Writing aged care policy documents is only half the battle. If your formatting is unclear, your message can get lost in the noise. A good policy must not only say the right thing, it must look right too. Think of it like serving a good meal—it is not just about the ingredients, it is also about how it is plated. In aged care, clear formatting is more than a preference—it is a responsibility.

Whether you are updating existing aged care policy templates or writing new ones from scratch, structure and layout matter. Poor document formatting can lead to confusion, missed responsibilities, and increased compliance risks.

Let us walk you through a practical formatting guide for your aged care policies. This guide is designed to help aged care providers, healthcare administrators, compliance officers, aged care workers, nursing home managers, and consultants in Australia keep their documents clear, consistent, and compliant.

Why Formatting Matters in Aged Care Policies

Imagine picking up a manual that has no headings, inconsistent fonts, and paragraphs that run for miles. Frustrating, right? Now imagine a new staff member trying to follow a resident’s medication protocol in such a document. That is a recipe for mistakes.

A properly formatted policy:

• Is easy to read and understand
  
• Clearly outlines roles, responsibilities, and procedures
  
• Supports training, audits, and compliance checks
  
• Reflects professionalism and care
  

Good formatting is not about being fancy. It is about being clear, usable, and reliable.

Start with a Clear Document Structure

Every aged care policy document should follow a logical structure. Readers should know what to expect and where to find it.

Here is a basic outline:

1. Policy Title
   
2. Purpose
   
3. Scope
   
4. Definitions
   
5. Policy Statement
   
6. Procedures
   
7. Roles and Responsibilities
   
8. Related Documents
   
9. Review Date and Version Control
   

You can find well-structured aged care policy templates on Governa AI’s Policy Templates page. These templates are already set up with the right headings, so you do not have to reinvent the wheel.

Use Consistent Headings and Subheadings

Headings are like signposts on a highway—they help you get where you need to go. Keep them consistent in size, style, and order.

• Use bold for all main headings (like “Policy Statement” or “Procedures”).
  
• Use a larger font size for section headings and a slightly smaller size for subheadings.
  
• Stick to the same font throughout the document—Arial, Calibri, or Times New Roman in size 11 or 12 is safe and easy to read.
  
• Avoid underlining headings. It can look messy on printed documents.
  

Make sure all policies follow the same heading structure. This makes it easier for your staff to flip between documents without second-guessing what they are reading.

Break Up Long Sections with Bullet Points or Numbering

No one enjoys a giant block of text. People are more likely to read and remember short, snappy points. For example, instead of writing:

The nurse must administer medications as prescribed, monitor for side effects, record doses in the chart, and report any unusual symptoms to the doctor immediately.

Try this instead:

The nurse must:

• Administer medications as prescribed
  
• Monitor for side effects
  
• Record all doses in the chart
  
• Report unusual symptoms to the doctor immediately
  

Looks better already, does it not?

Use Clear, Simple Language

Formatting and structure go hand in hand with language. If the layout is clean but the wording is confusing, the message still gets lost.

Here are some quick tips:

• Use plain English. Write like you are talking to someone in person.
  
• Avoid jargon or overly technical terms. If you must use them, define them in the Definitions section.
  
• Keep your sentences short. Aim for one idea per sentence.
  
• Be direct. Instead of writing “It is recommended that staff undertake…” just write “Staff must complete…”
  

Add Page Numbers and Footers

When someone prints your policy, they should not have to guess which page they are on. That is where page numbers come in handy.

Use the footer for:

• Page numbers
  
• Document title
  
• Date of last update
  
• Version number
  

For example:

Page 2 of 6 | Incident Reporting Policy | Version 3 | Reviewed: March 2025

This gives your document a neat, professional feel—and it helps with version control during audits.

Use White Space Wisely

White space is not wasted space. It gives the reader’s eyes a rest. Avoid cramming too much information on one page.

Leave:

• Space between sections
  
• Room between bullet points
  
• Margins on each side
  

Think of it like breathing room for your words.

Follow a Consistent Policy Layout Across All Documents

When all your aged care policies follow the same format, your staff knows what to expect. This consistency is a time-saver and a stress-reducer.

Governa AI offers a full range of aged care policy templates that already have this structure built in. You can adapt them for your facility’s needs without worrying about formatting from scratch.

Document Formatting Do’s and Do Not’s

Here is a quick cheat sheet to guide your formatting decisions:

Do:

• Use consistent font styles and sizes
  
• Include a clear table of contents for long documents
  
• Number sections for easy reference
  
• Use bold text for emphasis (but not too much)
  
• Keep margins and spacing neat
  

Do Not:

• Use colourful fonts or background images
  
• Overuse capital letters—THEY ARE HARD TO READ
  
• Mix different fonts in one document
  
• Skip headings or write one giant paragraph
  
• Use slang or informal words
  

Prepare for Compliance and Audits

Good formatting does more than look nice—it makes your policies easier to review and update. When an auditor visits your facility, they should be able to pick up any policy and find the right section quickly.

A well-structured policy:

• Makes reviews faster
  
• Reduces questions during staff training
  
• Keeps everyone on the same page
  

Policies that look messy can raise eyebrows, even if the content is correct.

Keep Version Control Front and Centre

Every policy needs a version history. This is how you track updates, know which copy is current, and show auditors that you are maintaining your documentation.

Your version control table should include:

• Version number
  
• Date of review
  
• Person responsible
  
• Summary of changes
  

Place this table near the front or back of the policy so it is easy to find.

Review and Update Formatting Regularly

Even the best formatting can go stale. Set a routine for reviewing your aged care policy layout and structure.

Ask yourself:

• Are the headings still clear?
  
• Does the format work on screen and in print?
  
• Have regulations changed since the last update?
  
• Can new staff easily follow the procedures?
  

If the answer to any of those is “no,” it might be time to tidy up the layout.

Final Thoughts

Formatting your aged care policy documents is not just a cosmetic job—it supports clarity, safety, and compliance. If your layout is hard to follow, your policy might be misunderstood, misapplied, or even ignored.

You do not need to start from zero. If you want ready-made tools that take the guesswork out of formatting, you can check out Governa AI’s aged care policy templates. They are built for the Australian aged care sector and are ready to customise for your facility.

Ready to give your aged care policies the structure they deserve? Visit Governa AI’s policy templates and get started today. Save time, reduce risk, and give your team policies they can actually follow—no magnifying glass required.