Tools for Researchers: A Guide to Writing Policy Briefs

The role of research-based knowledge in political decision-making cannot be overstated. However, it is not automatic that relevant information reaches the right decision-makers at the right time and actually creates real impact. A policy brief is the tool in a researcher’s toolkit most likely to get their findings onto a decision-maker’s desk. But how do you do it right? In her blog post, our grant recipient Teresa Haukkala summarizes the key steps for crafting an impactful policy brief.

Text: Teresa Haukkala
PhD, Research Director, Kerttu Saalasti Institute, University of Oulu & Sciences Po Paris, LIEPP

Congratulations! You have published your research article. But how do you make sure your message reaches decision-makers as well?

As researchers, we are used to writing articles where arguments are carefully constructed and every claim is supported by references. A policy recommendation or policy brief is, however, a genre of its own right. It is not a shortened research report, but a distinct communication format designed to influence. Moreover, that influence must be achieved quickly, clearly, and in a practical manner.

In addition to my academic career, I have worked as an expert producing policy recommendations and policy analyses in Finland, France, and at the EU level, as well as in communications. Based on these experiences, I have compiled key lessons that I hope will be useful to others.

What does a decision-maker need?

Almost every piece of research can be translated into policy recommendations. You just need to extract them, essentially switching your mindset into a different gear than when conducting research. Start by asking: What does a decision-maker need?

A policy brief does not begin with a research question but with a decision-making situation. Consider what the current policy challenge is, who is making decisions about it, and what they already know, and do not know.

A good policy brief addresses one clear problem. If you try to cover too much, the message becomes diluted. If you cannot summarize in one sentence what decision your policy brief is meant to support, your focus is not yet sharp enough.

Lead with the main message, not the conclusion

In academic writing, conclusions come at the end. In a policy brief, they come first. Start with the essentials: what is the key finding, what follows from it, and what should be done.

The reader, especially a policymaker, does not have time to search for the point. The text must be scannable in a matter of minutes. The core message should be just two or three sentences long.

A clear structure is: Core message, background (why this matters now), key findings, and finally recommendations.

Less is more

A policy brief is not the place to present everything you know, but only what matters most.

The reader’s cognitive load is decisive. Avoid lengthy methodological descriptions, limit data presentation to essentials, and use numbers sparingly, only when truly necessary. If a paragraph does not support decision-making, remove it.

Write for the reader, not the reviewer

The language of a policy brief should be clear, direct, and active. Avoid unnecessary theoretical jargon, long sentences, and vague expressions (“it can be seen,” “may suggest”).

Instead, use concrete claims and actor-oriented language (“municipalities can…”, “parliament should…”).

Make recommendations actionable

A good recommendation is concrete, feasible, and targeted at a specific actor. The best recommendations are those that the reader can directly incorporate into policy preparation.

The same research finding may lead to different recommendations depending on the country or timing. Therefore, results must always be tied to the policy context, taking into account institutional realities and political constraints. A policy brief is ultimately a context-dependent interpretation, not a universal truth.

Use visuals to support clarity

A good policy brief is not just text. Use subheadings, bullet points, and simple figures or charts. The goal is to make reading fast and intuitive.

It is even better if your organization has a standard template for policy briefs. If not, it may be time to create one.

A tool for influence

A policy brief is not a neutral format for conveying information in the same way as a scientific article. It is intentionally designed to influence. This means making choices about what to emphasize, what to leave out, and how findings may be interpreted.

A good policy brief is honest but clearly targeted. It is also often best produced in collaboration – with colleagues, stakeholders, or communications professionals – to enhance impact.

Practice makes better

Writing policy briefs is a skill that improves with practice. When you can distill your research into a few clear messages and concrete recommendations, you are one step closer to achieving real societal impact.

Dissemination matters

For a policy brief to be effective, publication alone is not enough. It must reach its audience.

Promote your message actively: share it directly with relevant decision-makers and journalists, use social media strategically, tailor your message to different channels, and follow up after publication.

Timing determines impact

Even the best policy brief may go unnoticed if released at the wrong time. Consider whether there is an ongoing legislative process, strategy, or reform to which your research is relevant, and when decisions are being prepared.

Impact often arises when research appears on a policymaker’s radar at exactly the right moment.

Sometimes your research may become relevant again in light of new events or elections, with only minor updates. When you get the timing right, you can influence outcomes.

And that is precisely what a policy brief is for.