INTRODUCTION TO TECHNICAL WRITING:

THE POLICY BRIEFAlbert Francis E. Domingo, MD

https://ph.linkedin.com/in/albertdomingo

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)

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)

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)

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)

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)

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)

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)

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)

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

How to start writing1. 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)

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)

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)

Marking criteria%

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