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Writing a Summary of Responses Report

The Code stipulates that you should write a comprehensive report summarising the responses you have received. This should be published on the departmental website within three months of the closing date of the consultation. A paper copy of the summary should also be available on request for those without internet access.

You do not need to publish each individual response you receive. However, according to the Code, and in keeping with Freedom of Information (FOI) legislation, a response or any part of it should be made available to anyone who asks for it, unless one of the FOI exemptions applies. If your consultation yields only a few responses, it may be beneficial to publish them separately on your website.

For more information, see Freedom of Information and confidentiality.

The Summary of Responses will enable respondents to track the progress of the proposal and allow them to see exactly how they have influenced the policy-making process. Keeping respondents informed in this way demonstrates openness and transparency and increases stakeholder trust in the policy-making process. Ensure that all respondents are made aware of how to access the summary of responses report and make further comments if they wish.

Writing a summary of responses will also help you to evaluate your consultation more effectively.

• The summary of responses should begin with a brief outline of the reasons for consulting; the main issues being discussed; and the methods employed to obtain responses and opinions.
• The main body of the report should outline again the questions asked in the written consultation, together with a breakdown of the range of views on each question / option.
• You should then summarise your chosen solutions and explain how you intend to change your original policy proposal in the light of the responses received. Outline your reasons for deciding on them and your rationale for rejecting other suggestions received.
• Conclude your report with a summary of actions to be implemented to take the policy forward.
• Include, as an annex, a list of all respondents, together with the name of the organisation they represent where appropriate.

It is also best practice to summarise responses received to informal consultation exercises carried out in a similar way. Include this as a separate section in your report.

To view a good example of a summary of responses report, summary of responses produced as part of the 2004 Home Office consultation on 'Compensation and Support for Victims of Crime'.

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