Quality policy example (ISO 9001 5.2)
A quality policy is a short statement by top management about what quality means for your company and what you commit to. Clause 5.2 of ISO 9001 sets out four requirements on content and three requirements on how you make the policy available and communicate it. It is a mandatory document and the basis for your quality objectives. Below you will find two worked examples that meet both ISO 9001:2015 and the new version of 2026 .
Short answer: a quality policy must suit your company and strategy, provide a framework for objectives, and contain two commitments: meeting the requirements that apply to you, and continual improvement. Half a page is enough, as long as employees know it.
On this page
The seven requirements at a glance.
What does 5.2 require?A worked text for a technical SME.
Installation company exampleA worked text for an IT company.
Service provider exampleHow the policy is assessed.
What the auditor checksWhat does ISO 9001 clause 5.2 require of the quality policy?
Clause 5.2 has two parts. Clause 5.2.1 covers the content, clause 5.2.2 covers communication. Top management establishes the policy and keeps it up to date.
| Requirement | Clause | What you do in practice |
|---|---|---|
| Suitable for the purpose and context, supports the strategy | 5.2.1 a | Refer to what your company does and for whom |
| Framework for quality objectives | 5.2.1 b | Name the themes for which you set objectives |
| Commitment to meet applicable requirements | 5.2.1 c | Client requirements, legislation and standards |
| Commitment to continual improvement | 5.2.1 d | Describe how you learn and improve |
| Available as documented information | 5.2.2 a | With version, date and signature |
| Communicated, understood and applied | 5.2.2 b | Induction, team meetings, intranet |
| Available to interested parties | 5.2.2 c | On request or on the website |
Pay attention to the word “understood” in 5.2.2. The auditor asks employees what the policy means for their work. That is why you write it in plain language.
ISO 9001:2026 also asks top management, in clause 5, to promote a quality culture and ethical behaviour. One sentence on this in your policy is a simple way to make that visible. Read more about the revision of ISO 9001.
Quality policy example 1: installation company
This fictional installation company has twelve employees and works for housing associations and businesses. Adapt the italic parts.
Quality policy Installatiebedrijf De Vries B.V.
Version 2.0, approved on 10 February 2026 by J. de Vries, director
De Vries B.V. designs, installs and maintains electrical installations for housing associations and businesses in North Holland. Our clients rely on installations that are safe, finished on time and right first time.
That is why we commit to:
- Delivering what we agree and complying with the legislation, regulations and standards that apply to our work, such as NEN 1010.
- Working with skilled people who are qualified and trained for their task.
- Learning from mistakes and complaints, and improving our work and our quality management system every year.
- Being honest when something is not going well, even when that is uncomfortable.
Every year we set measurable objectives on three themes: finishing without outstanding items, lead time and customer satisfaction. We discuss progress in our team meetings and in the annual management review.
Every employee is responsible for the quality of their own work. Management provides the people, resources and time to make that possible.
Signature of director
This policy is about 180 words and covers all requirements. The three themes form the framework for the objectives (5.2.1 b). The sentence about honesty shows the quality culture.
Quality policy example 2: IT service provider
A fictional IT service provider with thirty employees that delivers software maintenance and support.
Quality policy Helder IT B.V.
Version 1.3, approved on 3 March 2026 by management
Helder IT develops and maintains business software for medium-sized organisations. Our strategy is long-term collaboration with clients who can rely on us.
We commit to:
- keeping the agreements in our contracts and service level agreements;
- complying with legislation and regulations, including the AVG (Dutch GDPR, General Data Protection Regulation);
- continually improving our service and our quality management system based on client feedback, incidents and audits.
Our quality objectives focus on resolution time for reports, the number of defects after a release, and customer satisfaction. We measure these monthly and publish the results internally.
We expect every employee to report errors without fear of the consequences. Only in this way can we learn from them.
What does the auditor check in the quality policy?
The auditor checks the policy on paper in stage 1 and in practice in stage 2. Have this ready:
| Checkpoint | Evidence |
|---|---|
| Contains all elements from 5.2.1 | The policy document itself |
| Established by top management | Signature or record in the management review minutes |
| Up to date | Date, version and discussion in the management review |
| Employees know it | Interviews on the shop floor, induction programme |
| Objectives align | Objectives fall within the themes of the policy |
| Available to interested parties | Website, or a procedure for requesting it |
Common mistakes with the ISO 9001 quality policy
- Copied text. Sentences such as “we strive for the highest possible quality” say nothing and fit any company. The auditor will see that the policy does not fit your context.
- Missing commitments. Without the two commitments (meeting requirements and continual improvement), you do not meet 5.2.1.
- No link to objectives. If your policy is about lead time but your objectives are only about turnover, the framework does not hold together.
- Nobody knows it. A policy in a folder on the server, with no communication, does not meet 5.2.2.
- Never reviewed. Discuss the policy every year, even if you don’t change it. Record that you did.
Can you combine the quality policy with environment or safety?
Yes. Many companies with several certificates create one combined KAM policy (quality, Arbo, environment). Arbo is the Dutch occupational health and safety law. In that case, make sure the commitments of each standard are included. For ISO 14001, for example, your policy must also include a commitment to protecting the environment. See drafting an environmental policy. For how to combine standards, read combining ISO 9001 with other standards.
Next step
Translate the policy into measurable quality objectives (6.2). Record it with a version and approval as described under document control (7.5), and use the ISO 9001 checklist to check whether clause 5 is complete.
Sources
- NEN-EN-ISO 9001:2026 - clause 5.2 Quality policy
- NEN-EN-ISO 9001:2015
- ISO.org - ISO 9001