Ministerial Briefing Note
v4.2
Purpose. This template is used for every brief to the Minister and the Deputy Secretary so that advice is consistent, concise and gives the decision maker what they need on the first page.
1.Structure
A brief has a header block, a purpose statement, a recommendation, key points, background, options and analysis, consultation, risks and sensitivities, and a clearance block. The recommendation and key points must fit on the first page. Attach supporting documents rather than reproducing them.
2.Writing style
Write in plain language, short sentences and the active voice. Lead with the answer. Use headings and numbered points. Define any acronym on first use. Every fact and figure must be checked against the source record and the source cited in the file reference.
3.Recommendation
State exactly what the Minister is asked to do: note, agree, approve, sign or meet. Where there is more than one option, recommend one and say why. Provide tick boxes for agreed and not agreed and a signature line.
4.Risks and sensitivities
Identify any media, stakeholder, legal, financial or political sensitivity, including matters before the Ombudsman, the Auditor-General or the Commission, and any matter that touches an electorate or a named organisation. State the security classification of the brief.
5.Consultation and clearance
List every branch and agency consulted and whether they agree. Record the drafter, the branch director clearance, the Director, Policy and Strategy clearance and the Deputy Secretary signature with dates. Save the cleared version to the ministerial file.