Learn how to write policies and procedures for effective workplace communication using free templates.
Human resources professionals can use this free policies and procedures template as a master document or manual containing the various company policies. The template has the following items for each policy created:
To help ensure a comprehensive and efficient policy writing process, the template allows human resources professionals to add notes, photos, and collaborative actions to each template item and also request for digital policy approval signatures.
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A policy and procedure template is a tool used by human resources professionals to write policies and procedures that are clear, consistent, and effective. It is especially helpful when compliance with company policies and procedures needs to be checked regularly. Policies and procedures templates also help facilitate effective workplace communication.
Write policies and procedures easily with a template that includes the following:
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.
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.
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.
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. Write the policy statement in collaboration with representatives from the relevant department and the legal team.
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. Human resources 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).
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.
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.
Below are sample policy and procedure templates to serve as practical and customizable tools for your organizational needs:
Code of conduct policies and procedures are usually centered on the company’s values and contain specific requirements for how persons in the company should behave to embody those values. With this policies and procedures template, you can clearly state what is not allowed by the company’s code of conduct.
Health and safety policies and procedures are typically focused on health and safety hazards. However, the other types of hazards in the workplace should also be included. Both harassment and discrimination are classified under psychosocial hazards, which can be just as damaging to a person as any health or safety hazard.
Benefits of using SafetyCulture (formerly iAuditor) , a mobile app for the workplace, to enforce compliance with policies and procedures you’ve written:
Each policies and procedures template is free and printable as PDF. Download and use any of the SafetyCulture templates below for free.
After using an SafetyCulture template, you can turn the completed template (which is labeled as “Inspection” in SafetyCulture) into a compliance checklist in 3 steps:
Alternatively, instead of Steps 2 & 3, the employee can just add a note to the template item that states [Compliance check – their initials – Date].
This policies and procedures template for the employee code of conduct contains separate pages for the following:
Each page has instructions for the specific code of conduct policy to help guide you as you write your policies and procedures.
Inspection template Powered byThis policies and procedures template for health and safety contains separate pages for:
Human resources professionals can use this template for all 6 types of workplace hazards (safety, psychosocial, biological, chemical, physical, and ergonomic).
Inspection template Powered bySmall business owners can use this policies and procedures template to write policies and procedures as they are needed by their business. Another feature of this template is that there are separate line items for steps in procedures and small business owners can add as many procedures as they need for a single policy.
Inspection template Powered byUse this free policy template to quickly create a guideline. Ideal for focusing on a single policy rather than a collection of policies, this policy template can be used to do the following:
This blank policy and procedure template is best for those who want to immediately print the template as a PDF, though it’s still recommended to use it in SafetyCulture (iAuditor). With this template, you can do the following:
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SafetyCulture Content TeamThe SafetyCulture content team is dedicated to providing high-quality, easy-to-understand information to help readers understand complex topics and improve workplace safety and quality. Our team of writers have extensive experience at producing articles for different fields such as safety, quality, health, and compliance.
This policies and procedures template for the employee code of conduct contains separate pages for the following: General Code of Conduct Non-Smoking Policy Drugs and Alcohol Policy Each page has instructions for the specific code of conduct policy to help guide you as you write your policies and procedures.
This policies and procedures template for health and safety contains separate pages for: General Hazards Harassment and Discrimination COVID-19 Industry/Site-Specific Hazard Human resources professionals can use this template for all 6 types of workplace hazards (safety, psychosocial, biological, chemical, physical, and ergonomic).
Small business owners can use this policies and procedures template to write policies and procedures as they are needed by their business. Another feature of this template is that there are separate line items for steps in procedures and small business owners can add as many procedures as they need for a single policy.
Use this free policy template to quickly create a guideline. Ideal for focusing on a single policy rather than a collection of policies, this policy template can be used to do the following: Keep track of policy revisions with items for the policy version number, when it was revised, who approved the revised policy, and when the revised policy takes effect. Write the official policy statement and attach any supplementary media or comments. Review the policy frequently by adding a reminder within the template and note when the policy was reviewed and who reviewed it.
This blank policy and procedure template is best for those who want to immediately print the template as a PDF, though it’s still recommended to use it in SafetyCulture (iAuditor). With this template, you can do the following: Describe the purpose of the policy and its scope in detail Draft the initial policy statement and its procedure List everyone’s responsibilities with regards to this policy Put your name and contact details in the help section
