Policy and procedure template

What is a policy and procedure template?

A policy and procedure template is a structured guide used by human resources professionals to write clear, consistent, and effective policies and procedures. This tool ensures that policies are straightforward and align with company standards, simplifying the process of routine compliance checks. Policies and procedures templates also help facilitate effective workplace communication by establishing a consistent format that everyone can easily follow and understand.

What to include in a policy and procedure template

Write policies and procedures easily with a template that includes the following:

Policy title & policy number

The policy title should be concise, meaning it should be descriptive and also straightforward. Both the policy title and the policy number will help you keep track of the policy as it goes through the different stages, from issuance to implementation.

Policy approval signature

The policy approval signature is essential to enforcing compliance with the policy later on. Without the authority granted by the approver’s signature, the policy may be viewed simply as an unofficial rule or a best practice. Employees are less likely to follow a policy that does not have the approval of the relevant department head.

Purpose

The purpose of the policy should always be included since it gives the reader or recipient of the policy an idea of why the policy was created. When writing the purpose of the policy, identify the organizational, business, or operational need that the policy hopes to fulfill. Also include the intent of the policy or its specific approach to fulfilling that need.

Policy statement

The policy statement is the company’s official stance on the topic of the policy. Be very careful with the wording of the policy statement. The decision to include or exclude and choose certain words, terms, or phrases may have major repercussions in the long run. Following SHRM workplace policy guidelines when drafting policy statements can help ensure alignment with current HR best practices and reduce legal exposure. Write the policy statement in collaboration with representatives from the relevant department and the legal team.

Procedures

Procedures related to the policy are like the subtopics of a policy. Often, these procedures will detail how to perform a series of tasks or a set of activities in compliance with the company’s policy. HR professionals have the option to include the contents of all related procedures in the policy itself (for maximum clarity) or simply reference the procedures (so that the focus is on the policy only). For more complex task sequences, teams often create a separate standard operating procedure (SOP) to document step-by-step instructions in greater detail, keeping the parent policy focused on intent and compliance.

Scope

To make it clear which groups of people the policy and procedures stated above apply to, the scope of the policy should be placed after the policy statement and the list of procedures. The scope should also specify exceptions to the policy and the people to whom the policy does not apply.

Responsibilities

Outline the responsibilities of each person under the policy. Do they need to simply follow the policy and complete its procedures correctly? Do they need to enforce the policy or a particular procedure? Will they need to self-check or check if others are following the policy? Basically, it’s telling who should be doing what.

How to write effective policies and procedures with a template

While the process of developing policies and procedures may differ based on company, team, or specific business needs, the following steps provide a straightforward approach to effective policies and procedures documentation.

1. Define the purpose – Clearly state why the policy or procedure is needed. Explain how it aligns with organizational goals and what problems it aims to solve.

2. Use a standardized format – Using a ready-made template, create policies and procedures in a structured manner so that it’s cohesive. Also, define any technical terms or abbreviations that may be unclear to readers.

3. Add step-by-step instructions – To make sure that it’s easily understood, be as detailed as possible with the procedures listed. Include visual aids such as charts if deemed necessary.

4. Set compliance standards – Specify what compliance looks like and what tools or systems employees should use. This could include references to related policies or regulations. For US workplaces, this may include alignment with OSHA workplace compliance requirements or other applicable regulations. Also briefly outline repercussions for non-compliance to reinforce the importance of the policy.

5. Review and update regularly – Since these policies depend on various internal and external factors, make sure to revisit them regularly and update them according to said changes.

Policies and procedures example

Here’s an example of a completed policy and procedure report—performed digitally and exported in a PDF format.

Policies and procedures template sample PDF report | Mitti (by SafetyCulture)