How to Write a Briefing Document

Last Updated: 09 October 2024 | Blog Author: Eddard Theroux
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Briefing papers are vital tools used across academic, business, and political spheres to provide decision-makers with concise, well-structured information on a specific issue. Whether you are writing for a senior executive, a board of directors, or policymakers, your ability to present key information succinctly can make or break the decision-making process.

However, how do you write a briefing paper that is not only informative but also persuasive and clear? In this guide, we take you through everything you need to know about briefing papers. We are going all out on it, from understanding their structure to crafting content that meets the specific needs of your audience. By the end of this post, you will be ready to create a compelling briefing paper that stands out.

What is a Briefing Paper?

A briefing paper is a concise, factual document designed to inform decision-makers about a particular issue. Briefing papers contain a summary of facts about an issue, often including course of action or evidence-backed recommendations. A well-done briefing document typically focuses on presenting a problem, analyzing its key points, and recommending a course of action.

As the name suggests, it is supposed to be a brief paper and not a deep-dive research document. It is preferred for it has succinct presentation that facilitates quick understanding. Given the understanding, here are the characteristics of a briefing paper:

The main purpose of a briefing paper is to equip decision-makers with the necessary information to address an issue effectively. It outlines possible options, weighs their pros and cons, and concludes with a recommendation. Briefing papers have a precise statement or set of instructions intended to inform another individual who may have solicited assistance to study and make recommendations on a matter. For instance, an executive assistant for a manager for a board meeting can prepare it. A bureaucrat might also write a briefing paper to an elected official to consider a matter in department decision making.

Related: How to write an executive summary.

Structure/ Format of a Briefing Paper

To ensure your briefing paper is clear and easily digestible, follow a tried-and-tested structure:

Related: How to write a research summary.

Steps for Writing a Briefing Document

When writing a briefing document or a briefing paper, you need to be succinct and concise. Here are the steps to take to arrive at a great one that inspires your target audience:

1. Identify the Purpose

Before starting the writing process, it is essential to define the purpose of the briefing document. Ask yourself:

Understanding the purpose ensures that your briefing stays focused and relevant. For example, a briefing paper designed to present options for resolving a policy issue will look different from one that merely provides background information on a topic.

2. Understand your Audience

Knowing your audience is key to delivering the right message. Consider:

Briefing documents are typically intended for senior leaders, executives, or policymakers, so ensure your content is concise, factual, and easy to digest.

We advise that you adjust the tone, language, and complexity based on your audience’s knowledge level. More experienced audiences might need less background and more in-depth analysis.

3. Conduct a thorough Research

The next step is gathering all the necessary information to provide a solid basis for your briefing document. Your research should be comprehensive but focused, as the document needs to stay concise.

Sources to focus on could include:

Ensure you use credible, up-to-date sources, and always verify your facts.

Related: How to research when writing a paper.

4. Make an Outline

Before diving into writing, organize your research into a clear and logical flow. The structure of your briefing document will typically follow this format:

Related: How to write an academic report.

Remember, a briefing paper typically should not exceed two pages, but it depends on the complexity of the issue. Therefore, keep it simple, composed, and succinct.

5. Write the First Draft

The title and introduction are critical because they set the tone for the entire document.

Example:

Title: "Improving Workplace Diversity: A Strategic Approach"

Introduction: This briefing paper explores the benefits of enhancing diversity within the workplace and outlines strategic recommendations for increasing diversity and inclusion in hiring practices.

After the title, write the background where you provide context and relevant details about the issue. This may include the historical background, key statistics, or previous policies or attempts to address the issue. Keep it factual and concise, avoiding unnecessary detail.

Example:

In recent years, workplace diversity has become a critical focus for many organizations. Research from XYZ Institute shows that companies with more diverse workforces are 20% more likely to outperform their peers. Despite this, many organizations still face challenges in creating inclusive environments.

Next, identify and outline the key issues. Here, you will break down the key aspects of the issue that need to be addressed. These should be the most important points related to the problem, backed by research or evidence. Bullet points or short paragraphs work well to convey this information clearly.

Example:

The next step is to present options for action. Present possible solutions or actions that can be taken to resolve the issue. Provide at least two or three alternatives, explaining the pros and cons of each one. This allows decision-makers to weigh the different possibilities.

Example:

The following section is where you provide a clear recommendation based on your analysis. Be specific and explain why this is the best course of action. Your recommendation should directly address the key issues identified earlier and consider the advantages and disadvantages of the options presented.

Example:

It is recommended that organizations implement a hybrid approach, combining diversity hiring targets with comprehensive inclusion training programs. This strategy ensures that diversity improves while fostering a positive workplace culture.

Finally, wrap up the briefing document by summarizing the key points and restating the recommendation. The conclusion should briefly reinforce the importance of addressing the issue and taking action.

Example:

Enhancing workplace diversity is not just a moral imperative; it is also critical for business success. By implementing strategic diversity initiatives, organizations can create more innovative and competitive work environments.

Related: How to write a research paper.

6. Edit and Proofread

After drafting your briefing paper, take the time to edit and proofread for clarity, accuracy, and flow. Ensure that the document is easy to follow and that all facts and recommendations are well-supported by research. You may also want to have a colleague review the paper to ensure it is understandable to someone who may not be as familiar with the issue.

Related: How to proofread any paper and make it great.

Tips for Writing a Successful Briefing Document

Whether as an assignment or as an actual paper for a real world scenario, a well-written briefing paper helps decision-makers review the status quo and choose potential solutions. Here are some tips to make yours crisp:

Keep it concise and clear

Briefing documents convey essential information in a clear and concise manner. Avoid unnecessary details and focus on delivering key points. Decision-makers typically have limited time, so ensure your document gets to the point quickly. Therefore, aim for brevity, but do not sacrifice clarity. Stick to facts, and avoid overly technical language unless it is necessary for your audience.

Use an organized structure

A briefing document should follow a logical and easy-to-follow structure. Organize your document with headings and subheadings, so the reader can quickly find the information they need. A reader should not struggle to get the facts. It is a summary paper of what might have been a longer research paper.

Write for your audience

Tailor the briefing document to your audience’s knowledge level and needs. Decision-makers such as executives, politicians, or senior management are often your audience, and they require information that is straight to the point. Adjust the tone and content based on the technical knowledge of your readers. If your audience includes non-experts, avoid using jargon or overly complex language.

Use bullet points for key information

Bullet points or numbered lists help present information in a way that is easily scannable. Use them to outline options, key issues, or recommendations. Break down long paragraphs into bite-sized points to make your document easier to read.

Stay objective

A briefing document should present facts and analysis without showing bias. Provide an objective assessment of the issue, and let the evidence speak for itself. Decision-makers rely on these documents to guide their choices, so ensure your recommendations are rooted in data, not personal opinions.

Back up every claim with evidence

Ensure you support your arguments with solid data or credible research. Use statistics, case studies, expert opinions, or other reliable sources to back up your points. Providing evidence adds credibility to your recommendations and helps persuade your audience. Where appropriate, include citations or references to show where your information comes from. This enhances trust in your document.

Focus on the key issue

Do not stray from the central issue or decision at hand. Your briefing document should focus on the problem, its implications, and potential solutions. Avoid including unrelated information or over-explaining tangential issues. After completing your draft, revisit it and remove any information that does not directly support the core purpose of the briefing.

Proffer actionable recommendations

One of the main goals of a briefing document is to offer actionable advice. Be specific with your recommendations and explain why a certain course of action is preferable. Avoid vague suggestions, as decision-makers are looking for clear guidance. Make sure the analysis you provided backs the recommendation.

Consider simple and direct language

Write in plain language that is easy to understand. Avoid complex sentence structures or overly formal tone, as this can confuse readers and detract from the key points. Use active voice where possible. It makes your writing more engaging and easier to follow.

Revise and proofread well

Once you have completed the first draft, review your document for any errors in grammar, punctuation, or clarity. Editing your briefing paper ensures that it is professional, polished, and free of mistakes. Consider asking a colleague or peer to review your paper. Fresh eyes can spot issues you may have overlooked, such as unclear sections or minor errors.

Anticipate questions

Try to anticipate any questions or concerns your audience might have and address them in the document. This proactive approach shows that you have thought through the issue thoroughly and increases the likelihood that your recommendations will be accepted. Include potential risks or challenges associated with each option, as this will help decision-makers make informed choices.

Related: How to hedge when writing a paper.

Checklist for a Good Briefing Paper

It is easy to miss a thing or two even if you use the briefing paper templates you downloaded online. Here is a checklist to help you streamline your paper to meet the highest standards:

1. Purpose and Focus

2. Audience Awareness

3. Content Quality

4. Structure and Organization

5. Clarity and Precision

6. Recommendations

7. Conclusion

8. Objectivity and Neutrality

9. Presentation

11. Length and Brevity

11. Visual Aids (Optional)

To Wrap Up

Writing a briefing paper is a valuable skill in both academic and professional contexts. Whether you are preparing for a meeting with executives or working on an assignment, knowing how to convey complex information clearly and concisely is essential. This guide has provided a structured approach to writing briefing papers, along with practical tips, an example, and a comparison of different approaches you can use depending on the situation.

When done well, a briefing paper helps decision-makers understand an issue quickly and provides a strong foundation for taking action. If you are ever in need of expert writing services, do not hesitate to reach out to Gradecrest.com for guidance, feedback, or full-scale paper writing assistance.

Check out more writing tips and resources on GradeCrest.com, and let us help you take your academic and professional writing to the next level.

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