How to write a briefing note that gets read

There’s a lot to think about before a Ministerial meeting — the introductory letter, getting across the Minister’s background, working out your pitch. But once you leave the room, the only thing that stays behind is your briefing note. It’s the single document the Minister’s office will use to recall your issue, your key messages, and why any of it matters to them.

Here’s how to make it count.

Keep it brief — it’s in the name

Plenty of advocates hand over reams of information at a Ministerial meeting, assuming more detail means better understanding. In reality, you’re likely one of dozens of meetings that week, and nobody is setting aside time to read the document you’ve left behind in full.

Distil the what, who, when, where, how and why of your issue down to a double-sided A4 page. If they need more, they’ll ask you or their department for it.

Say exactly what you want done

The most common mistake organisations make is leaving a Minister’s office without being clear on what they actually want. If you’re not sure exactly what you’re asking for, don’t expect the Minister to be either. Before you write a word, define the issue and the specific role you want the Minister to play.

Make it relevant to them

Anticipate the question every Minister asks themselves: why should I care? Your briefing note needs to answer it. How does your issue affect their portfolio and the government’s budget? More importantly, how does it affect voters in the seats the government needs to hold or win?

Advoc8 Maps can help here — by adding your own data on supporter numbers, investment or job creation, you can visualise your organisation’s impact across key electorates, and make that relevance impossible to miss.

Format is flexible, but graphics help

There’s no single correct format for a briefing note — some Ministerial offices have a preference, and it’s worth asking if it hasn’t been offered. Whatever the format, it should look professional and match your organisation’s style guide.

Infographics are a fast way to land your key messages, as long as they’re simple and easy to read. Skip the PowerPoint slide pack — it adds bulk without adding clarity.

Once you’ve drafted it, hand it to a colleague who isn’t across the issue and ask them to read it as if they’re a Ministerial adviser seeing it for the first time. If they can follow it cold, you’ve got it right.

Want to see how Advoc8 Maps can strengthen your next briefing note? Get in touch for a demo.