42+ Sample Policy Statements

What Is a Policy Statement?

A policy statement refers to an organizational-level document that provides information about employees’ permissible methods or behavior at work. In short, it tells the members of an organization how things are done within its premises. Remember that policies are different from procedures and standard operating procedures because their main purpose is to guide the organization in a particular direction. Well-written policy statements cover various details regarding employee behavior and methods. As such, these documents undergo little to no revision in the course of years. Policy statements ensure that businesses follow legal rules and regulations for a safe work environment for every employee in the organization. Regardless of the nature of your business, or the industry you are in, most policy statements cover similar items.

From the website of Statista, an article titled Company Policy on Remote Work Worldwide 2020-2021, published on July 6, 2o21, states that in 2021, roughly 32 percent of participants indicate that their company enforces a hundred percent remote policy, while 14 percent of respondents say that remote work is allowable but not the company’s norm. Company policy regarding remote work changes due to the COVID-19 pandemic.

Elements of an Effective Policy Statement

The effectiveness of a policy statement depends on the presentation of its components. A policy statement or document must refer clearly to the individuals focused on, including their titles and departments. The company policies you institute speak for the culture and environment you want to establish for your staff and organization. It is why policy statements are vital documents in your organization. Below are the components a policy statement must contain.

Title: It is always relevant to start writing your policy statement with a detailed title. Ensure your title is clear and accurate on the policy you want to present.Policy number: The policy number helps keep track of all policy-related documents in the company. It makes it easier to archive documents, especially those that have similar content or titles.Creation date: States the date the policy document becomes operational. If the policy is still under review, it must also indicate the date of review on the paper.Introduction: The introduction tells your employees what the policy serves or intends to cover. It is necessary to give a detailed context for your readers to comprehend what you’re trying to say and how these policies apply at work and in daily activities.Scope and purpose: The scope of the policy describes the individuals under the observation of the policy. The purpose tells your readers the objectives and end goals you want to achieve by its implementation.Guidelines: Identify the rules and regulations you want your employees to observe within the policy. Remember, if the policy has many parts, ensure to break them down into different sections. Also, utilize creating a simple bulleted list to make it easier to understand.Definitions: New policy statements can be difficult to understand, especially if there is unfamiliar jargons. It is necessary to include the definition of necessary terms and those terms that may mean two things.References: If the new policy references previous documents, it is necessary to include them in your new policy statement. Indicate their policy numbers and titles to identify them easily.

Types of Policies

Different organizations and industries have respective policies they observe in their businesses. There are various types of policies that organizations can utilize to achieve the goals and objectives they envision. A company’s vision starts shaping the policies they want to implement for their employees. Below are several examples of policies different organizations can apply.

Organizational policies: These types of policies cover the overall organizational hierarchy. Organizational policies identify the goals and the activities to achieve these objectives as one company. Functional policies: Functional policies serve different purposes depending on the industry they serve, whether it is for company marketing, production, finance, technology, service, among others. These policies correspond to organizational policies and help with coordination between different departments and people.Originated policies: These types of policies stem from managerial positions. They serve as guidelines for small departments, teams, or groups within an organization. It is also referred to as internal policies.Appealed policies: Formulating appealed policies come from employee requests. It helps the organization to create policies from employee experiences, allowing them to handle situations. If no policy identifies the steps for engaging in a circumstance, appealed policies are developed.Imposed policies: These policies are given by external factors to a company. These factors include government agencies, trade unions, among others. As such, imposed policies are also known as external policies.General policies: These policies do not gravely impact employee performance. These policies likely represent the philosophies of management to helps improve character and function.Specific policies: These policies focus on particular issues within an organization. It must also conform to the general policies the company observes.

How to Write a Policy Statement

In terms of writing a policy statement, ensure that your employees can easily comprehend its contents since its purpose is to relay your expectations for employee’s work or personal behavior. Below are helpful steps to draft your company’s policy statement.

Step 1: Identify What Needs to Be Addressed

Policy statements cover a variety of areas, from work performance, behavior, and attitude, even a policy regarding dress codes during vacations. It is best to identify the main idea of your policy statement and start writing from there.

Step 2: Involve the Employees Covered by the Policy

When writing your policy statement, make sure to draft the document with the concerned individuals. The human resource manager and the owner must also be present during the writing of the policy statement. It also helps to ask for the help of an expert attorney during its drafting.

Step 3: Highlight the Purpose and Content

Outline the main points of the policy, coming from the input of the individuals within the policy’s scope, and ensure it covers all necessary details. For example, creating dress codes for work, specify which clothes are appropriate or inappropriate for both men and women.

Step 4: Identify Who Writes the Policy Statement

The person responsible for writing the policy statement must be present in all the company meetings regarding its content and has meeting notes. The policy statement must contain essential elements, including the overview, purpose, scope, and enforcement.

Step 5: Review the Draft

Upon the completion of the policy statement, schedule a meeting to review the drafted document. It is also a way to elicit necessary feedback to make adjustments to finalize the policy.

Step 6: Disseminate the Policy Statement

Once there is a finalized policy statement, it is necessary to broadcast the contents. It is also advisable to hold a meeting with employees to make inquiries and clarifications regarding the statement.

FAQs

What makes a policy statement effective?

An effective policy statement involves management and employees. A senior manager, together with representative employees, help each other to create an efficient policy statement for the organization.

Why are policy statements important to an organization?

Policy statements serve as helpful tools in guiding employees’ behavior in the workplace and influence their actions and decisions in particular situations.

Why must policy statements be documented?

Documenting policy statements allow the organization to look back on previous policies. The company can use them as references for newer policies and strongly reflects how the organization takes serious matters.

Companies have various policy statements for different situations within and outside the organization. Having these policies help with employee actions and behavior that positively influences them and the business. Start working on policy statements that support your employees to grow in a nurturing environment. In this article, there are different policy statement samples you cause use and download for your organization. Plan a meeting with your employees today!