Briefing memo

The standard one-page memo for any Member meeting, call, or event.

What this template is

A one-page briefing memo template covering logistics, attendees, purpose, background, the ask, your recommendation, talking points, and likely questions.

When to use it

Use for every external meeting, call, or event on the Member's schedule. Circulate 24 hours ahead.

The template

BRIEFING MEMO

TO: [Member]
FROM: [Your name, title]
DATE: [Date]
RE: [Meeting subject]

LOGISTICS
Date/Time: 
Location: 
Duration: 
Staff: 

ATTENDEES
- [Name, Title, Organization] — [relationship to the office]
- [Name, Title, Organization]

PURPOSE
[One sentence.]

BACKGROUND
- 
- 
- 

THE ASK
[Exactly what they want, in one or two sentences.]

RECOMMENDATION
[Your recommendation and the reason, in one line.]

TALKING POINTS
- 
- 
- 

LIKELY QUESTIONS
Q: 
A: 

ATTACHMENTS
[Only if essential.]

Annotated example

RE: Meeting with Riverside Regional Hospital leadership

PURPOSE
Hospital leadership wants the Member to cosponsor H.R. 0000 on rural hospital payment adjustments.

THE ASK
Cosponsorship of H.R. 0000 before the markup on the 14th.

RECOMMENDATION
Hold. The bill is sound but the pay-for is unresolved and the Chair has not signaled support — recommend expressing support for the goal without committing.

What each section is for

Logistics: prevents day-of confusion; always name the staffer attending.
Attendees: include relationship history — it explains why the meeting exists.
Purpose: if you cannot write one sentence, the meeting needs rescoping.
The Ask: state it plainly, even when the answer will be no.
Recommendation: this is the line the Member reads first. Put it above the fold.
Talking points: written to be said out loud, three to five maximum.

Common mistakes

Running past one page
Leaving out the recommendation
Talking points written in formal prose
Stale numbers copied from an older memo