Learning and
Development Centre
Preparing an Effective Briefing
A briefing is designed to provide information quickly and effectively about an issue. It is often used
to influence decisions or offer solutions. Briefings can be delivered as short written documents or
presented in person. You should prepare in the same way for both.
Consider the following issues when putting a briefing together:
What is the purpose of the briefing?
What points do you need to cover? You need to clarify the constituent parts of the issue and may
also be required to make recommendations on how to proceed. You should provide some insight into
the key points and considerations so that the decision-makers are best placed to come to a
conclusion. Point out areas of potential controversy and suggest the likely impact of any anticipated
actions. If you are making a recommendation, you should explore a range of solutions before making
a persuasive case for your chosen one.
Who is going to read/listen to it?
What do they need to know? Not all detail is appropriate for all audiences; consider who you are
writing for. Do not bore them with ‘irrelevant’ information, or prevent them from making a decision
(or answering others’ questions) because they are missing a crucial piece of background detail.
What do they already know? What do you need to explain to them?
What affects them? What interests them?
How will you structure the information?
Purpose – a statement of the issue or problem in one or two lines, clearly explaining the purpose of
the briefing.
Main Body – information on the background, current situation and options available to move
forward. The information given should be concise, factual, clear, substantiated and unbiased. If
information is missing or unavailable, this should be noted. Consider whether figures, graphs, tables
or charts would be a more suitable to text, but make sure they’re clear and easy to understand.
Conclusion/Recommendations – this summarises what you’ve already said and should include no
new information. The conclusion leaves the reader with a clear message and, where appropriate,
recommendations on how to proceed. Be aware that some people jump straight to the conclusion!
What will it look like?
Short – preferably no more than 2 pages
Clear – has a clear purpose, easy to follow, no jargon
Concise – well edited, not too wordy
Reliable – information is accurate, with notification of missing information
Professional – Proof read for errors, good use of white space to look inviting. If your company or
department has a house style, it should be followed.
Learning and
Development Centre
Briefing document checklist
BEFORE I WRITE
Remember the 5 W’s: who, what, where, why, when, and HOW!
Do I understand the purpose of this document (or presentation)?
Who are my audience?
Do I understand my audience’s needs and what they’re trying to accomplish,
including any ‘trade-offs’ or compromises they would be willing to make?
Do I have all the information I need about the issue in question, including a clear
idea of any areas of controversy?
Have I explored all options?
What are the main points I’m trying to get across?
Tip: Sometimes it’s easier to write if you prepare the conclusion first!
ONCE WRITTEN
Does my briefing have a clear structure – Purpose, Body, Conclusion?
Is it short (preferably 2 pages or less)?
Does the document cover the main points?
Does it include all information that my audience will require, with evidence to
back it up?
Have I flagged any omissions of information?
Have I come to a clear conclusion?
Is there any unnecessary information that should be cut out, or detailed
information in the main body that would be better incorporated into an annex?
Have I used jargon?
Is the document laid out clearly/does it conform to style guidelines?
Has it been proof read?
