Writing Effectively at The World Health Organization

Writing briefing notes with the context in mind

Briefing notes are never stand-alone documents. When drafting a brief, think of the context. The context includes a huge range of factors, from who will be attending the meeting, to the reason it is happening, to the time of day when it is scheduled. As you review this list, reflect on why each of these questions might be important.

Briefing notes: Questions to help with writing appropriately

Why is the meeting taking place?

  • Is it in response to a crisis or specific event?
  • Is it part of an ongoing dialogue?
  • Is it a preliminary meeting, or part of a negotiation?

What is the purpose of the meeting?

  • Is it for information?
  • Is it to stimulate action?
  • Who requested it?
  • Is it part of a broader visit?
  • Is it a formal call on a dignitary?
  • Is it in preparation for a country visit?

What background material is already available?

  • Are there earlier relevant briefs?
  • Have there been related actions?

Who is involved in the meeting?

  • What is the role of those attending? Are they donors, heads of state, heads of agencies …?
  • What level of expertise will they have in the subject?

What will the atmosphere of the meeting be like?

  • Will it be formal or informal?
  • Will it be held in a meeting room, or over dinner, or at the end of a long day?
  • Will it be a one-on-one meeting, or will a large group attend?
  • Will the atmosphere be tense? Friendly?

What language will the meeting be conducted in?

  • Will there be translation? Simultaneous or serial?

How is your reader involved in the issue?

  • Does it relate to anything else he or she is doing?
  • Do you need to draw any links?

What is the scope of your brief?

  • Is your brief intended to address a single issue, or prepare for the entire meeting?

Your first step in writing a briefing note should be to make sure you understand the purpose of the meeting and the role of the person you are briefing. You need to be very clear about what you are trying to achieve with your brief.

© WHO 2011