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Template for a written consultation document

The following template is a best practice example of a written consultation document:

1. Foreword/Introduction
2. Executive Summary
3. How to Respond
4. Chapters
5. Annexes

1. Foreword/Introduction
Many consultation documents carry a foreword from the relevant Government Minister. This would be particularly appropriate for major or high profile policy proposals. A ministerial foreword will outline the aims of the consultation and may add weight to the process.

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2. Executive Summary

The Executive Summary should:

• Be as succinct as possible (no longer than two pages)
• Set out the aims and objectives of the consultation
• Provide a summary of the issues and options being consulted on so that respondents can quickly decide whether the rest of the document is relevant for them or not.
• Make clear the period for which the consultation is open
• If the consultation is running for less than 12 weeks, state clearly the reasons for this and emphasise the measures that have been taken to ensure that the consultation is as effective as possible.
• Ask respondents to look also at your attached RIA and to comment on its analysis of costs and benefits.

It is useful to include a very brief overview of each chapter of the document, or each option under discussion. This will enable those respondents who have little time to quickly decide which sections of the document they should focus on most closely.

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3. How to Respond

This section should include:

• A summary of the questions on which you want respondents to comment.
• The closing date of the consultation
• The name, postal address, email address, telephone and fax numbers of the person to whom responses should be sent
• A brief outline of other consultation exercises running alongside the written consultation and details of how to get involved in these
• Information about how the responses will be used
• A standard disclaimer on Freedom of Information and confidentiality. See The Freedom of Information Act and Confidentiality, chapter 6

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4. Chapters

Each chapter should give information on a discrete issue relevant to the consultation, or one of the proposed policy options. Chapters should be comprehensive, but as concise as possible. Ensure that you use plain language throughout and explain fully any unavoidable abbreviations, acronyms or technical language.

It is useful to summarise the information contained in the chapter in a very brief introductory paragraph - draw attention to this by highlighting the text in bold or a different colour. Similarly, make sure that each chapter has a clear conclusion.

If your chapter outlines a key policy option, you should:

• outline the current situation
• set out the proposed option clearly and comprehensively
• briefly outline the potential costs and benefits of implementing the policy option. Remember to include a ‘do nothing' option here: what would happen if you made no policy changes at all and things remained as they were?

In each chapter, re-iterate the questions from your summary of questions which are pertinent to that particular topic/policy option. Highlight these in a shaded box or a different colour so that they stand out clearly.

Include relevant case studies or practical examples wherever possible in each chapter. This breaks up what might otherwise be dry, sometimes theoretical or technical text and allows the reader to identify with the issues under discussion more easily. Again, it is useful to distinguish these from the main body of the text by highlighting them in a different colour or a shaded box.

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5. Annexes

The following items should be included somewhere in your consultation document. It is usually best to attach these as annexes at the end.

• Consultation Criteria
  You must include the summary of the six consultation criteria somewhere in the consultation document. You should also state clearly that your consultation has been conducted in accordance with these.

• Contact for Comments/Complaints
  Clearly state the name, postal address, email and address and telephone number of a person outside your policy team who will be responsible for handling any comments or complaints received about the consultation process. This should usually be your departmental Consultation Co-ordinator. Make sure that this person receives a copy of the consultation document well before you open your consultation up to respondents.
• RIA
  Usually your consultation should carry an attached RIA outlining a costs and benefits analysis of your policy proposal. This should be attached as an annex at the end of the consultation document. If the RIA is too long to include as an attachment, include the website and postal address where respondents can access an electronic or hard copy.
• List of Stakeholders Consulted
  You should attach a list of all stakeholder organisations you have consulted informally, as well as all those who have received copies of the consultation document. You should also invite respondents to contact you with the names of any other stakeholder groups not on the list who they feel might be able to contribute. This will help to ensure that all those who wish to are given ample opportunity to comment on your consultation, making it as broad and diverse as possible.
• Relevant Current Government Legislation
  If your consultation and policy proposal will directly affect, or be affected by, existing Government legislation, it may be useful to include a summary of this. Include a web link or contact name / address for respondents who may require further information on this, or who would wish to access the legislation in full.

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