Writing policy
Everything we write must be in line with our voice, tone and style – even policy.
It’s easy to think that policy has to be a large, complex, dense document. It does not.
Good policies are easy to read and help people:
- find what they need
- understand what they find
- use what they find to meet their needs
Follow these guidelines when writing policy
Use plain language and common words that can be easily understood by everyone
- Create a policy the reader will understand the first time and in the way you intended
- Use clear, precise and straightforward language so that busy readers understand the message
- Avoid jargon and overly technical descriptions
- Spell out acronyms the first time they are used
- Use terms consistently within the policy and across related policies
- Simple words are easier and faster to read for all levels of readers and will aid in understanding
- Communicate simply, directly, honestly, helpfully
| Try to avoid | Write instead |
|---|---|
| Existing branded products that date pre-2020 must be replaced. Historic examples are permitted to remain if there is no implication on resources. | Old variations of WMP’s brand (pre 2020) must be replaced. Historic examples can remain if the changes are costly and do not represent good value for money. |
Write in the present tense with a positive tone
| Try to avoid | Write instead |
|---|---|
| Employees may be unaware that they have a responsibility to be an ambassador for WMP. | All WMP employees have a responsibility to be an ambassador for our brand. |
Write in the active voice, rather than the passive voice
- Writing in the active-voice provides clear and direct guidance
- In an active-voice sentence, the subject of the sentence performs the action
- In a passive-voice sentence, the subject of the sentence receives the action
- Passive-voice sentences are often longer
| Try to avoid | Write instead |
|---|---|
| Use of WMP’s brand, logo or ID must be approved by CCD. | CCD must approve any use of WMP’s brand, logo or ID. |
| The responsibility for ensuring brand is applied correctly within their department is that of senior leaders. | Senior leaders are responsible for the correct application of the WMP brand within their departments. |
| Support and guidance will be provided by CCD. | CCD will provide support and advice. |
Write short sentences
- Use as few words as possible to state the principle
- Short sentences convey complex information in easy-to-understand units
- Separate the idea into its parts and make each the subject of its own sentence
- Longer sentences demand greater concentration from the reader and may make the meaning difficult to follow
- Wordy, dense documents are confusing to the reader
- Get rid of unnecessary and redundant words
- Eliminate grammatical clutter
| Try to avoid | Write instead |
|---|---|
| Based on user research the WMP brand ID site aims to highlight the guidelines and parameters all WMP employees must follow when creating products and using our services | The ID site outlines our identity guidelines and brand ethos. |
| All employees have a responsibility to meet the guidelines highlighted on the WMP Identity website. | It’s everyone’s responsibility to follow the guidelines outlined on our ID site. |
Use bulleted lists
List each item so that it makes a complete thought when read with the introductory text.
Bulleted lists:
- highlight or emphasise a series of requirements or other complex information in a visually clear way
- allow readers to scan for information
- help readers focus on important material
- facilitate reading comprehension
| Try to avoid | Write instead |
|---|---|
| The identity site outlines our brand ethos. This includes our purpose,our mission, our values and how we position ourselves to the public and employees | The ID site outlines our brand ethos. This includes: • our purpose • our mission • our values • how we position ourselves |
Use tables or charts
Tables and charts:
- organise information so that it is easier to understand
- help the reader see relationships that may be hidden in dense text
- help the user focus on important material
- allow readers to scan for information
Use verbs instead of nouns from verbs
- Verbs express action and are often the most important part of sentences
- Be aware of words ending in “ion” as they are usually the verb in noun form (e.g., notification, application, identification)
| Try to avoid | Write instead |
|---|---|
| Officers must ensure the application of all PACE principles. | Officers must apply all PACE principles. |
| HMIC must be notified by the Liaison Officer. | The Liaison Officer must notify HMIC. |
| Officers must seek identification of the suspect by: | Officers must identify the suspect by: |
| The policy author must ensure creation of a procedural guidance document for all processes. | The policy author will create a procedural guidance document for all processes. |
| The officer must provide justification for all decisions. | The officer must justify all decisions. |
Use gender-neutral language
Where possible use gender-neutral language.
| Try to avoid | Write instead |
|---|---|
| He/She | They |
| policeman | police officer |
| spokesman | spokes person |
Avoid stating the subject negatively and the verb positively
| Try to avoid | Write instead |
|---|---|
| No products will be approved unless all the guidelines are met. | A product will be approved if the guidelines are met. |
| Officers will not obtain a qualification until all training is complete. | Officers will obtain a qualification when all training has been completed. |
Declutter your writing
Avoid legalese or unclear language
| Try to avoid | Write instead |
|---|---|
| should / should not (implies it is voluntary) | must / must not |
| shall / shall not | must / must not |
| for the duration of | during |
| during such time as | while |
| ensure (we cannot ensure actions of our people) | To achieve [state objective or condition] people must [state rule] |
| at your earliest convenience | as soon as possible |
| enclosed herewith | (depends on context) you will find here you can find please find |
| termination | do not use |
| whilst | while |
| deem | do not use |
| hereinafter | do not use |
| thereby/hereby | do not use |
Avoid doublets and triplets
| Try to avoid | Write instead |
|---|---|
| able and willing | able |
| over and above | exceed |
| uphold and support | uphold |
| keep and maintain | maintain |
| known and described as | known as |
| deem and consider | consider |
| null, void and of no effect | invalid |
| way, shape or form | circumstances, means |
| signed, sealed and delivered | signed |
| name, constiture and appoint | appoint |
Avoid redundant words
| Try to avoid | Write instead |
|---|---|
| should / should not (implies it is voluntary) | must or must not |
| shall / shall not | must or must not |
| 12 midnight | midnight |
| a total of 10 outcomes | 10 outcomes |
| close proximity | proximity |
| one and the same | the same |
| revery back | revert |
| repeat again | repeat |
| summarise briefly | summarise |
| end result | result |
| each and every | every |
| in the event that | if |
| new innovations | innovations |
Follow our guidelines when covering subjects involving ethnicity
Refer to Writing and Speaking About Ethnicity for the latest guidance.