Policy Writing
The Three-Audience Problem With IT Policies. 3 AI Prompts to Fix This
Your policy document is legally bulletproof. Your lawyers love it. Your employees? They’ve never read past page two.
This is the Clarity-Compliance Gap. And it’s costing you more than you think.
The Three-Audience Problem
Every policy document must satisfy three masters. Legal wants precision. Management wants enforcement. Employees want simplicity. These goals fight each other constantly.
Here’s what happens when you favour one over the others:
- Too legal: Dense jargon. Nobody reads it. 40% higher non-compliance rates.
- Too simple: Vague guidance. No teeth. Impossible to enforce.
- Too management-focused: All punishment, no clarity. Breeds resentment.
Sound familiar?
Why Plain English Isn’t Dumbing Down
Policy managers often resist simplifying language. It feels like weakening the document. The opposite is true.
Plain English doesn’t mean imprecise. It means removing barriers between your intent and your reader’s understanding. A policy written at a Year 8 reading level can still be legally enforceable. The law doesn’t require confusion.
Consider this sentence from a real HR policy:
“Employees shall refrain from engaging in conduct that could reasonably be construed as detrimental to the organisation’s interests or reputation.”
Now try this:
“Don’t do anything that could harm the company or its reputation.”
Same meaning. Half the words. Twice the impact.
The 60-Second Test
Your end-users need to understand their responsibilities in under 60 seconds. That’s not a preference. It’s a requirement.
People read policies when something goes wrong. They’re stressed. They’re scanning. They need answers fast. If your policy buries the key action three paragraphs deep, you’ve failed.
Try this structure for every section:
- What must I do? (The action)
- When must I do it? (The timeline)
- What happens if I don’t? (The consequence)
Lead with the action. Always. For more techniques on making complex documents scannable, see this guide on how to write effective bullet and number lists.
Layering: The Secret to Satisfying Everyone
You can’t write one paragraph that pleases legal, management, and employees simultaneously. Stop trying.
Instead, layer your document:
Layer 1: The Summary. Write a plain-English overview at the start of each section. Two or three sentences. This is what employees read.
Layer 2: The Detail. Add the specifics management needs to enforce the policy. Procedures. Timelines. Responsibilities.
Layer 3: The Legal Backbone. Include precise definitions and compliance language in a definitions section or appendix. Legal gets their precision. Employees don’t have to wade through it.
This isn’t hiding information. It’s organising it for different readers.
Words That Kill Compliance
Some words actively sabotage your policies. Avoid these:
- “Shall” — Use “must” instead. Clearer and just as enforceable.
- “Endeavour” — Use “try” or “aim to”. Nobody endeavours anything.
- “Notwithstanding” — Use “despite” or “even if”. Your readers aren’t 18th-century barristers.
- “Pursuant to” — Use “under” or “following”. Simpler. Same meaning.
Every unnecessary word is friction. Friction breeds ignorance. Ignorance breeds non-compliance.
Testing Your Policy Before Launch
Before you publish, run two tests:
The Readability Test: Paste your text into a readability checker. Aim for a Flesch-Kincaid grade level of 8 or below. Higher than 10? Rewrite.
The New Starter Test: Give the policy to someone unfamiliar with your organisation. Ask them to explain what they must do. If they hesitate, your policy needs work.
Policies aren’t written for experts. They’re written for the confused person at 4pm on a Friday who just needs to know what to do next.
Building Enforceability Into Clarity
Clear policies are easier to enforce. Not harder.
When a policy states “Employees must report data breaches within 24 hours,” there’s no ambiguity. The employee knew the rule. The employee broke it. The consequence follows.
Compare that to: “Employees should endeavour to report potential security incidents in a timely manner.” What’s timely? What’s potential? Good luck enforcing that.
Specificity protects everyone. The employee knows exactly what’s expected. Management has clear grounds for action. Legal has an audit trail.
A comprehensive policy manual template can help you structure each section to achieve this balance from the start.
3 AI Prompts to Help You Write Your Policy Document
Copy and paste any of these prompts into ChatGPT, Claude, or your preferred AI tool. Replace the text in [square brackets] with your own details.
Prompt 1: Convert Legal Language to Plain English
You are a plain-language editor specialising in corporate policy documents. Your task is to rewrite the following policy section in Plain English at a Year 8 reading level while preserving all legal obligations and enforceable elements. Keep sentences under 20 words. Use active voice. Replace jargon with everyday words. After the rewrite, highlight any terms that must remain technical for legal reasons. Here is the policy section: [Paste your original policy text here]
Prompt 2: Create a Layered Policy Structure
You are a policy documentation specialist. Your task is to restructure the following policy content into three layers: (1) A 2-3 sentence plain-English summary for employees, (2) Detailed procedures for management including timelines and responsibilities, and (3) A definitions section with precise legal terminology. The topic is [policy topic, e.g., data breach reporting]. The key requirements are: [list main obligations]. The consequences for non-compliance are: [list consequences]. Format each layer with clear headings.
Prompt 3: Apply the 60-Second Clarity Test
You are a corporate communications reviewer. Your task is to evaluate the following policy section using the 60-Second Clarity Test. Identify: (1) Can a reader understand their specific responsibilities within 60 seconds? (2) Are the what, when, and consequences clearly stated upfront? (3) Which sentences create confusion or require re-reading? Provide a revised version that puts actions first and cuts unnecessary words. Here is the policy section: [Paste your policy text here]
Get Started Today
If you’re tired of writing policies that legal approves but nobody follows, the Policy Manual Template Pack at Klariti gives you pre-built structures that balance enforceability with accessibility from the first draft. Download the Policy Manual Template Pack here and start creating policies your employees will actually read.
