How to Write Military Policies & Procedures

Military policies and procedures are based in regulation and legal methods of conducting business. Army regulations are fairly specific, but are open to local interpretation, depending on the assigned mission and need. These localized regulations are often called Standard Operating Procedures, and are used on a daily basis at various unit levels to ensure standardized operational conduct and results.

Things You'll Need

• Computer
• Writing program
• Pad of paper
• Pen
• Applicable Army regulation

Instructions

Writing Military Rules

1. Read the applicable Army regulation. Familiarize yourself with each section that needs a local spin. For instance, if you are going to write about purchasing supplies, you need to read what the regulation says about procurement, and then you need to think about your unit's situation. If at all possible, supplies need to be ordered through Army channels. However, if you are in a place where expeditious receipt cannot be accomplished that way, you need to address the need for local purchase of the items. Once you have read the regulation, you need to read any available material about how the unit has accomplished this particular task in the past. If possible, you also need to talk to unit personnel who have taken care of purchasing, to see how they have been conducting business. You might want to call other units in the geographical area to see how they are handling similar issues as well.

2. Assemble the facts, and tentatively adapt the applicable regulation's dictates to your unit's needs. Conduct research to support your findings. If, for instance, you are writing about award ceremonies, and you are assigned to Alaska, the unit will not be able to conduct parades and ceremonies outside during much of the year. You need to define where you might conduct the ceremonies (i.e. the local gym, or a large auditorium ), and you need to interface with the proper authorities to ensure compliance as needed. In addition, you must find out how you will procure the medals, certificates, and/or ribbons, as above, and define the storage and issue requirements.

3. Outline your material, keeping it in the same order as set forth in the regulation. Provide all details, to include the who, where, when, why, and how protocols necessary for the operations you are going to be conducting. After you collect the facts, you need to meet with the commander to find out his take on the issues. Since he is in command, he is responsible for all operations, and needs to be in sync with, and approve, your recommendations. Once you come to an understanding about exactly what he wants, based on your research, you can prepare to write.

4. Write the Standard Operating Procedure, citing the Army regulation and any local regulations that apply. Use the commander's input, and specifically cite the information unit members will need to know about how to perform this particular function. While names, e-mail addresses, and individual telephone numbers change quickly in the military environment, it is a good idea to include general contact information that will not need to be updated too often. Be as specific as possible, and detail every aspect of the operation.

5. Make an appointment with a lawyer at the Staff Judge Advocate's office. A meeting with legal counsel is always a good idea, since she will be able to review your document for any irregularities, and make suggestions toward ensuring legal operations in the applicable arena. Once you have obtained legal input, make any necessary revisions, and meet with the commander to update him.

6. Finalize the document. Check for spelling and grammar errors, and print a final, clean copy. Meet with the commander again, to review the material and obtain his signature. Once he has signed it, depending on the level of command, either send it to be printed or make copies. At a minimum, you'll need one copy for the section that will be responsible for the actions, a copy for the commander's office, and another to file. File the document in an easily accessible binder, or post it on the bulletin board or other public viewing venue, per the commander's instructions.

Tips & Warnings

• Both military regulations and standard operating procedures need to be updated periodically.

References

• Write Express: How to Write a Policy Manual
• Safecom Homeland Security: Writing Guide for Standard Operating Procedures
• Army Standard Operating Procedure: Ft. Eustis Military Awards and Decorations

Resources

• Official Department of the Army Administrative Publications