Sample Policy and Procedure Layout Template

This template, rules and guidelines is provided as a sample only.  There are many decisions to make when first designing your company layout and the final template you implement will be most likely be unique to your company and its needs. 

There are NO wrong templates; just the one that serves your purpose best is the aim.  The Policy and Procedures Template structure and format should not to be altered to ensure consistency for the reader. 

Formatting Style

To ensure a consistent document format style the following formatting is required

Text	All text is to be…
Font Size	All font size is to be size…
Alignment	To the left (no justification to be used).
Headings	All headings are to be…
Numbering	Numbering is to be…
Bullets	Bullets are to be…
Tabbing	No tabbing is allowed.
Line Spacing	Single line spacing and returns to be used only.  No paragraph spacing to be used (eg 6pt before or after).
Shortcuts	Once a list of preferred text, paragraph and list styles is determined keyboard shortcuts may be applied to assist with easy formatting, detail those shortcuts in the template

Policy/Procedure Title:  Name of Policy/Procedure

Note: If any of the sections of your final layout are not needed do not delete them, write “not applicable” not N/A!

1.    Purpose

In this section:  provide an overview of the purpose of this policy/procedure. Beware of using abbreviations, acronyms and not yet defined terms.  Consider your opening line. i.e. “This procedure establishes guidelines for…”  

2.    Scope

In this section: To whom does this policy relate?  If this policy/procedure applies to some situations but not others explain this here

3.    Background

In this section: include any background information which provides the context to the policy/procedure

4.    Definitions

In this section: All terminology used must be detailed here including defining acronyms

5.    Legislation

In this section: Is this policy governed by legislation? If yes, provide legislation title.

6.    Policy

In this section: Provide specific rules and guidelines that apply to this policy/procedure.  You may also make reference to other policies.

Use a common opening phrase. “The policy of <Company> is to ensure:…

7.    Procedure

In this section: include content.

Short paragraphs are preferable. The first sentence is to introduce the reader to the topic of the paragraph. Each major section or sub-section may be consecutively numbered. For example, sub-headings under Section 7 would be numbered 7.3, 7.4, 7.5 etc.

Statements should not include reference to a person’s name but should be limited to the use of position titles only.

You should attempt to restrict procedures to two pages.

Include details of related documentation both internal and external which should be read in conjunction with this policy/procedure.

For example

·         Other Policies and Procedures

·         Legislation

·         Forms and checklists

·         3^rd party manuals

·         Video files

·         Etc

8.    Verification/ Authorisation/ Approved by

There are other headings that are not detailed here but will be found from time to time when you come into contact with other companies manuals in the future.