Word Policy Document With Numbered Clauses and Cross-References
Draft a policy in a form that stays correct when sections move.
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[VERIFY] is an editorial flag, not a blank to fill. Wherever the prompt shows [VERIFY], check that item against a reliable source before you use it.
Draft a policy document that I will build in Word with numbered headings and automatic cross-references. Policy topic: [TOPIC]. Organisation type and size: [ORGANISATION]. Who must follow it: [AUDIENCE]. Rules and facts to include: [RULES]. Related policies: [RELATED_POLICIES].
Write from my facts only and do not copy another organisation's wording; plain enough for a new employee. Structure: purpose, scope, definitions (each term defined on first use), responsibilities, the rules in numbered clauses (1, 1.1, 1.2) as short, testable statements using must and should consistently, exceptions and how to request one, breaches and consequences (marked for HR or legal review), review date and review triggers (a change in law, an incident or a reorganisation, as well as the yearly review), owner, and a version history table (version, date, change, approver). Show cross-references as {REF: 4.2} so I can replace them with real fields, and number clauses so each can be cited in a meeting. Check internal consistency and list what you found: a term used before it is defined, conflicting rules, a responsibility without an owner, and an exception that swallows the rule.
Explain how to set up multilevel numbering linked to heading styles, insert cross-references and update fields before printing [VERIFY menu names]. Add a one-page plain-language summary, a list of questions the policy owner must answer, a distribution list placeholder, and a communication plan (how staff are told, how acknowledgement is recorded, when training or a briefing is needed). This is a drafting aid; a qualified person should review where law or contracts are involved [VERIFY].
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