What is: A Briefing Note

Briefing notes are used to communicate internally—within departments, Hospital and Health Services and across government. They give decision makers clear, concise and comprehensive information about an issue.

When briefing notes are required

Briefing notes can be required in the following circumstances.

In response to a request from the Minister, Director-General, Board Chair or Chief Executive or other executive officers.
They can be generated internally within Metro North Health, to seek the endorsement of a decision maker or provide information to an executive.
To seek approval for expenditure/procurement or funding purposes, for example, appointment of an employee, pay levels, HES, DSO.
To obtain approval or endorsement for a decision or recommendation. It’s not normal practice to write a letter or memorandum when you’re seeking approval.
To advise a decision maker about a significant incident or risk.
To respond to issues raised by clients or consumers.
To provide background information on a matter that requires a response letter. For example, you may want to give an executive different information to what’s in a letter of response to a complainant.
To explain the outcome of an investigation or a serious incident.
To brief a Minister or Director-General before they travel overseas to attend a clinical trial meeting, conference, workshop or site visit.

Types of briefing notes

Metro North Health

Brief for Approval or Noting– the brief heading should state the position title of the person required to sign the brief.
SBAR – Situation, Background, Assessment, Recommendation brief. These are generally for noting. Refer to the SBAR micro-skill guide for more information.

Department of Health

Ministerial Briefing Note
Ministerial Overseas Travel Briefing Note
Director-General Briefing Note
Director-General Overseas Travel Briefing Note
Assistant Minister Briefing Note

What’s my role?

As a manager, you will sometimes be required to:

prepare a briefing note
clear the content of a briefing note
proof a briefing note to make sure it meets guidelines—that the correct template is used and all sections are completed. Refer to the ‘Correspondence Guide – Briefs’ for more detailed information.

What do I need to do?

If you’re the author of a brief

Find out who the appropriate decision maker is, for example, the Minister, Director-General, Board Chair or Chief Executive. This might be determined by the delegation level. Use the correct template for that decision maker.
Be clear about what you want from the decision maker. For example, do you want them to approve something, agree to something or sign something?
Understand the reason for the brief. For example, is it to address an issue or take advantage of an opportunity?
If you’re requesting approval, explain the benefits of approving and the implications and risks associated with not approving. Consider implications for the community or Queensland as a whole. Address legal, financial, workforce and industrial relations implications.
Be clear about whether funding can come from an existing allocation or additional funding is required. If you’re asking for additional funding, specify which cost centre or allocation the funding will come from.
Make sure funding arrangements have been confirmed by the Finance Division/Chief Finance and Corporate Officer.
Address any sensitivities (media or otherwise).

If you’re the clearance officer

Check that all the information in the brief is correct before signing and dating the ‘cleared by’ section.

If you’re an administration officer

Check that the briefing note is on the correct template for the person who will note or approve it.
Check that the formatting follows the correspondence guidelines.
Make sure the brief is readable and makes sense. Chances are, if you don’t understand it, the reader won’t either.

Useful links

Essential Contacts

If you have any concerns or question, you can email MD16-MetroNorthHHS@health.qld.gov.au

Content Feedback: MNTraining@health.qld.gov.au