its provisions serve its purpose.
• Examine how it fits with the organisation’s roles, authority, systems, and related documents.
• Establish whether responsibilities are assigned and the necessary authority is identified.

Use clear concepts and look at their relationships

Distinguish the kinds of provision

A policy may contain commitments, principles, requirements, permissions, responsibilities, and explanations. The wording should make clear what each provision is intended to achieve.

Use clear and consistent wording

• Use wording consistently.
• Use 'must', 'may', and 'should' to express different requirements, permissions, or expectations.
• Identify whose action is required and connect it to the relevant matter, circumstances, and conditions.
• Check that requirements, permissions, and areas of judgement are distinguishable.

Examine four relationships

• Organisation and policy: What is the purpose of the policy? How does it fit with the organisation’s roles, responsibilities, and systems?
• Document and policy: Where are the policy’s provisions expressed? Does the document establish provisions, reproduce them, or explain arrangements established elsewhere?
• Policy and policy: How does the policy relate to other policies? Identify provisions that depend on, supplement, duplicate, or conflict with one another. Check that references are accurate and related documents work together without contradiction or repetition.
• Requirements and responsibilities: Who is charged with meeting each requirement? Specify what they must do or ensure and identify the authority needed.

Take circumstances into account

• Identify the policy’s readers and the people, activities, and circumstances to which it applies.
• Check if the people charged with implementing the policy consider that the arrangements are workable within available resources and systems.

Compare the situation to standard cases and common failures

• Test the arrangements and the wording together through ordinary applications, uncertain cases, and possible failures.
• Ask readers to identify what applies to them and explain what they would do in relevant situations.

Differences in readers’ understanding can reveal a problem with the wording, a poorly designed arrangement, or an inconsistency between several arrangements.

Explain the adopted arrangements and give reasons for their design and use

Explain the reasons

• Give reasons for key requirements and design choices.
• Include explanations where they help readers understand or apply the policy.

Organise the provisions

• Put the most useful information first and use informative titles.
• Group provisions according to the matters readers need to understand or the sequence in which they encounter them.
• Connect intended outcomes, mandatory requirements, and the requirements applying to each role.
• The structure may follow the relevant activity, a lifecycle, or a framework.

Suggested policy structure

Use the structure below as a starting point. You should adapt the headings and order to the policy’s purpose.

Use supporting documents

• Provide detailed analysis in a supporting document, separate from the policy.
• Place detailed operational steps in procedures or instructions where that helps readers use them.
• Keep regulatory mappings and assurance records in supporting documents.
• Include legal references and compliance instructions in the policy where readers need them to understand or apply its provisions.