One of the most common types of information we produce in business writing is policy information. Policies are rules that can be either mandatory or recommended. These are your “musts and must-nots” and “shoulds and should-nots”.
A client once told us that “policy writing is like an artform.” It’s no wonder then that it gets associated with the action of crafting. Policies need to be carefully crafted to leave little room for ambiguity and reduce the risk of misunderstanding within an organization.
What makes a good policy
When drafting your policy, remember these key points:
- Use strong, active language. Do not leave policies to chance by saying something “must be done” in the hopes that someone out there reading would eventually act on it. A policy statement should be imperative and directed at the reader or whomever the policy applies to.
- Write in plain language. People who need to comply with the policy must be able to understand it when they read it. Good policies are clear and concise with as little room for ambiguity as possible. Establish some definitions at the beginning to make sure you’re all on the same page. Same goes for providing examples of policy violation and/or compliance. It’s best to paint as clear a picture as possible.
- Provide background or rationale. This is particularly important for public policy where providing context in your advice allows decision-makers to make informed choices. In general, giving a brief explanation of why the policy is being set in place makes it more reasonable to comply with. Think of children asking their parents why they have to eat their veggies or clean their room. “Because I said so” just doesn’t cut it!
Structured writing in policy writing
The Structured Writing process can be applied to your policy writing work. When you first take the time to identify the purpose of your policy and analyse its intended audience, it becomes easier to zero in on what information to include and how you can present it. Combine this with the use of plain language principles in your writing, you can effectively craft a clear policy document that is easy to follow and understand.
If you’re looking to hone this craft yourself or if you have staff that could greatly benefit from learning these techniques, Tactics offers Structured Writing training through our Business writing and Technical writing courses. If none of our scheduled public workshop dates work with your diaries, we can help arrange a customised inhouse workshop for you and your team.
Contact us today about your policy writing training needs. We’d love to help!
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