A short presentation on the basics of writing a policy brief for use in the health sector. This is meant to be accompanied by hands-on learning materials (pre-test, exercise, post-test).

1. INTRODUCTION TO TECHNICAL WRITING:
THE POLICY BRIEF
Albert Francis E. Domingo, MD
https://ph.linkedin.com/in/albertdomingo

2. What is a ‘policy brief’?
• A short document that provides findings and
recommendations to an audience who may not be experts
in an area of interest
• Considers all the salient aspects of an issue from a
position of credibility and expertise (i.e., best evidence
available)
• Is only as good as the data/evidence supporting it
• Two basic types: advocacy brief, or objective brief
(DeMarco and Tufts 2014; FAO 2011)

3. Considerations before writing
• What are the interests and expertise of the (primary)
target audience?
• Determine how knowledgeable the group is about the topic
• Adjust the level of writing, explanations, and examples as
appropriate
• For advocacy briefs, consider how much persuasion is needed
• Anticipate that the document may have wide circulation
• When and how should the document be delivered?
• Determine the proper timing of delivery
• Keep it short and simple (KISS)
(DeMarco and Tufts 2014, with modifications)

4. Common sections of a policy brief
• Executive summary
• Background and significance
• Position statement with recommended actions
• Reference list that is timely and reputable
(DeMarco and Tufts 2014)

5. Executive Summary
• Provides an overview for busy readers
• The first (and sometimes only) chance to get attention
• Should be written last, and in no more than one page
• Should answer: ‘What is this about?’
• Suggested sections:
• Purpose
• Summary of finding / key messages
• Policy implications/recommendations
(DeMarco and Tufts 2014, with modifications; FAO 2011)

6. Background and significance
• Immediately states the purpose/focus of the policy brief
• Explains the importance and urgency of the issue by
describing issues and providing context. Answers, ‘why?’
• Focus on meanings, not methods
• Briefly cites available/supporting evidence
• Avoid: polemics, social media
• Use sparingly: mainstream and influential mass media
• Use cautiously: ‘official’ reports and other grey literature
• Use extensively: data and analyses from current, reputable, and
peer-reviewed scientific publications
• Highlights ‘key concerns’ that will be addressed later in
the document
(DeMarco and Tufts 2014, with modifications; FAO 2011)

7. Position statement
• Has strong assertions using balanced & defensible ideas
• Highlights recommendations using clear, concise,
appropriate, and directly actionable language
• Extensively uses available/supporting evidence
• Avoid: polemics, social media
• Use sparingly: mainstream and influential mass media
• Use cautiously: ‘official’ reports and other grey literature
• Use extensively: data and analyses from current, reputable, and
peer-reviewed scientific publications
• Relate findings to the ‘big picture’
• Build on context-specific findings, but draw conclusions that are
more generally applicable
(DeMarco and Tufts 2014, with modifications; FAO 2011)

8. Structuring the main text
• Structure the text in a logical manner
• Keep paragraphs short and restricted to a single idea
• Use headings and subheadings
• Re-read each paragraph and ask: ‘so what?’; If it takes time to
answer this question, then rewrite / delete
• Sequencing options
• Problem – effects – causes – solution
• Subject 1 – subject 2 – subject 3 – policy implications
• Example 1 – example 2 – example 3 – policy implications
• Problem – intervention – results – policy implications
• Context + mechanism = outcome
(FAO 2011, p.153; Pawson 2006)

9. Reference list
• Use consistent referencing and citation for all evidence
presented
• Citation formatting and style are chosen to maximise
space in the document’s sections
• Sequential numeric referencing is preferred
• The use of footnotes or endnotes is also popular
• Consider using reference management software (e.g.,
EndNote, Mendeley, etc) for convenience
• Consider including a briefly annotated bibliography for
‘further reading’
(DeMarco and Tufts 2014, with modifications)

10. How ‘brief’ is a policy brief?
• No more than two to four pages in length (approximately
1,500 words) for the main document
• 1-3-25 maximum rule of thumb
• Maximum of one page for the Executive Summary
• Maximum of three pages for all other main sections
• Maximum of 25 pages for any pertinent technical annexes
• Use a straightforward, sans serif font that is easy to read
• Avoid: Comic Sans, Brush Script, and similar fancy fonts
• Be cautious: Times New Roman
• Use: Arial, Calibri
• Use 11 or 12 pt font size, 1.5 line spacing, and 1” margins

11. How to start writing
1. Find the big picture
• What problem or policy issue is being addressed?
• What is the local context of the problem/policy issue?
• What does the scientific literature say?
• Who will read your policy brief, and what can they do?
2. Write from scratch
• There is no prescribed method
• One approach is to begin with a bullet point list of ideas (whether
your own, or from the literature – in latter case, always cite)
• Organise the ideas into an outline with a logical ‘story’
• ‘Flesh out’ the outline. Revise the content and supplement with
pictures, tables, and other materials as appropriate
• Clean and format. Keep track of page/word counts and limits
(FAO 2011, p.167-168, with modifications)

12. The SMOG test for readability
• Statistical Measurement of Gobbledygook (SMOG)
readability formula
• Counts all the words containing three or more syllables within three
10-sentence passages of a document to get a reading level score
• The SMOG grade is the grade level (US educational
system) that a reader must have reached if s/he is to fully
understand the text assessed
• NOTE: readability formulas like SMOG do not measure
reader comprehension, and were not designed to be
writing guides
• Use for guarded feedback after producing a complete draft
(Hedman 2008, with modifications)

13. Strategies to lower the SMOG grade
• Replace larger words with smaller words
• Decrease the number of polysyllabic (three or more syllables)
words in each sentence
• If larger words cannot be replaced with simpler terms, a definition
should be provided
• Use the active voice
• Use pictures, tables, and figures, where appropriate
• See FAO 2011, pp.159-161
• Avoid the use of medical/health jargon
• BUT, the final document should not appear choppy and
lose its original meaning
(Hedman 2008)

14. Marking criteria
%
Reliable research/evidence base 40
Logical flow/coherent storyline 30
Readability (SMOG/other score) 20
Presentation/format 10