Policy Memos

What is a policy memo?

A policy memo is policy advice prepared for an individual or group that has authority to make decisions. Like the policy brief, a policy memo provides background of the issue, possible alternative solutions, and a reasoned recommendation for the best solution. Policy memos may be directed to legislators, city council members, governors, and congressmen. Before beginning your draft, answer the preparation questions and read through the document characteristics described in the table.

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Who is your audience?

In most cases, you will know the audience for your work because (1) you have been hired by that individual or organization or (2) your instructor provides that information to you. Think carefully about the needs and expectations of your audience. For example, if your audience is an elected official seeking analysis on a highly technical matter, you should generally assume that the official lacks substantial technical expertise. You will need to define technical terms and provide enough background about the situation you are discussing that such a "lay" audience can grasp your arguments. On the other hand, if you are writing for a technically trained audience, you will waste time and energy providing background information that your readers already know.

How should you express your ideas?

Your ideas will be no more meaningful to the reader of your memo than you are able to make them. Meaning is not just embellished by style; rather, the two must function together. Muddled writing reflects hazy thinking. Your prose should be simple, clear, and easy to read; you will confuse, not impress, your readers with sophisticated vocabulary. Your reader should be able to describe your conclusions and the general arguments you used to reach them after only one reading of your memo.

Style Tips

  1. Choose the simplest words available to express your ideas. When discussing technical information, avoid the use of jargon--or at least define your terms clearly.

  2. Make your sentences "active"; avoid phrases such as "there are" or "it is."

  3. Use one paragraph to develop one idea or argument. Make that idea or argument explicit within the first one or two sentences of the paragraph.

  4. PROOFREAD CAREFULLY. Don't distract your readers from the content of your memo with poor spelling or grammar.

How should you develop and organize the document?1

Introduction

One distinguishing characteristic of a policy memo is that a summary of the document's conclusion(s) and recommendation(s) is placed right at the beginning of the memo. Remember that the purpose of the document is generally to provide your audience advice about a particular decision, project, or policy stance. Thus, the memo begins by summarizing the problem or situation about which you are writing and the conclusions/recommendations you have reached during your analysis. The rest of the memo is designed to support the conclusions or recommendations you present.

Background

Keeping in mind that different audiences need different amounts of background information (see above), follow your introduction with a concise summary of any historical or technical information that your audience needs in order to understand the arguments you are building. (If your reader is already familiar with the context, background information about the issue may not be needed.)

Supporting arguments or analysis

Once you have set the stage for your audience, show how this information leads logically to the conclusions/recommendations you have provided.

Conclusions and recommendations

Emphasize your main points. Describe recommendations and their implications. Depending on the topic, explain how the "best solution" or favorable options could be implemented.

Should your policy memo recommend action?

Not every policy brief or memo adheres to every one of these guidelines. For example, some policy communication advisors caution against providing recommendations, especially to decision makers. In his book Communicating with Intelligence James Major writes, "As a member of the intelligence community, it is not your job to recommend policy to commanders, decision makers, and policy makers; and it is certainly beyond the scope of your mission to prescribe policy."2 However, he clarifies his position by offering the following: "Don't misunderstand and think that you should make no suggestions." Two points are worth mentioning:

    1. Stating recommendations is not the same as telling someone what to do.

    2. The goal of your analysis is to help the user (reader, stakeholder, decision maker) understand the policy issues, options, and implications in order to make an informed, logical decision regarding policy and implementation. Thus, you may need to let the context determine the appropriateness of your making a specific recommendation.

    3. Conclusions of most policy memos should identify options (potential solutions to the issue at hand) and describe pros and cons of each option to permit the decision maker to make the most informed decision possible.

Sample Policy Memo1

Policy Memo Sample

See also Worksheet: Planning and Outlining Your Policy Memo by Global Debate and Public Policy Challenge, Preparing Your Policy Memo (video), from the Gerald R. Ford School of Public Policy (University of Michigan), Policy Memo (from the Broad Institute), and the File Cabinet for more resources.

1Adapted from a course offered at MIT “Water & Sanitation Infrastructure Planning” (11.479) Spring 2004.