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Tuesday 15 May 2012

Writing Readable 'Policy Manuals'

Careful writing of 'Policy Manual' is essential to ensure that it can be easily read, interpreted, and understood. Poor grammer or lack of skill in writing will confuse the reader and lead to misunderstandings. Here are simple techniques that will help achieve better readability of 'Policy Manual':-

  • The purpose of any policy manual is to clearly define the policy, benefit, or procedural issue. Use a straightforward writing style.

  • Keep the message clear and concise. Avoid long or complex descriptions or definitions. Break a complex issue down into a clear sequence of smaller, less complex topics.

  • Write in sentences that are simple and short. Limit each sentence to one thought or point. A sentence with three of four points that becomes a paragraph is probably too complex. Break up compound sentences into two or more simple sentences.

  • Follow basic grammar guidelines. Write in full sentences which contain a subject and predicate with correct spelling and proper punctuation.

  • Consider your audience and write at a level that will be understood by your reader. When writing policy information, better be always on the side of simplicity and understanding.

  • Use common terms which are in daily use in communications. Use terms with common definitions or meanings to aid in uniform understanding of policy message.

  • Technical languages may be suitable if policy issue deals with a technical, scientific, or legal issue and readers are familiar with the concepts and terms.

  • Follow sequence while writing policy or procedural information. An outline or a flowchart is useful in guiding the writer to define policy information in sequence.

  • Anticipate possible questions that may be asked by the reader or by employees. Provide answers to these questions as you write the policy.

  • Proofread and edit policy statement or manual carefully.

  • Ask another individual to read your policy draft to ensure understanding of meaning and procedures. Be open to suggestions for improvement or clarification that may be need.