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Free Printable Policy and Procedure Templates [Word, PDF] Examples

    Policies and procedures are important elements of any company. They create a framework for the company’s structure and the decisions it needs to make. When you have these two tools in place, your organization can become compliant and more efficient.

    What are Policy and Procedures?

    Policy and Procedure
    Policy and Procedure

    A policy is a written statement of an organization’s rules and standards of behavior. For example, a policy on employee conduct might state that employees should report any suspected violations of the law or company ethics to their supervisor.

    Policies are generally written in broad terms to cover various circumstances. For example, the policy statement on employee conduct may state that employees should report any suspected violations of the law or company ethics when they occur or at the earliest opportunity after they have occurred. Each company will determine the exact time frame for reporting suspected violations based on its tolerance for risk and other factors.

    Procedures are step-by-step instructions on how to perform an activity or complete a task. For example, the procedure for reporting suspected violations might specify that an employee should make a verbal report to his supervisor as soon as possible after he becomes aware of facts suggesting that misconduct has occurred. The supervisor then immediately reports to the appropriate authorities within the organization (for example, human resources).

    Policies and procedures are important because they help ensure consistent organizational performance by providing guidelines for employees dealing with day-to-day tasks and situations.

    Policy and Procedure Templates

    Policy and Procedure Templates” are pre-designed documents that provide a structured framework for organizations to develop their own customized policies and procedures. These templates serve as valuable tools for businesses, institutions, or government entities, offering a starting point and guidelines for creating comprehensive and tailored policies and procedures that align with their specific needs.

    Policy and procedure templates provide organizations with a standardized format and layout to develop clear, concise, and well-organized documents. These templates typically include sections for policy statements, objectives, scope, responsibilities, procedures, and any other relevant information necessary for effective implementation.

    By utilizing policy and procedure templates, organizations can save time and effort in developing policies and procedures from scratch. These templates offer a foundation that can be customized to reflect the unique requirements, industry-specific regulations, or internal practices of the organization.

    Importance of a Policy and Procedure Template

    A policy and procedure are not just a set of rules that you must comply with to comply. It is a way to ensure that everyone in your company knows what is expected of them and what they can expect from others.

    A policy and procedure help you run a smooth operation by ensuring everyone has access to the same information, which means that no one will be left out or confused about something important. A good policy will consider all possible situations so that when something goes wrong, there is already an established plan in place for dealing with it.

    Policies and procedures can help you grow your business by providing consistency, clarity, and structure. They can also protect your company from lawsuits, government investigations, and other legal problems.

    Also they:

    • Establish a standard of quality and safety.
    • Provide a framework for decision-making.
    • Help staff understands their roles and responsibilities.
    • Provide consistency in the way that we do things – particularly when it comes to patient care.
    • Help staff understands their roles and responsibilities.
    • Give staff confidence in following procedures.

    Who can benefit from a policy?

    A policy and procedure template can be used by any type of organization, regardless of size or industry, that wants to ensure its employees are working efficiently and safely. The template will help you create an effective process for handling situations that arise in your organization so that everyone knows what to do when these situations occur.

    Financial services, including banks and insurance companies

    Manufacturing, including food and beverage companies, as well as heavy industry

    Nonprofits and charities, including schools, hospitals, social service organizations, and more.

    Characteristics of a good policy and procedure

    A good policy and procedure is a document that clearly defines rules, guidelines, and expectations for employees. It should be written in an easy-to-understand manner. Upper management usually creates policies, while supervisors or managers create procedures.

    Below are some characteristics of good policies and procedures:

    Clear and concise language

    A good policy describes what employees must do in specific situations, such as how to handle customer complaints or when to take sick days. The language must be clear and easy for employees to understand. If employees cannot understand the policy, they will not follow it correctly, and your business could suffer from their mistakes.

    Organized format

    Policies should be organized so that they are easy to read. Headings should be used to separate sections and make them easier to navigate, while lists should be formatted so that they are easy to read across multiple pages if necessary. In addition, policies should be numbered sequentially so that it is clear where each new item begins and ends within the document.

    Consistent tone

    The tone of a policy depends on its purpose and who it is directed toward (for example, customers or employees) if you have multiple policies addressing different topics within your business.


    A policy and procedure template should be measurable as it will help you determine whether what needs to be done has been done or not. For example, if there is an emergency that requires everyone to inform their supervisor and then proceed to an evacuation area. You must know how many people did not follow instructions because this will help you improve your processes in the future.


    A good company policy template must be current as it helps keep everything up-to-date. This means that changes in your company structure or operations should be reflected in your policies and procedures manual so that everyone knows what they are expected to do at all times.


    A good policy and procedure document should pass all tests, including those done by auditors, before being implemented in the workplace. This way, there is no chance of any mistakes occurring when people use them.

    What Not to Include in a Policy and Procedure Template

    When it comes to creating a policy and procedure manual, there are certain things you should not include. Here are some examples:

    1. Personal contact information such as phone numbers, fax numbers, and email addresses.
    2. Inappropriate or offensive language.
    3. Vulgar gestures or demeaning phrases towards people or groups of people.
    4. Graphic images or photos that may disturb employees or customers.
    5. Hate speech against specific religious groups, ethnicities, genders, or sexual orientations (even if those groups are not protected under state law).

    How to write a policy and procedure?

    Writing a policy or procedure is a good way to ensure that your organization meets industry standards, reduces risk, and improves efficiency. The process of writing a policy or procedure can be daunting, but it doesn’t have to be. Here are some tips for making the process as easy as possible:

    The first step in writing a policy is determining what you are trying to accomplish.

    The second step is to identify the various stakeholders that will be affected by your policy and determine their needs. This can be done by interviewing them or through other means of learning.

    The third step is to develop a draft of your policy. This can be done using a template from an online source or by creating one from scratch using a word processing program such as Microsoft Word.

    The fourth step is to submit the draft for review by others. In some organizations, this may include submitting it for approval by senior management or legal counsel; in others, it may simply mean circulating it among those who will be affected by the policy and inviting feedback and suggestions for improvement.

    The fifth step is to revise the draft based on input received during the review process until everyone agrees on what should be included in the document’s final version.


    What is the difference between a policy and a procedure?

    A policy is a set of guidelines or principles under which an organization operates, while a procedure is a set of instructions necessary to enforce policies and ensure that a stated objective is accomplished.

    How are policies and procedures developed?

    Policies and procedures are developed through a coordinated effort between various stakeholders within an organization, such as management, employees, and often legal counsel. The process includes identifying needs, researching, drafting, reviewing, and finally, approving and implementing the policies and procedures.

    Why are policies and procedures important?

    Policies and procedures provide a framework for decision-making, ensure compliance with laws and regulations, and set a standard for operational efficiency. They help maintain a consistent and fair approach to managing the workforce and resources.

    How often should policies and procedures be reviewed?

    The review frequency can vary, but a common practice is to review policies and procedures annually. However, they should also be reviewed and updated as necessary when there are changes in laws, regulations, or the operational dynamics of the organization.

    Who is responsible for enforcing policies and procedures?

    Typically, management and supervisory staff are responsible for enforcing policies and procedures. However, all employees have a role in adhering to and upholding the organization’s policies and procedures.

    How are employees made aware of policies and procedures?

    Organizations usually disseminate policies and procedures through training sessions, employee handbooks, intranet sites, or email communications. It is crucial to ensure that employees have easy access to the latest versions of all policies and procedures.

    What is a procedure manual, and why is it important?

    A procedure manual is a document that provides a detailed description of the steps necessary to perform particular tasks in line with organizational policies. It is important as it ensures consistency, quality, and compliance in operations.

    How can an organization ensure compliance with its policies and procedures?

    Compliance can be ensured through regular training, monitoring, and auditing. Additionally, creating a culture of accountability and having clear communication channels for reporting issues are crucial for maintaining compliance.

    What steps should be taken if a policy or procedure is found to be ineffective?

    If a policy or procedure is found to be ineffective, it should be reviewed and revised accordingly. This may involve gathering feedback, analyzing data, and working with relevant stakeholders to make necessary adjustments.

    How should an organization handle violations of policies and procedures?

    Organizations should have a clear disciplinary process in place for violations of policies and procedures. This process should be communicated to all employees, be fair, and be consistently applied.

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    Betina Jessen

    Betina Jessen

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