POLICY WRITING INSTRUCTIONS
Choosing the right template
Combining a policy and the corresponding procedure or guidelines is AFTRS’ preference, as it offers easy access
to the policy matter as a whole. Having a single point of reference, it encourages a comprehensive approach
when read and reviewed.
If a policy covers or is intended to cover the related subject matter contained in a procedure or a guideline, and
the audience is the same as the Policy, then use the appropriate consolidation templates such as
Policy with
Procedure Template or
Policy with Guideline Template.
However, when assessing whether the documents should be consolidated or not, think about the audience and
the cycles of review:
o If the procedure or guideline must be reviewed annually and the policy is every three years, then
separate documents may need to be retained.
Use this
Policy Only Template as a stand-alone policy in cases where
o there is no related procedure / guideline; or
o if separating a policy and the corresponding procedure / guideline will improve readability. For
example, in cases where there are multiple associated procedures/guidelines, or the issues addressed
are complex.; or
o where the audience for the policy and procedure/guideline is different. For example, where the policy
is also external (public) facing, and the associated procedure or guideline is internal facing only, the
model of separate stand-alone documents would be retained.
Aligning legislation and policy documents
A Policy (and all
Policy Documents) must align with relevant legislative, regulatory or organisational
requirements, such as a strategic priority or goal or operational necessity.
Policies refer to legislation and government policies but do not duplicate their content.
Choosing the right language
AFTTRS staff and students come from diverse backgrounds and rely on policy documents for essential
information, so writing clearly, concisely, and simply is important. To help you achieve this, write with the
reader in mind and follow these tips:
o use short, easy-to-read sentences in plain English to express each principle, action, or idea
o use language that is positive and inclusive, e.g. gender-neutral (‘their’ not ‘he’ or ‘she’), gender-
inclusive (e.g. chair not chairman)
o use active voice rather than passive voice
o use terminology consistently (i.e. consistent across the document)
o use words that are clear about what is mandatory (e.g. must, will) and what is discretionary (e.g. may)
o use commonly understood language rather than jargon, which requires specialist knowledge
o remove redundant words (e.g. ‘now’ instead of ‘at this point in time’; ‘to’ instead of ‘in order to’)
o explain in full what acronyms mean when using them, and
o use generic contact details (i.e. xxxxxx@xxxxx.xxx.xx ) rather than specific details that date quickly.
There is no place in public discourse, legally or ethically, for insensitive, inaccurate or derogatory language
stereotypes based on ability / disability, age, gender, sexual orientation, ethnicity, race, or cultural
background. Used with care and sensitivity, language can play a powerful role in minimising conflict and
building connections between individuals and groups. It can play an important part in building a society in
which all people are valued and feel included. Please speak to the People & Performance Team if you need
help or advice on inclusive language.
<<Insert Subject Name Here>> Policy
Effective Date: DD Month 202Y [All details are provided by Pol & Gov Officer]
Version Number/Code: vX.XX_PPG<XXX>
Page 7 of 9
Once PRINTED, this is an UNCONTROLLED DOCUMENT. Refer to Intranet Policy Bank for latest version
Writing in active voice
Writing in active voice gives the reader a sense of action, identifies who or what is taking action, is more
direct and often requires fewer words than writing in passive voice. Some examples are below.
Active voice
Passive voice
The student must submit an application.
An application must be submitted by the
student.
Staff are responsible for implementing this
Implementing this policy is the responsibility
policy.
of the staff.
Y must consider X.
Due consideration needs to be given to X by Y
Referring to legislation
When first mentioned in the document, the full title of the legislation is in italics (
Australian Film, Television
and Radio School Act 1973), but not when used subsequently and shortened, e.g. ‘AFTRS Act’ or ‘the Act’.
Subordinate legislation, such as standards and regulations, and government or other policies are not
italicised, e.g. Pubic Governance and Accountability Rule 2014.
Using hyperlinks
Hyperlinks help find information quickly, but their tendency to break is frustrating, especially when a
message says ‘page not found’ and there is no redirection information given. Internal links (links to other
sections in the same document) don’t work or can break when the document is modified, and links aren’t
checked to ensure they are ‘active’.
To minimise these problems when using hyperlinks, apply these rules.
AFTRS policy documents
Name the document and link to the BaseCamp Policy Library
‘POLICY DOCUMENTS A-Z’ page, not to the specific documents
Other AFTRS Governance or
Name the document and link to the BaseCamp Policy Library
Corporate Documents
‘OTHER KEY CORPORATE OR GOVERNANCE DOCUMENTS’ page,
not to the specific documents
AFTRS webpages
Describe the information or name the document and link to the
relevant webpage, not to specific documents
External organisation
Describe the information or name the document and link to the
webpages
organisation’s homepage
Legislative documents
Name the document and link to the Australian or State legislation
website homepage, whichever is relevant
Other sections in the same
Check all links are working before saving the final document
document
<<Insert Subject Name Here>> Policy
Effective Date: DD Month 202Y [All details are provided by Pol & Gov Officer]
Version Number/Code: vX.XX_PPG<XXX>
Page 8 of 9
Once PRINTED, this is an UNCONTROLLED DOCUMENT. Refer to Intranet Policy Bank for latest version
Naming the document
If initially creating a new policy and procedure document, consider the reader and how they can find the
information when choosing a title.
o Where possible, use the main identifying word as the first word in the title.
o Keep titles short and simple.
o Choose words that best reflect the primary or overarching subject matter and those that readers will
understand.
o AFTRS no longer puts ‘AFTRS’ in the title of the document.
The type of document is included at the end of the title only. For example, ‘Use of Inclusive Language
Guideline’, not ‘Guideline for Use of Inclusive Language.
Finding information fast
The contents table, hyperlinks (internal and external) and numbered paragraphs/lists help readers find the
information they need; they are helpful, especially in lengthy documents.
Ordering topics logically and choosing headings and sub-headings that best describe each topic in a few
words will help readers find what they need quickly.
When using numbered statements/paragraphs, keep it simple. Limit numbering to three levels:
o first level (i.e.1, 2, etc.)
o second level (i.e. 1.1, 1.2, etc.)
o third level (i.e. 1.1.1, 1.1.2, etc.) (only use third-level numbering if absolutely necessary. However, the
template is set as default for this level to be bullet points).
o The use of bullet points within each level is acceptable also.
<<Insert Subject Name Here>> Policy
Effective Date: DD Month 202Y [All details are provided by Pol & Gov Officer]
Version Number/Code: vX.XX_PPG<XXX>
Page 9 of 9
Once PRINTED, this is an UNCONTROLLED DOCUMENT. Refer to Intranet Policy Bank for latest version
