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TEMPLATE 2.1 – SETTING OUT YOUR OBJECTIVES TO CONSULTEES
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This template sets out the main points that you will need to cover in order to let people know what you want to achieve. You will, of course, need to adapt the wording to suit the method of consultation that you are using. For example if you are doing a survey, or a written consultation exercise, you could adapt the format below to be included on a front sheet or covering letter. If you are running a focus group or face to face interview you will need to cover the same points – but present the information differently according to the audience.
Thank you for participating in (Title of Consultation Exercise). This consultation exercise will run between (state start and end dates). The final date for responses is (state when). Your responses are important to us. We would like to know (state your objective – what you hope to achieve). The reason for asking your views is (what is on offer – what is the decision to be influenced). What you tell us can influence (state what can be changed/what the options are) Some of this (policy, service, document – state) has already been decided (state what - if appropriate). We are asking for your opinions only on the areas that can still be influenced. (state here if you have set out specific questions to be answered) We will let you know what we found out through this exercise by (state how you will provide feedback). We will take account of your views when the decisions about this (policy, service, document – state) are being made. This will be (state when). The final decision rests with (state who). It is important that you know that (state any further constraints). If you need any further information about this (state method) please contact (state who, supply address telephone and email contact). DATA PROTECTION – don’t forget to use the appropriate Data Protection statement. An example is given in the footnote below. For written responses from organisations or individuals to a consultation document see footnote below on confidentiality. |
1. ‘The information you provide to us will be held by [name of body]. It will only be used for the purposes of consultation and research, in order to improve our services. We may send you a written reminder(s) or contact you in order to award any associated prizes; you may also be sent feedback of the results. Sometimes, we share consultation results with our partners [list, or footnote and list at bottom or state that a list can be provided upon request].Anonymous results will be published on the Council's Ask Me! Consultation Planner & Finder web database. Survey results will never contain your name or anything that could identify you.’
2. The information you send us may need to be passed to colleagues or shared with partners. It may also be published in a [summary of responses] received in response to this consultation. Anonymous results will be published on the Council's Ask Me! Consultation Planner & Finder web database.We will assume that you are content for us to do this, and that if you are replying by e-mail, your consent overrides any confidentiality disclaimer that is generated by your organisation's IT system, unless you specifically include a request to the contrary in the main text of your submission to us. Please ensure that if you want your name or response to be kept confidential, you state this clearly in your response. (Confidential responses will be included in any statistical summary of numbers of comments received and views expressed.)
Last modification: 12:07:43, 14th October, 2005 by Web Team
Review date: 14th December, 2005
