Written submissions

You need time to design the consultation material, identify interested parties, advertise the exercise, read and process submissions and analyse the results.

The public needs time to give a considered response. The next meeting of a community, voluntary, iwi or Maori organisation may be weeks away, and they may have to prepare submissions outside working hours.

You can expect to get quality feedback on a draft document if:

• it is easy to read, jargon-free, and not too long
• it is attractively presented
• the topic is highly relevant to the survey population
• the issues are of interest and concern to those surveyed.

The public needs to know exactly what you are seeking feedback on. Say which decisions have already been made and which are still negotiable, and spell out any options being considered.

When you structure a draft document:

• include a brief summary
• include key questions to focus responses
• number questions and paragraphs: this saves time and confusion and also helps you to analyse the responses
• prominently display the deadline, and when results will be published
• provide contact details.

• Make the consultation document widely available in printed form and on a website, with copies available at such places as public libraries, Citizens' Advice Bureaux and local authority offices.
• Advertise the consultation in appropriate media/newsletters/press releases.
• Log details of your consultation on newzealand.govt.nz by emailing the e-govt unit
• Ask key community, voluntary, iwi and Maori representatives to identify groups to which the document should be sent.
• Ensure iwi and Maori groups can respond appropriately.
• Consider disseminating the document through umbrella organisations.
• Include a deadline for responses.

Success! The deadline has passed, and your desk is piled high with submissions.

Now you summarise and analyse all the responses, and prepare a report, including an executive summary.

People have voluntarily given you their views, ideas and other material to help you to do your job. Their contribution should be recognised.

• Send the executive summary to all submitters, with a letter of thanks.

Make the full document available on a website, at libraries and through key organisations.

Consider having follow-up discussions with key individuals and groups about significant issues identified by submitters.

Issue press releases or provide direct feedback to submitters on the chosen option for action, giving clear reasons for rejecting or accepting particular options.