This policy procedure sets out how the business communicates with stakeholders, the media and staff, who approves external material, and the rules for social media use.

Effective Policy Templates

This policy template is supplied in fully editable MS Word format and can be easily customised and edited. The document uses pre-defined style formatting throughout, with all text in Calibri font for improved readability.
The following document labelling is included in the footer:

• Policy number and title
• Information-classification
• Version
• Page number / total pages

alphaZ documents - beautifully designed, tried and tested policy templates. No junk, jargon or unnecessary content. Simple and usable policy templates developed over 25 years through practical use in the real world.

Further Reading

Further guidance on communication and awareness:

• Awareness of the Management System
• Consultation with Workers on Health and Safety
• ISO 9001 Clause 7.4 - Communication
• Managing Staff and Workers knowledge base

Logo Update Service

Download this policy with your company name and logo already added!
Document Preparation is included with the alphaZ subscription.

How to Download

This file is included in the alphaZ subscription.

Need Help Implementing?

If you'd like hands-on help setting up your communication and social media arrangements, our remote support services provide direct expert input from our team, by the day, by project, or on an ongoing basis.

Communications Policy Procedure Template

The Communications Policy Procedure is a Word template that sets out how a business communicates with its internal and external stakeholders. It covers guiding principles and response times, external communication and what must be approved before release, responding to media enquiries, public statements of personal opinion, social media rules for staff and company accounts, and internal communication.

It applies to all internal and external communications made by the company and to all employees. Title, File Location, Issue No, Issue Date, Controlled By and Approved By fields, an Amendment Record and a Business Use classification in the footer support document control.

What the Policy Covers

• Amendment record, summary, scope and applicability - the purpose of the policy, its scope of all internal and external communications, and who it applies to
• General principles - authorised media contact only, acknowledging information requests within one working day, developing stakeholder contacts and clear, jargon free communication
• External communication - factual, reviewed and authorised communications, setting tone and message, and the materials the appointed marketing representative must approve
• Responding to media enquiries - passing enquiries to the most senior manager available and a holding statement for the employee who takes the enquiry
• Personal opinion and social media - refraining from public statements of personal opinion, conduct prohibited on social networking sites and removing postings that breach the policy
• Company social media accounts - written permission to set up accounts, using a work email address, telling the manager the account details, and the right to restrict access
• Internal communication - professional and courteous communication between employees, minutes of formal meetings cascaded to staff, and talking issues through rather than relying on email

Built for Clear and Consistent Communication

• An acknowledgement of every information request within one working day, with a timescale for the full response
• A ready holding statement for any employee who receives a media enquiry
• Adverts, presentations, printed media, online postings and the website approved by an appointed marketing representative
• Written manager permission before any social media account is set up for company business
• Minutes taken of all formal meetings and cascaded to the employees who need them

Who Needs a Communications Policy Procedure?

Any business that wants consistent messages going out to stakeholders, the media and the public, and clear rules for staff on social media. It is used by managers, whoever handles marketing and every employee who represents the business.

Using the Policy

Edit the arrangements to match your own, such as who is authorised to speak to the media, who your appointed marketing representative is, the wording of the holding statement and your response timescales. Name the person responsible in the Controlled By field, give it top level approval and brief all staff, especially on social media.

Related Documents

The P-17 Communications Policy is the policy statement on communications that sits alongside this procedure.