Policy Writing Style Guide

• 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
• Simple words are easier and faster to read for all levels of readers and will aid in understanding
• Communicate simply, directly, honestly, helpfully

• 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
  

• 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
• Omit unnecessary and redundant words
  
• Eliminate grammatical clutter

• Long lead-in clauses push the key message toward the end of the sentence

List each item so that it makes a complete thought when read with the introductory text.

Bulleted lists:

• Highlight or emphasize 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

Tables and charts:

• Organize 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

• 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)

• Use gender-neutral and gender-sensitive language
• Accurately express sex versus gender distinctions

Procedures are a set of instructions, steps or methods to implement, enforce or administer a university policy. Typically, procedures clarify complex aspects of the policy and are:

• Action-oriented, step-by-step descriptions outlining who will accomplish a task, how it is performed and when it must be done
• Instructions so that control activities are accomplished completely and consistently
• Not considered to be policy in and of themselves
• Created at the unit level
  • Changes do not go through the same review and approval process as policies
  • Procedures that impact multiple units may need additional review and feedback before being implemented

Guidelines:

• Provide a framework to implement policies
• Include general statements, recommendations, instructions or best practices to achieve policy objectives
• Can change based on the environment
• Should be reviewed frequently

• Avoid unnecessary capitalization
  
  • Use lowercase “university” when referring to the University at Buffalo
  • Use lower case position titles except when used with the person's name
  • Use lowercase "internet"
  • Use lowercase "website," one word
• URLs
  • Don’t include https://www unless it is essential for calling up the website; usually the simple web address will suffice, for example, buffalo.edu

• "Should" implies that an action may not be necessary
• "Shall" imposes an obligation to act, but may be confused with prediction of future action
  
• Use must for an obligation or necessity to act
  
• Use must not for a prohibition
• Using "ensure" is problematic as the university generally cannot ensure actions of its community members
  • Consider whether the words "to achieve" may be used
    

• Use the level of technical language that most effectively communicates with your audience
• Spell out acronyms the first time they are used
• Use terms consistently within the policy and across related policies

• Commas and periods regulate the flow of thoughts
• Misuse of commas and periods can make text confusing, even if the words are accurate and clear
• When writing policy, use the Oxford (or serial) comma to improve clarity
  
• Use a semicolon to separate items in a series when any of the items itself uses a comma