Disclosure Policy Style Guide

We have compiled this style guide to ensure our template statements can be used to create a policy that is clear, consistent, and easy to read. We also think it's likely to be useful when constructing your policy too.

Policy statements should be clear and simple

Each item in a policy should cover a single expectation. Items should be clear and simple to facilitate interpretation by all participants.

Use RFC 2119-style language

Each item SHOULD use "MUST", "MUST NOT", "REQUIRED", "SHALL", "SHALL NOT", "SHOULD", "SHOULD NOT", "RECOMMENDED", "MAY", and "OPTIONAL" consistent with their meaning in RFC 2119. RFC-style makes clear the distinction between expectations that are recommendations versus those that are requirements.

Use active voice

Write each policy expectation item in the active voice. This means every statement has a clear actor and an expectation on that actor. ORGANIZATION SHALL..., Reporter MAY..., etc.) Active voice makes it easy to recognize to whom the expectation applies.

Use imperative expectations of others and declarative expectations of self

In general, expectations of others should use "MAY", "SHOULD", "MUST", "MUST NOT", "REQUIRED", or "OPTIONAL".

Expectations that the ORGANIZATION sets for itself should prefer "SHALL" and "SHALL NOT" in place of "MUST" or "MUST NOT".

Similarly, it seems unlikely that ORGANIZATION would use "SHOULD" to refer to its own behavior, rather preferring to use "SHALL", "SHALL NOT", or "MAY" formulations.

Rationale: The policy creator is declaring limits and expectations on their own behavior, not recommending to others what they can/should/might do. In other words, use imperatives for others, declaratives for self.

Separate expectations by role

To the degree possible, separate expectations by role. For example, as we have done by splitting reporters and receivers into separate files. In a real policy, these would become different sections of the document.

Keep it simple / limit complexity

Limit the logical complexity of individual expectations. A single conditional is fine. Consider splitting statements containing multiple conditionals into separate statements.

Consider symmetry

Consider symmetry in policy expectation items. For example, if you expect politeness from Reporters, do you also commit to being polite?

Replace KEYWORDS with specifics

In our template statements, we use KEYWORDS to denote specifics that are stakeholder-specific.

Replace KEYWORDS with specifics that are relevant to your organization.

For example, replace ORGANIZATION with your organization's name, or SLC with "45 days" if that's your organization's standard disclosure timeline.