This document we help in understanding basic aspects and know how of Drafting of HR policy.

1. Guideline on “Knowhow of drafting Policy document and its rollout”
Purpose of preparing documented policy is to provide clarity on entitlement and procedure of any
aspect of departments functioning / facilities / services to the end user:
A] Basics of Policy drafting:
1. Structure of Policy document should contain following:
a. Objectives (In some cases you can add preamble)
b. Scope / exclusion
c. Policy entitlement / Guideline about entitlement
d. Procedure part
e. Responsibility at various level
f. Deviation approval mechanism
g. Policy Revision period
h. Version control
i. Forms Formats & Annexure
j. Definition / abbreviation
2. Nice to have in policy document:
a. File/document, it’s accountability, location, access to whom, period
3. Format of Policy document should include following:
a. Policy / Document number
b. Policy version no.
c. Revision date
d. Page no. in format like Page 1 of 4
e. Follow the same layout margin and format
4. Add table wherever require, explain complex points with case example.
5. Annexure should be at last.
6. Basic concerns
a. Drafting should be simple and easy to understand language.
b. Avoid jargons
B] Steps to be followed in Policy drafting to it’s rollout:
1. Define key salient features of policy collectively with all concerned stake holders.
2. Carefully draft the policy as per the objectives.
3. Check for grammar & spelling correction.
4. Check if every aspects have been covered in the draft.
5. Check for any loophole / odd cases.
6. If required add rider to mitigate add cases.
7. Get the first cut read by the close group to validate it’s interpretation and validation.
8. Get it signed by top management.
9. In case if it required to circulate the policy copy to third person, circulate it in hard copy or in
PDF only (Policy should not be circulated in editable word file).
10. Prepare user reference document, Do’s & Don’ts, SOP for rollout wherever required.
11. If possible explain the policy to end user in small group, do not just circulate it.