Creating a Test Policy from Scratch: A Step-by-Step Guide

A Test Policy is a document that describes how testing is organized in your company or team at every stage of development. This “map” of processes helps new employees adapt faster and provides the existing team with a clear understanding of when, what, and how to test, as well as the quality requirements set by the business.

In this article, I’ve gathered practical tips and a structure that will help you create a Test Policy from scratch. The material is based on my own experience and insights from professional QA discussions.

Why do you need a test policy?

1. Transparency. Every team member knows at which point a QA engineer should get involved, and what is done at each stage of a feature’s lifecycle
2. A Single Standard. Everyone uses the same terminology, templates, reporting formats, and checklists
3. Reduced Errors and Risks. With a clearly defined process, you’re less likely to miss critical scenarios or neglect integration checks
4. Faster Onboarding for Newcomers. A new tester or developer receives ready-made guidelines and can integrate more quickly

1. Determine key parameters and your testing environment

Before you start writing your Test Policy, gather information about how development is structured in your company (or project) and in which environment(s) testing is performed.

• Number of environments. How many environments (dev, test, stage, pre-prod) do you have? Who uses them and how?
• Merge process. How does a feature or task make its way to the correct environment? Which status indicates that a task is “ready” to be tested?
• QA involvement in environment transitions. Should QA re-check builds on intermediate environments, run smoke tests, or sign off on a release?

Why it matters: Having a clear picture of your environments is the foundation on which you’ll build your Test Policy. If your merging and release processes are chaotic, consider simplifying or at least documenting the current state first.

2. Define the scope of your Test Policy

What typically goes into a Test Policy? Let’s break it down, referencing real-world discussions and best practices:

1. Object of testing
   Describe which types of applications the policy covers: web, mobile, desktop, microservices, etc. Who is the product’s target audience? What is the system’s purpose?
2. Key testing types
   - Functional Testing (smoke, regression, negative scenarios, etc.)
   - Non-functional (performance, security, usability)
   - Authorized/Unauthorized scenarios (for systems with roles or logins)
   - Integration Testing (if multiple dependencies are involved)
   Clarify which testing types are mandatory, which are optional, and in what circumstances they are executed.
3. Tools you use
   - Task management system (Jira, YouTrack, etc.)
   - Test case repository (TestRail, Zephyr, Confluence, etc.)
   - Automation tools (Selenium, Cypress, Playwright, etc.)
   - Performance testing tools or CI/CD platforms
   Indicate which tools are utilized, any constraints, and where your tests should be stored.
4. Test documentation
   - Test plans and test runs
   - How test cases are written and stored (format, structure)
   - Bug reporting (requirements for titles, descriptions, steps to reproduce)
   - Reporting (which metrics are collected, what the final report looks like)
   If your company follows specific conventions (templates, tags), be sure to document them.
5. Testing process throughout the task lifecycle
   - Early QA involvement. When does QA join the process (requirements review, grooming, sprint planning)?
   - Definition of ready. What must developers provide or complete for a task to be considered test-ready?
   - Actual testing steps. Which tests are performed, how extensive they are, and how results are documented.
   - Definition of done. Which defects are critical, which can be deemed “known” but acceptable; how is a final “quality statement” issued?
   - Going live. Do you need a demo? Who writes the release notes? Which QA activities are necessary before production deployment?
   - Handling missed defects. How do you respond if a major bug is discovered in production? Who decides if a hotfix or rollback is required?
6. Risks and constraints
   - Potential risks (lack of resources, unclear requirements, unstable environments), and mitigation strategies.
   - Who is responsible for deciding if certain testing types will or will not be performed?
7. Roles and responsibilities
   - Who participates in testing: QA, Dev, DevOps, PM, stakeholders?
   - When does each role step in, and what tasks do they own?
8. Document templates
   - Standard templates for test plans, checklists, bug reports, etc. Provide links or attach them as appendices

3. How to align the Test Policy with your team and stakeholders

Writing your Test Policy is only half the battle; it’s essential to align it with key stakeholders:

1. Discuss the strategy with the Project Manager.
   - Determine priorities: for instance, do you need performance testing every sprint or just quarterly?
   - Agree on whether every negative scenario needs an automated test or if basic coverage suffices.
   - Identify at which stage QA should be involved in the development process and whether there are enough resources.
2. Review with the development team.
   - The dev team may have concerns like “Why run smoke tests in all environments when stage alone might suffice?” or might suggest CI/CD tweaks.
   - Decide who is responsible for setting up the test environment if you don’t have dedicated DevOps.
3. Share the draft with the entire team.
   - Provide a link to the document (Confluence or elsewhere) and ask them to comment.
   - Incorporate feedback and finalize the document.

4. Example structure of a Test Policy (Mini-Template)

Below is a brief outline you can use to create your final document or Wiki page:

1. Introduction: purpose of the document, intended audience, brief overview of the project
2. Object of Testing: type of product, core modules, user base
3. Test Strategy: types of tests, tools, environments
4. Testing Process: entry/exit criteria, statuses, role interactions
5. Test Documentation: formats and examples of test cases, bug reports, and overall reporting
6. Risks and Assumptions: potential pitfalls (resource/time constraints, environment instability)
7. Appendices: templates (test plan, checklists, report formats), links to internal Wiki resources

5. Practical tips for creating your Test Policy

• Start small. If you can’t document every testing type and process at once, begin with the most critical steps: how tasks reach QA and what QA does afterward. Expand gradually
• Use real examples. When specifying bug-report requirements, include screenshots or links to real bug reports (with confidential info removed)
• Include relevant links. Your Test Policy shouldn’t exist in a vacuum — reference the tools, CI/CD, coding guidelines, and security requirements you rely on
• Review periodically. Every six months or after any major process change, revisit the document to keep it accurate

Conclusion

A well-defined Test Policy is not just a bureaucratic formality; it’s a tool that helps improve product quality and clarifies processes. Even if you’re starting with a blank slate, aim to structure it so every team member knows what they need to do and when. Gradually adapt the document to match real workflows, and encourage your teammates to provide feedback. Over time, you’ll develop a living, valuable “QA bible” that streamlines and accelerates your daily work.

I hope this article helps you craft your own Test Policy, drawing on key questions, discussions, and practical tips from the professional QA community. Good luck, and may your policy become the solid foundation for product quality!