It is our policy to

You usually put this phrase right at the start of a sentence. Follow it with a verb that describes the action. For example, It is our policy to protect your data. You can use it to explain a benefit or a restriction. It works best when you want to sound authoritative but polite. It takes the pressure off the individual person. They are just following the "policy."

Use this in professional emails or during customer service calls. It is perfect for explaining why you can't do something. If a customer asks for a discount you can't give, use this. It is also great for setting expectations in a contract. If you are a manager, use it to explain office rules to new hires. It sounds much better than saying "I don't want you to do that."

Never use this with your best friends or family. If you tell your partner It is our policy to wash dishes immediately, they will think you are a robot. Avoid it in very casual text messages. It can feel cold or dismissive if used in an emotional situation. If a friend is crying, don't talk about "policy." It is also too heavy for small, unimportant choices. Don't use it for your personal breakfast habits unless you are joking.

In Western business culture, this phrase acts as a "corporate shield." It allows an employee to say "no" without being the "bad guy." It reflects a culture that values systems and standard procedures over individual favors. In the US and UK, it is often seen as a way to ensure fairness. If there is a policy, everyone is treated the same way. It became very popular during the rise of big corporations in the 20th century.

You might also hear It is company policy to or Our policy is to. Sometimes people say As a matter of policy, we... to sound even more formal. In casual offices, people might just say We usually... or Our rule is... but It is our policy to remains the gold standard for formal business English. It adds a layer of serious professionalism to any statement.