City of Minneapolis
Instructions
for Policy and Procedure Writing
Formats Definitions
Policy Review Group Approval: 7/11/2006 Contact for Assistance: City Clerk Merry Keefe, 673-3765
I. Write your policy and procedures for maximum understanding A. Use clear, concise language. B. Avoid abbreviations and acronyms. C. Keep it simple. Policies and procedures need to be understood by a wide range of people, not just attorneys. II. Format your document for clarity and consistency A. Use the City standard for numbers and letters. A standard, yet flexible format ensures consistency from one written policy and procedure to another and facilitates revisions. B. Include page numbers and an index for long policies. III. Organize your content in a consistent manner and include these components A. Policies 1. Standard header: “City of Minneapolis Policy on” 2. Title 3. Links to procedures, forms, receipts when applicable 4. Box with information about the policy 5. Purpose and Scope: Write a short statement on why the policy exists and what it covers 6. Definitions: Include a definitions section ONLY for unique terms that, by being defined, would add to the reader's understanding of the basic policy. Define unfamiliar or technical terms. Define terms with special meanings. List terms in alphabetical order. 7. General Content: Statement of the policy. Remember to separate out procedures. 8. Roles and Responsibilities B. Procedures 1. Standard header: “City of Minneapolis Procedure on” 2. Title 3. Links to the policy, forms and receipts when applicable 4. Box with information about the procedures 5. Required steps for the procedures 6. Roles and Responsibilities 7. Warnings if any
M/CityCommon/PolicyReviewGroup/CityTalkContent/Instructions 7/11/06