Public Policy Writing Guide

This guide will provide a detailed insight into how a policy paper is commonly structured and the approaches that can be used to construct the paper. Importantly, this guide does just that: it will inform or direct the development of your final report. Because this is a university assessment piece, you are ultimately responsible for the final product!

Your policy paper needs to include the following sections, each outlined in more detail below.

A Title

A Table of Contents

The Abstract or Executive Summary

Introduction

Problem Description

Policy Options

Conclusion and Recommendations

Bibliography & Appendices

Crafting a Title

Writing a compelling title is rarely addressed, but for a policy paper, it is (likely) the first part of a paper that a reader sees. This means that the title begins the process of communicating the message contained in the policy paper. Ideally, the title of a paper will give readers a quick overview of the subject, focus, and problem addressed in the policy paper.

Paper writing is very subjective; it reflects the individual style of the writer and the purpose of the paper. Unfortunately, this means there are no easy rules to follow when producing compelling titles. That said, we can give it a shot by offering guidelines for writing titles and looking at examples.

As a rule, a compelling title should be a combination of the following:

Descriptive, i.e., define the subject and problem addressed in the paper.

Be as straightforward as possible.

Be as concise as possible.

Be interesting to your readers.

Crafting a Title

Some points regarding characteristics, format, and approaches to titles:

Most titles do not consist of complete sentences.

Allows the titles to be concise.

Keywords are often foregrounded in the title.

First words often indicate the main issues or problems addressed by the paper.

Some writers divide the title into two by using a colon.

Allows the reader to be exposed to more information.

Some writers indicate significant findings of the policy paper in the title.

It captures the reader's curiosity about how the writer arrived at the outcome.

Capital letters are generally used for all words except conjunctions (e.g., but), prepositions (e.g., from), pronouns (e.g., our)

It allows the reader to see the more significant words in the title.

Table of Contents

The table of contents is a skeleton or overview of the structure of the policy papers. They consist of a system of headings and sub-headings, which shows not only the overall organisation of the paper but also illustrate the main sections and their subsections.

The inclusion of a table of contents page in a policy paper helps readers in several ways:

The table of contents acts as a guide, leading readers through the whole paper

The harder it is to understand the paper, the greater the discouragement to read it. The table of contents lets the reader understand the writer’s logic in organising and structuring the paper.

The table of contents assists different types of reading.

The paper's indication of major and minor divisions directs readers to specific sections containing the most exciting information.

A numbering system to distinguish between primary and sub-sections in the table of contents.

A single number should identify the central section (1.), and a decimal numbering system should be used for sub-sections (1.1); there is always the potential for a double decimal (1.1.1) if required.

An indent function to clearly illustrate a sub-section

Used in conjunction with a numbering system, the indent allows for an illustration of clear division

There is no exact science to headings and subheadings, but headings must be specific and self-explanatory; this way, they effectively give readers an overview of the paper.

They also provide a handy reference point for examiners!

 

The Abstract or Executive Summary

Whilst the terms are used interchangeably, there are significant differences in length and the type of information contained within. Two main points to take note of:

The abstract briefly overviews the paper, while the executive summary provides a detailed synopsis of the whole paper.

The fact that they are included before the introduction and are stand-alone parts is the first indication of their role.

The Abstract or Executive Summary

The first step in writing this element of a policy paper is to determine whether an abstract or an executive summary is required. Your abstract or executive summary will not be a part of the final word count. Here are a few other guidelines to assist you in writing this essential element:

Regularly analyse published abstracts and executive summaries to better understand what makes them effective, what features they contain, and their writing style.

The abstract or executive summary should be more than just a cut and paste from your completed policy paper. Writing it separately is vital to make it fresh, coherent, and engaging. Writers often leave this element until the last minute and put minimal effort into its production. Considering this element's significant role in successfully communicating your message to your target audience, adequate time and effort should be scheduled as part of your writing process.

In preparing to write this element, re-reading the whole paper, especially the statement of intent, primary paragraphs and essential arguments, will inform the content and focus. Looking over the outline and table of contents for your paper can also guide the writing of the abstract and the executive summary.

You can only write the abstract once you have completed the policy paper!

Introduction

Context of the policy problem

The introduction generally opens by locating the problem addressed in the paper within its broader context. The first task of the introduction is to provide a brief and targeted description of the context of the policy problem with a solid opening to attract readers’ interest. When writing this part of the introduction, it’s important to remember that the focus should not be on the context in general (e.g. country or region) but centre on the context of the problem (demo [x] in country [y]). As should be the case throughout the paper, the problem-related context should be the focus and aim of the policy paper. This makes the nature of your introduction different to most academic papers.

The following questions may help develop this feature:

✪ What is the problem?

✪ How does the problem affect society?

✪ Who are the stakeholders directly or indirectly involved in the problem?

✪ What are the components of the problem?

✪ What adjectives would you use to describe the problem?

✪ What are the key questions or controversies associated with the problem?

Definition of the problem

This part represents the move from more contextual information to the specific issue, which is the focus of the policy paper. This feature is crucial in convincing your reader to share your viewpoint that an urgent problem exists and that your paper is worth reading, given that it will present a solution. For this reason alone, it is vital that you clearly define the problem to begin the argument.

There is no correct approach to writing this feature; the problem-solution relationship central to the policy paper highlights the importance of this feature in convincing the reader that an urgent problem exists. Hence, the more powerfully and clearly a writer defines and communicates the nature and the main aspects of the problem analysed, the more likely the readers will be convinced. Therefore, this feature's responsibility is to state the rationale for the study.

Methodology and limitations of the study

Within the introduction, writers commonly give a brief outline of the framework of analysis and the scope of the study. This feature is essential in establishing the writer's credibility as a researcher. It helps show that the analysis and arguments developed in the paper are based on good practice.

Some writers also choose to indicate the scope and limitations of the study in this feature. Your credibility as a researcher is enhanced if you acknowledge that a single study cannot address every aspect of the policy problem focused on and that limitations may exist related to research methodology, e.g., related to the type and amount of data available for analysis in the study. This limitation illustrates the issue's complexity to the reader. It informs them that policy recommendations proposed as a result of the research should take account of these limitations.

Road map of the paper

The final feature of the introduction is a road map, which gives an overview of how the paper is organised. Within this element, you should clearly state the main issues addressed in the paper in the final paragraph of the introduction; it is your responsibility to ensure that the reader clearly understands the main focus and components of the problem analysed.

Introduction Checklist

When writing an introduction, the following questions may help enhance the effectiveness of this element of the paper:

Have you included all features to construct a coherent introduction (context and definition of the policy problem, statement of intent, methodology and limitations, road map)?

Is the context brief, and is it focused on the problem?

Have you communicated the nature and urgency of the policy problem?

Is the purpose of the paper clearly stated?

Have you introduced your methodology and limitations in the scope of the study?

Is the organisation of your paper presented?

 

Problem Description

This section of the paper is designed to present an argument that an urgent problem exists. Importantly, this is the first element of the main body of the text. The following four points provide an overview of the problem description:

The problem description identifies, defines, and elaborates the nature of the problem focused on.

The problem description must convince the reader that the issue in focus requires action.

While the problem description may include descriptive or factual information, this element must present an

undeniably comprehensive and convincing argument for a problem that needs to be addressed

by government action

The problem description should focus on

outlining the problem within its environment

, not the general environment itself.

The description needs to focus immediately on a targeted description of the problem within its past and current environments or contexts rather than starting with a discussion of the environment and then moving on to the problem. For instance, a writer who begins the section with the sentence: “The first comprehensive legislation dealing with the issue of racial discrimination in Australia

…” rather than, “The Commonwealth of Australia was federated in...” will be more likely to have such a targeted approach.

The problem description needs to build a framework within which the following policy options can be comprehensively understood.

This section gives detailed insight into the nature of the problem; therefore, it needs to be comprehensive enough to establish a firm foundation on which the following policy options can be thoroughly discussed.

Appreciating the common structural problems of a problem description is vital to building a solid and convincing argument. Simply put, the problem description outlines the past and present of the problem. The description can be said to include the following two features:

Background of the problem

This feature commonly covers the history of the problem, its causes, the group(s) of people affected, the legal, political, economic and social part of the problem, the policies that have been implemented in the past to address the problem and their outcomes

The problem within its current policy environment

Commonly covers the current status of the problem: the current legal, social, economic, and political contexts and impacts of the problem, the group(s) affected, the current policy being implemented to address the problem, the successes and failures of the current approach

While there is no set pattern to constructing the problem description, having read a few sample papers, the following insights may be beneficial

The range of issues included in constructing a problem description depends on the nature of the problem and the purpose of the paper;

Writers take very different approaches to present their problem description convincingly.

Most importantly, remember that the description intends to convince readers that action must be taken!

Problem Background Checklist

To help you plan and write your problem description, consider the following questions:

Building your problem description

Background of the problem

When and how did the problem arise?

What were its causes?

What has been the historical, legal, political, social, and economic context of the problem?

How did the problem come to the attention of the public?

Who has been affected by the problem?

What past policies have been implemented to try and address the problem?

What were the outcomes of these policies?

The problem within its current policy environment

What are the current legal, social, economic, and political contexts and impacts of the problem?

What is the current extent of the problem?

What current policy is being implemented to try and address the problem?

What are the differing opinions on the problem and the current approach?

In what ways is the current policy succeeding/failing?

What is wrong with the current approach?

Organising your problem description

What aspects of the problem do you need to include in your problem description to present a comprehensive and convincing picture?

How will you organise the section to make it as understandable and readable as possible?

Constructing the Problem Description

A practical problem description requires an in-depth understanding of the conventions of how text is used in these situations to build convincing arguments. There are four key areas to consider when constructing the problem description: coherence, constructing compelling arguments, paragraphing, and using primary and secondary sources.

Building a coherent argument that is both convincing and easy to follow

Coherent arguments involve providing transparent links between each part of the argument so that a clear picture of the overall argument emerges. Make clear links between and within all elements of your argument. Each sub-section should have a small introduction that outlines the sub-section's focus and explains the sub-section's connection to the overall argument.

Coherent and focused development of each element of the argument in the sub-section

All arguments consist of a claim, support, and warrant. These elements should be considered:

The claim is the statement of your position/argument (1);

The support is the evidence you present to back up your claim (2);

The warrant explains the connection between the claim and the support. The warrant may not be explicitly stated, as the writer may consider the explanation of the connection evident to the audience (3).

Constructing the Problem Description Example

In some countries, the budgetary responsibility for social expenditures and the social safety net is being transferred to a subnational government.

In Hungary, for example, responsibility for welfare expenditures was transferred to the localities in 1993 under the Social Assistance Law. In Ukraine, the social safety net is also a subnational responsibility. In Russia, the central government transferred social expenditures equivalent to some 6 per cent of GDP to localities in the 1992 budget, pushing the deficit down.

The hope seems to have been that sub-national governments would perform the politically painful cutting required, even though the demand for these services will likely grow with the worsening economic situation. And in 1993, again in Russia, responsibility for critical national, inter-jurisdictional investments (such as in transport) was transferred to the subnational sector.

Bird, R.M., Ebel, R.D., and Wallich, C.I. (1995) Fiscal Decentralization: From Command to Market, Washington DC: World Bank, p.14

Effective paragraphs are coherently developed. This requires establishing clear links between the sentences in the paragraph. Standard techniques that are used in making such coherent links are:

The repetition of keywords;

The use of parallel structures, i.e., similar phrases and sentence construction;

The use of transition phrases, e.g., then, next, for example, in addition, also, however.

Thinking about the coherence of your paragraphs and providing both the logical and physical breaks in your problem description will be an essential part of effectively presenting your argument.

The effective use of sources to build a credible and convincing argument.

Supporting your argument with various sources is critical to an adequate problem description. The inclusion of sources builds the credibility of your argument, helps you frame your contributions to the discussion of your paper, and informs your readers of the basis on which you have built your argument with effective referencing.

Six points on the use of sources:

Include a wide variety of authoritative primary and secondary sources.

Use the sources as evidence to support your arguments (not to make them);

Include a reference for all sources unless the data is considered common knowledge.

Find out and follow the citation conventions of your examiner (for this course, you may use any accepted form of referencing);

Including sources as paraphrases or generalisations is common in policy studies;

Make direct reference to tables in your text and point out the significant data included.

Problem Description Checklist

Coherence

Have you effectively linked all elements of your problem description?

Are the links also clear within each sub-section of your problem description?

Argumentation

Does each component of your argument include a claim, support, and warrant?

Paragraphing

Is your problem description adequately divided into paragraphs to provide enough physical breaks in the text for the reader?

Have you developed each logical unit of your argument in a separate paragraph?

Are your paragraphs coherently developed?

Use of Sources

Have you built your problem description using a wide variety of sources?

Have you included sources that are authoritative enough to support your argument?

Have you used the sources as evidence to support your arguments?

Have you referenced/cited source data you feel cannot be considered common knowledge?

Have you followed the citation conventions that your discipline requires?

Policy Options

The policy option consists of two main structural features: the analysis framework and an evaluation of policy alternatives.

Framework of analysis

The framework of analysis is a statement of the ideals and values which guide evaluation. Remember, the policy paper is an argument for a position on how to solve the problem detailed in the paper and is based on the rigorous analysis of all available data. The basis for analysis is a framework of the writer's guiding principles in the evaluation process. Including this framework is a crucial feature to allow for an informed evaluation of the argument.

The analysis framework provides a clear statement and justification of the positions taken. The analysis framework usually includes a statement of the ideals and values being adopted, a rationale for these positions based on their relevance to the particular problem, and/or a specific theoretical or normative position taken. The framework of analysis must come before discussing the policy alternatives so that the evaluation of the alternatives can be easily understood.

Evaluation of policy alternatives

Within this section, your task is to present and justify your evaluation of the policy options outlined based on the analysis framework. When discussing each policy option, explaining and justifying your evaluation is expected. The justification should be based on the previously outlined framework of analysis and commonly state both the positives and the negatives of each option. Finally, it is usual to state how each option compares to the other alternatives discussed and whether this is your preferred policy option. Importantly, you should include any limitations of your chosen option.

Policy Options Checklist

In developing this section of the paper, you may wish to consider the following questions:

Framework of Analysis

What principles, values, and ideals will guide you in building a framework of analysis for your paper?

How do these principles apply to the problem in question?

What is the theoretical basis for your stated position?

What are the other reasons for choosing your stated position?

Is your position widely recognised?

Where are you going to place your framework of analysis in the paper?

Evaluation of Policy Alternatives

What policy options are you going to discuss in your paper?

Which is your chosen policy option?

What approach are you going to take to argue for your chosen alternative?

What are the limitations of your chosen policy option?

For each policy option…

What is your overall evaluation of the option?

Why is this your preferred alternative?

O

r why is this not your preferred alternative?

Which criteria from your framework of analysis formed the basis of your decision?

What are the positive and negative aspects of this option?

How does this option compare to the others outlined?

Constructing the Policy Options

There are two main differences in the approach to argumentation between the policy options and the problem description elements:

A more writer-driven focus in the argument

In the policy options element, the writer’s voice should dominate. Policy options are usually less factual, more descriptive and more writer-driven than the problem description. As the paper's author, you should be decisive in reporting the decisions made about your preferred policy option. This approach will directly affect how sources are used within this element.

Less prominent use of primary and secondary sources in the argument

The writer can show their expertise and creativity through option evaluation within this element. Because of the dominant writer's role in this element, significantly fewer primary or secondary sources are incorporated as evidence.

In the policy option element, the policy advisor (you) must show expertise and lead the argument to advocate strongly for their chosen option. Remember that policy science should be problem-oriented and targeted, and this is the opportunity for you to prove that yours is a practical solution to the outlined problem and, therefore, a valuable contribution to the policy debate and the policy community in general.

Policy Options Checklist

To help build a compelling argument in your policy option element, consider the following:

Coherence

Are there clear links between your problem description and policy options elements?

Have you effectively linked all sub-sections of your policy options element?

Are the links clear within each sub-section of your policy options element?

Argumentation

Does each component of your argument include a claim, support, and warrant?

Paragraphing

Is your policy options element adequately divided into paragraphs to provide the reader with enough physical breaks in the text?

Have you developed each logical unit of your argumentation in a separate paragraph?

Are your paragraphs coherently developed?

Writer’s Voice and Use of Sources

Are your positions and reasoning dominant throughout the policy options element?

Have you included fewer sources in this element than in the problem description?

Have you used the sources as evidence to support your arguments?

Have you followed the citation conventions that your discipline requires?

Conclusion & Recommendations

The final central element brings the policy paper to an end by synthesising the significant findings of the research and outlining the writer’s suggested course of action towards solving the policy problem analysed throughout the paper. The purpose of the policy paper as a decision-making tool and call to action is ultimately fulfilled in this element. The fact that the conclusion and recommendations are the final major part of the paper also means that it is responsible for leaving a lasting impression of the paper on the reader.

Three structural features are commonly included within the conclusion and recommendations element.

Concise synthesis of significant findings

The conclusion and recommendations element usually begins with synthesising the most important findings from the previous two elements (problem description and policy options). This feature should consist of more than a summary or repetition of the main findings; it should be a synthesis that ties together and highlights the significant outcomes of the analysis and provides support and justification for the policy recommendations that will follow.

When writing this feature for your policy paper, you must carefully consider which major research findings to include and how much detail to provide so that the policy recommendations you propose will follow logically. Keep in mind that this feature aims to concisely review the most significant findings and move on to the presentation of recommendations as quickly as possible.

Set of policy recommendations

This feature outlines the practical steps to implement the chosen policy option argued for in the previous policy options element of the paper.

To persuade the reader that your proposed recommendations represent the best means of solving the policy problem focused on throughout the study, recommendations must be clear, practical, persuasive, logical, and comprehensive.

Usually, the practical solution to a policy problem is a strategy; thus, no single recommendation will provide a complete solution. Writers usually divide recommendations into separate proposals, each addressing one aspect of the problem and solution. This signals that the recommendations are a practical set of proposals to be implemented and makes the set of proposed recommendations as clear and persuasive as possible.

Recommendations can be:

Put in a separate section with a heading that signals their importance.

Numbered and indented in the text.

Separated using bullet points.

Italicised to highlight the key part or main idea.

Concluding Remarks

Include some brief remarks to close the argument developed throughout the policy paper. This feature also leaves the reader with some final thoughts on the paper's subject. You wish to bring the discussion of the subject full circle, i.e. return the focus to the broader context of the problem, which commonly opens the introduction element of the paper. This may give the paper a final sense of completeness and wholeness and can effectively close the argument by illustrating to the reader that implementing the proposed solutions to the problem will have a wider impact on society.

Bibliography & Appendices

A bibliography or list of referenced sources is a key element of the policy paper as it allows the reader easy access to the foundation of your argument. By including a list of works cited, you allow the reader to judge the basis on which you built your argument and provide a comprehensive guide to the currently available sources on the topic and region in question, which they can use in their own work. There are two main issues of importance regarding the bibliography:

Following the citation conventions of your discipline

Policy studies usually follow author-date citation conventions. Several citation guides are freely available online. If you intend to get your paper published, you should find out what citation convention your publisher wants you to follow or be prepared to change your citations.

Specifics for policy study

Because of the nature of certain topics in policy study, you may need to include various sources, including books, journals, reports, newspapers, magazines, legislation, government documents, and interviews. Because of the diversity of sources, rather than just listing your references alphabetically by author, you may be required to divide your bibliography into sub-sections for each source type.

Four issues about appendices

Appendices support and supplement the main arguments developed throughout the paper.

Appendices are optional and should not be included unless necessary.

Common criteria used in deciding what to place in appendices are the type, length, and level of detail of information.

Appendices are usually divided and identified using letters and titles.