Policy/Procedure Document Assignment
This assignment asks you to demonstrate your understanding of a common
type of business writing: the policy or procedure document. You will
work either from your own experience or from a case your instructor will
You will write rough drafts of both the GRACE analysis and the document.
In group conferences we will develop revision strategies for the drafts.
A GRACE analysis memo (1-2 pages) in which you analyze the writing situation
and explain your choices regarding the content, format, organization, and
style of your document.
A Policy or Procedure document (1-2 pages).
ASSIGNMENT FOR DOCUMENT BASED ON WORKPLACE EXPERIENCE:
Drawing on your own experience, design a policy or procedure that your
workplace or organization could use. For example, you might select
an "unwritten" policy that is currently followed within your organization
and write it down. Or, you might develop an new policy that is needed.
Or, you might select a task that is routinely performed in your organization
and write a document that could be used to train a new employee to perform
it. Demonstrate your understanding of GRACE principles and pages
156-79 by creating a 1-2 page memo (or other appropriate document, as the
situation warrants) that explains the policy or procedure. Write
a GRACE analysis memo so that I can follow your thinking and understand
your choices for the document regarding content, format, organization,
ASSIGNMENT FOR DOCUMENT BASED ON A CASE:
Your instructor may supply a case for you to work from. This case
will describe a business or organizational context in which there is a
need for a policy or procedure document. Demonstrate your understanding
of GRACE principles and pages 156-79 by creating a 1-2 page memo (or other
appropriate document, as the situation warrants) that explains the policy
or procedure. Write a GRACE analysis memo so that I can follow your
thinking and understand your choices for the document regarding content,
format, organization, and style.
The policy or procedure document
The GRACE analysis memo analyzes the writing situation and explain
your choices in a well-written, well-formatted cover memo addressed to
Achieves its primary goal of "damage control": preventing employees from
hurting themselves or others, from damaging equipment, or from committing
the company to something that is harmful to the company's mission.
Clarifies the organizational goals that the policy or procedure serves,
the context in which these goals exist, and the means of accomplishing
Establishes a positive tone and orientation to the reader by focusing on
"Do" rather than "Don't."
Provides positive alternatives along with guidelines that prohibit something.
Includes appeals to utility, authority, and delimitations where appropriate.
Organized and formatted according to who needs what information.
Uses directional signals--page numbering, numbering within sections, indexes,
Uses topic and/or keyword headings and places visual emphasis on risks
Follows any agreed upon institutional format.
Makes the sequence of steps in a procedure clear and provides necessary
Uses clear and concise language
Uses active voice verbs and (where appropriate) commands.
Uses correct grammar, spelling, and punctuation
CONTENT: The analysis highlights and explains major assertions,
decisions, and assumptions. Each section conveys its purpose clearly.
Each section provides enough detail and evidence to be convincing.
ORGANIZATION: The organization is well-suited to purpose and
audience. Categories are logical and, if the writer uses headings,
headings are descriptive.
FORMAT: The memo shows familiarity with the conventions of
standard memo format.
STYLE AND MECHANICS: Grammar, spelling, and punctuation are all
correct. Prose style is clear and concise. Writer uses strong active
verbs whenever possible. Tone and language are well-suited
to audience and purpose.