Imagine being a frontline officer who gets a memo so full of jargon it takes three readings to understand. Or worse — learning about a major department change through social media before hearing it from leadership. Both scenarios damage trust, fuel rumors, and leave staff feeling disconnected from the agency they serve.
In corrections, how you say something is just as important as what you say — especially to your own staff.
Internal communication too often falls into one of two traps: overly formal, jargon-filled memos that feel cold and impersonal, or rushed updates that lack clarity and consistency. Neither inspires confidence, and both contribute to morale issues, confusion, and breakdowns in the flow of information.
That’s where a Staff Communication Style Guide comes in.
It’s not about grammar rules or AP Style. It’s about creating a consistent, human-centered way of speaking to the people who keep your agency running.
Why Tone Matters Inside the Walls
When communication feels clinical or detached, it signals to staff that messages are written at them instead of for them. That kind of tone creates distance between leadership and line personnel.
On the other hand, when communication is clear, respectful, and grounded in plain language, it builds:
- Trust in leadership
- Better understanding of expectations
- Reduced rumors and misinterpretations
- Improved morale, even in difficult times
And in high-stress environments like corrections, that clarity and respect go a very long way.
What Is a Staff Communication Style Guide?
It’s a short, internal-use document that outlines:
- The tone, voice, and language your agency uses in staff updates, memos, and emails
- Plain-language principles to improve understanding
- Examples of good vs. bad phrasing
- Tips for trauma-informed and respectful communication
- Guidance on when and how to communicate (especially in crisis)
It doesn’t replace policy. It supports how you talk about policy — and people.
Pro tip: Don’t build this in isolation. Form a small workgroup of officers, supervisors, and administrative staff to provide input. Their feedback makes the guide more relevant and builds buy-in from the start.
What to Include in Your Style Guide
✅ 1. Tone & Voice Guidelines
Use:
- Plain language
- Active voice
- Brief, respectful phrasing
- Acknowledgment of impact when changes affect staff
Avoid:
- Legalese or policy codes without context
- All caps, underlining, or bold red warnings (unless urgent)
- Impersonal language like “all personnel shall be advised…”
✅ 2. Plain Language Tips
- Use common terms instead of jargon (say “lockdown” not “restricted inmate movement”)
- Keep sentences under 20 words
- Use bullets for clarity
- Use people-first language where appropriate
- Example: “Inmates in the program” instead of “program inmates”
✅ 3. Examples: Good vs. Bad Communication
Bad: “Effective immediately, shift coverage will be modified to align with operational demands.”
Better: “Starting Monday, shifts will change to improve coverage and reduce overtime. Full schedules will be posted Friday.”
—
Bad: “Staff are reminded to comply with the directive outlined in Policy 4.2.b”
Better: “As a reminder, per Policy 4.2.b, staff must document any incident involving use-of-force by the end of shift.”
✅ 4. Crisis or Sensitive Messaging Tone
When addressing:
- Staff deaths
- Inmate suicides
- Critical incidents
…use compassionate, professional language. Acknowledge the emotional impact before diving into procedural updates.
Example: “We know this loss is difficult, and we’re committed to supporting each other through it.”
✅ 5. Timing & Delivery Channels
- Ensure internal messaging happens before external releases
- Choose the right delivery method (email, shift briefing, memo, town hall)
- Avoid sending major updates late Friday or after hours unless urgent
- Always include a point of contact for questions or clarification
Benefits for Leadership
For leaders, a style guide is more than a writing tool — it’s a leadership tool. When staff understand messages the first time, you:
- Spend less time clarifying or correcting rumors
- Minimize resistance that stems from poor communication
- Build credibility through consistency
Clear communication saves time, reduces stress, and reinforces authority.
Final Thought
Corrections staff are trained to respond to the unexpected — but they deserve to be informed with clarity, respect, and consistency.
When you set a standard for staff communication, you don’t just reduce confusion. You set a tone of trust that echoes through every unit, every shift, and every conversation.
A Staff Communication Style Guide helps create that standard. It doesn’t just make your writing better — it makes your leadership stronger.
Because every message you send tells your staff something about how much you value them. Let it be the right message.
👉 Want to build a style guide for your facility or agency? PDR Strategies offers editable templates, coaching sessions, and writing workshops to help your team communicate clearly and lead confidently. Contact us today for your free consultation.