How to Write a Policy Brief: A Step-by-Step Guide

A policy brief is a short document that helps people in power understand a problem and what they should do about it. You write a policy brief to make complicated topics easier to grasp. It’s meant to progress the policy cycle—not be a scholarly article.

Lawmakers, policymakers, government officials, or organization leaders don’t always have time to read long reports. They need something they can read quickly and act on. That is where your policy brief comes in.

But writing one is not just about being short. It has to be clear, practical, and backed by facts. If it’s too vague or too complex, it gets ignored. Our job is to help the reader understand the issue fast and give them actionable recommendations.

Understanding the Audience for Your Policy Brief

Before you start writing, you need to be very clear about who you are speaking to. If you are writing for a minister, a mayor, or a school principal, each one brings different concerns, pressures, and levels of knowledge. That affects everything you write.

You have to ask yourself a few basic questions:

• How much does the reader know about this issue? 
• Are they technical experts or generalists? 
• Are they likely to be supportive or skeptical? 
• What do they care about most: money, safety, public opinion, or legal risks? 

When you know this, you can shape your message in a way that connects with them.

For example, if you’re writing for a finance minister, you will likely focus on costs and economic impacts. But if you’re writing for a public health director, you may focus more on health outcomes and public safety.

Keep your language simple and respectful. Don’t assume they know all the jargon. But also don’t talk down to them. You are offering help, not delivering a lecture.

Defining the Objective for Your Policy Brief

Now that you know who you are writing for, you need to be very clear about what you want to achieve with your policy brief. Don’t wander around different topics—address a specific problem.

Start by stating the problem in plain terms. What is happening? Why does it matter? Use data if you have it, but keep the key points short and easy to follow. 

For example, if you are writing about food insecurity, you might say: “One in seven households in the region cannot afford enough food each month.” That gives your reader a quick sense of urgency.

After defining the policy problem, make your goal clear. Do you want the reader to approve funding? Change a regulation? Launch a new program? Spell it out. If your policy recommendations are vague, your brief loses power.

Finally, connect your issue to current debates or public policy priorities. If your brief ties into issues already on the table, your reader is more likely to act.

Structuring your Policy Brief Template

Policy briefs need a clear structure so a reader can move through the document easily and find what matters most.

Start with a title. Make it short and specific. It should tell the reader exactly what the brief is about. Try to avoid clever titles—just say what the issue is.

Next comes the executive summary. This is a short paragraph or two that explains the problem, why it matters, and what action you are recommending. Think of it like a headline that gives the full picture in 60 seconds.

Then you give a brief introduction that adds some context. What’s happening? Why now? Set the stage.

After that, describe the problem in more detail. Use simple language, strong facts, and clear data. This is where you show why the issue deserves attention.

You then lay out the policy options. What can be done? Usually, you present two or three realistic paths. For each one, briefly explain the pros and cons.

After presenting the options, you give your policy recommendation. Tell them which path you believe is best and why. Be clear and firm.

Wrap up with a short conclusion to reinforce your main message.

Finally, include your references. List any sources, data, or policy research you used. You can also add appendices if you need to share charts, tables, or extra details.

Writing Style and Presentation for Policy Briefs

When you write a policy brief, your number one job is to make it easy for the reader to understand. Use plain language. That means no technical jargon, no complicated words, and no long-winded sentences. Your reader should be able to follow your argument without needing to stop and think about what a word means.

Keep your paragraphs relatively short. Every paragraph should make one clear point. Long blocks of text scare busy readers away.

Use headings to guide your reader through the sections. They work like signposts, helping the reader know where they are and what comes next. Where it makes sense, use tables or visuals to simplify complex data or provide a concise summary.

For example, a small table comparing policy options side by side can save your reader from having to flip back and forth between sections.

Finally, make sure the brief flows naturally. Every section should build on the one before it. If your reader can follow your thinking step by step, you’ve done it right.

Evidence and Data: The Backbone of a Good Policy Brief

Every claim you make in your policy brief needs to stand on solid ground. Your reader may trust your reasoning, but they still need to see where your facts are coming from. That’s why credible sources matter so much. 

Use data from respected organizations, government reports, or peer-reviewed research. Avoid sources that can be easily questioned or dismissed.

But it’s not just about where the data comes from. It’s also about how you present it. If the numbers are too complicated, the reader may tune out. Keep it simple, show clear comparisons, and use tables when they help. 

For example, if you are showing how a new or current policy could cut healthcare costs, a simple table comparing current and projected costs can make a big impact. It can highlight gaps in existing policy and lead to a more informed decision.

Also try to balance different types of evidence. Use both numbers and stories when possible. A statistic shows scale. A short story about a real person shows human impact. When you combine both, your brief becomes stronger and harder to ignore.

Editing and Reviewing Your Policy Brief

Before you share your policy brief, review it carefully. Start by checking if your message is clear. Can someone unfamiliar with that specific topic understand your main points right away? If not, revise. Save the overly technical terms for scholars.

Check your facts. Make sure every number, quote, and source is accurate and up-to-date. Mistakes will hurt your credibility. Attention to detail helps.

Look at your tone. You want to sound professional but approachable. Avoid emotional language or anything that sounds too casual or too harsh.

Finally, proofread. Fix grammar, spelling, and punctuation. A sloppy document suggests you didn’t care enough to get it right.

Formatting and Length: How Long Should A Policy Brief Be?

Keep your policy brief short and to the point. Most briefs fall between three to five pages, excluding covers. Anything longer risks losing your reader. 

Remember, your audience is busy. They want to see key information, implications for policy change, and recommendations fast. 

Make sure the document looks clean and professional. Use a simple font, clear headings, and plenty of white space. Avoid clutter. A well-organized brief feels easier to read and signals that you respect the reader’s time.

If you are writing for an organization or government agency, follow their branding guidelines. Use the correct logos, colors, and formats they expect.

Policy Brief Examples: Helpful Teardowns to Learn From

One of the best ways to learn how to write a strong policy brief is to study how others have done it before. Below are two working papers to help you understand how to present information and frame actionable recommendations.

Policy Brief 1: Local Public Services in Crisis Mode (LSE EGI #05)

This brief from LSE explores a complex issue: how cities managed essential public services during the COVID-19 pandemic. It looks at real-life examples from Belgium, Colombia, and Spain to show how local governments adapted in real time.

The authors explain how cities like Terrassa improved water management through local oversight, how Medellín maintained public utilities using strong municipal control, and how Kempen built care networks to support vulnerable populations. 

The brief highlights how flexible governance, public ownership, and digital tools helped cities respond quickly while ensuring fairness.

The document also discusses financial stress on local budgets caused by higher service demands and falling revenues during the crisis. It suggests that governments should plan ahead to build resilience for future emergencies.

Sections of the LSE Policy Brief

The LSE brief is organized into several clear sections with relevant information that make it easy to follow the argument.

It begins with a Foreword that introduces the global context of emergencies like COVID-19 and highlights the importance of local public services. This section sets up the broader theme of resilient local governance in public affairs.

The Introduction defines what local public services are, explains the role of local governments, and frames the central question of how governance models perform during crises.

The Main Findings section summarizes how the pandemic affected services unevenly, led to revenue losses, increased digitalization, created staff redeployment challenges, and introduced new essential services like digital access.

The Research Approach outlines the study’s three key themes: operational responses, governance changes, and long-term risks. It also describes the selection of case studies: Terrassa, Kempen, and Medellín.

The Governance Models section presents different approaches to public service delivery, from full public provision to private models, with particular attention to remunicipalization.

In Case Studies, the authors analyze how each city managed service delivery during the pandemic, focusing on water (Terrassa), social care (Kempen), and utilities (Medellín).

The Impacts of the COVID-19 Emergency section reviews the disruptions across service sectors such as healthcare, utilities, transport, policing, and informal settlements, along with financial pressures on local budgets.

The Response of Public Services section looks at how cities adapted operationally through remote work, protective equipment, staff reassignment, and direct support for vulnerable groups.

The Governance Innovations section explores how participatory governance and union dialogue helped strengthen emergency response.

Finally, the Future Prospects section draws lessons for improving governance capacity, coordination, flexible funding, and data systems to better prepare for future crises.

You can download and read the full brief here: lse.ac.uk/Cities/Assets/Documents/EGI-Publications/PB05-EN.pdf

Policy Brief 2: Assessing the Case for a Universal Basic Income in the UK

This brief from the University of Bath’s Institute for Policy Research reviews whether a Universal Basic Income (UBI) would work in the UK. The author, Dr. Luke Martinelli, examines the idea from multiple angles, using theory, data, and simulation models.

The document opens with an Introduction to basic income policy debates, defining what UBI is and how it compares to other income support models like negative income tax and participation income.

The second section, An Idea Whose Time Has Come?, looks at why UBI has gained attention. It connects the idea to automation, changes in the job market, rising inequality, and weaknesses in the current welfare system.

Fiscal and Distributional Effects comes next, showing how different UBI designs affect poverty, inequality, and government budgets. This section uses microsimulation models to test revenue-neutral scenarios.

In UBI’s Labor Market Effects, the brief analyzes how UBI might change work behavior, wages, and labor supply. It reviews data from experiments in the US, Canada, Finland, India, and Namibia.

The Political Feasibility and Implementation Issues section discusses how UBI could be introduced in the UK, exploring political coalitions, public opinion, and institutional challenges.

Each section combines careful theory with real data, offering clear insight for policymakers. You can download and read the full brief here: bath.ac.uk/publications/assessing-the-case-for-a-universal-basic-income-in-the-uk/

Final Thoughts on Policy Brief Writing

Writing a strong policy brief is about making complex information simple, clear, and useful. You are not trying to show how much you know about a particular issue, but to help stakeholders make better policy decisions. 

Good policy briefs are clear and practical. They show the problem, explain why it matters, and lay out what can be done. And no brief is ever perfect on the first try. Share it with others, get feedback, and keep improving it.

If you need help creating policy briefing documents, reach out. We can work together to produce something that gets results.