## Code Of Practice On Consultation Foreword

This Government is committed to effective consultation; consultation which is targeted at, and easily accessible to, those with a clear interest in the policy in question. Effective consultation brings to light valuable information which the Government can use to design effective solutions. Put simply, effective consultation allows the Government to make informed decisions on matters of policy, to improve the delivery of public services, and to improve the accountability of public bodies.

The Government has had a Code of Practice on Consultation since
2000 setting out how consultation exercises are best run and what people can expect from the Government when it has decided to run a formal consultation exercise.

This third version of the Code is itself the result of listening to those who regularly respond to Government consultations. This Code should help improve the transparency, responsiveness and accessibility of consultations, and help in reducing the burden of engaging in Government policy development.

As part of the Government's commitment to effective consultation, we will continue to monitor how we consult and we appreciate feedback on how we can improve.

## The Seven Consultation Criteria Criterion  When To Consult Formal Consultation Should Take Place At A Stage When There Is Scope To Influence The Policy Outcome. Criterion  Duration Of Consultation Exercises Consultations Should Normally Last For At Least 12 Weeks With Consideration Given To Longer Timescales Where Feasible And Sensible. Criterion  Clarity Of Scope And Impact Consultation Documents Should Be Clear About The Consultation Process, What Is Being Proposed, The Scope To Influence And The Expected Costs And Benefits Of The Proposals. Criterion  Accessibility Of Consultation Exercises Consultation Exercises Should Be Designed To Be Accessible To, And Clearly Targeted At, Those People The Exercise Is Intended To Reach. Criterion The Burden Of Consultation Keeping The Burden Of Consultation To A Minimum Is Essential If Consultations Are To Be Effective And If Consultees' Buy-In To The Process Is To Be Obtained. Criterion  Responsiveness Of Consultation Exercises Consultation Responses Should Be Analysed Carefully And Clear Feedback Should Be Provided To Participants Following The Consultation. Criterion  Capacity To Consult Officials Running Consultations Should Seek Guidance In How To Run An Effective Consultation Exercise And Share What They Have Learned From The Experience.

These criteria should be reproduced in consultation documents.

## Introduction

Ongoing dialogue between Government and stakeholders is an important part of policymaking. This dialogue will, at times, need to become more formal and more public.

When developing a new policy or considering a change to existing policies, processes or practices, it will often be desirable to carry out a formal, time-bound, public, written consultation exercise. This kind of exercise should be open to anyone to respond but should be designed to seek views from those who would be affected by, or those who have a particular interest in, the new policy or change in policy.1 Formal consultation exercises can expose to scrutiny the Government's preliminary policy analysis and the policy or implementation options under consideration.

## Status Of The Code

This Code sets out the approach the Government will take when it has decided to run a formal, written, public consultation exercise. It supersedes and replaces previous versions of the Code.

The Code does not have legal force and cannot prevail over statutory or mandatory requirements.

The Code sets out the Government's general policy on formal, public, written consultation exercises. A list of the UK departments 2 and agencies adopting the Code is available on the Better Regulation Executive's website.3 Other public sector organisations are free to make use of this Code for their consultation purposes, but it does not apply to consultation exercises run by them unless they explicitly adopt it.

Ministers retain their existing discretion not to conduct formal consultation exercises under the terms of the Code. At times, a formal, written, public consultation will not be the most effective or proportionate way of seeking input from interested parties, e.g. when engaging with stakeholders very early in policy development (preceding formal consultation) or when the scope of an exercise is very narrow and the level of interest highly specialised. In such cases an exercise under this Code would not be appropriate. There is, moreover, a variety of other ways available to seek input from interested parties other than formal consultation.4 Such engagement work is not the subject of this Code. When departments decide only to carry out engagement with interested parties in ways other than formal, written consultation, they are encouraged to be clear about the reasons why the methods being used have been chosen.

This Code is not intended to create a commitment to consult on anything, to give rise to a duty to consult, or to be relied on as creating expectations that the Government will consult in any particular case. The issues on which the Government decides to consult depend on the circumstances in each case.

Moreover, deviation from the Code will, at times, be unavoidable when running a formal, written, public consultation. It is recommended that departments be open about such deviations, stating the reasons for the deviation and what measures will be employed to make the exercise as effective as possible in the circumstances.

Under some laws there are requirements for the Government to consult certain groups on certain issues. This Code is subject to any such legal requirement. Care must also be taken to comply with any other legal requirements which may affect a consultation exercise such as confidentiality issues and equality schemes. More information on such matters can be found in the guidance which accompanies this Code.5
This Code should also be used in conjunction with the Consultation and Policy Appraisal - Compact Code of Good Practice which supports the Compact on Government's Relations with the Voluntary and Community Sector 6 and with the *Central-Local Government Concordat* which establishes a framework of principles for how central and local government work together to serve the public.7
The Better Regulation Executive in the Department for Business, Enterprise and Regulatory Reform welcomes feedback regarding the effectiveness of the Code and the accompanying guidance. If you have any comments, please feel free to contact the Better Regulation Executive at:
Better Regulation Executive Department for Business, Enterprise and Regulatory Reform
1 Victoria Street London SW1H 0ET Telephone: 020 7215 0352
E-mail: regulation@berr.gsi.gov.uk

## Criterion  When To Consult Formal Consultation Should Take Place At A Stage When There Is Scope To Influence The Policy Outcome.

1.1
Formal, written, public consultation will often be an important stage in the policymaking
process. Consultation makes preliminary analysis available for public scrutiny and allows
additional evidence to be sought from a range of interested parties so as to inform the
development of the policy or its implementation.
1.2
It is important that consultation takes place when the Government is ready to put sufficient
information into the public domain to enable an effective and informed dialogue on the issues
being consulted on. But equally, there is no point in consulting when everything is already
settled. The consultation exercise should be scheduled as early as possible in the project plan as these factors allow.
1.3
When the Government is making information available to stakeholders rather than seeking
views or evidence to influence policy, e.g. communicating a policy decision or clarifying an
issue, this should not be labelled as a consultation and is therefore not in the scope of this Code. Moreover, informal consultation of interested parties, outside the scope of this Code, is sometimes an option and there is separate guidance on this.8
1.4
It will often be necessary to engage in an informal dialogue with stakeholders prior to a
formal consultation to obtain initial evidence and to gain an understanding of the issues that will need to be raised in the formal consultation. These informal dialogues are also outside
the scope of this code.
1.5
Over the course of the development of some policies, the Government may decide that
more than one formal consultation exercise is appropriate. When further consultation is a
more detailed look at specific elements of the policy, a decision will need to be taken
regarding the scale of these additional consultative activities. In deciding how to carry out
such re-consultation, the department will need to weigh up the level of interest expressed by
consultees in the initial exercise and the burden that running several consultation exercises
will place on consultees and any potential delay in implementing the policy. In most cases
where additional exercises are appropriate, consultation on a more limited scale will be more
appropriate. In these cases this Code need not be observed but may provide useful guidance.
1.6
Consultation exercises should not generally be launched during election periods. If there are
exceptional circumstances where launching a consultation is considered absolutely essential
(for example, for safeguarding public health), departments should seek advice from the
Propriety and Ethics team in the Cabinet Office. If a consultation is ongoing at the time an
election is called, it should continue. However, departments should avoid taking action during
election periods which will compete with candidates for the attention of the public.9

## Criterion  Duration Of Consultation Exercises Consultations Should Normally Last For At Least 12 Weeks With Consideration Given To Longer Timescales Where Feasible And Sensible.

2.1
Under normal circumstances, consultations should last for a minimum of 12 weeks. This
should be factored into project plans for policy development work. Allowing at least 12
weeks will help enhance the quality of the responses. This is because many organisations
will want to consult the people they represent or work with before drafting a response to
Government and to do so takes time.
2.2
If a consultation exercise is to take place over a period when consultees are less able to
respond, e.g. over the summer or Christmas break, or if the policy under consideration is
particularly complex, consideration should be given to the feasibility of allowing a longer
period for the consultation.10
2.3
When timing is tight, for example when dealing with emergency measures, or international,
legally-binding deadlines, or when the consultation needs to fit into fixed timetables such as
the Budget cycle, consideration should be given to whether a formal, written, public
consultation is the best way of seeking views. Where a formal consultation exercise is
considered appropriate and there are good reasons for it to last for a shorter period (e.g. to
seek views to inform the UK's negotiating position on EU proposals soon to be discussed in
the Council of Ministers), the consultation document should be clear as to the reasons for
the shortened consultation period and ministerial clearance (or equivalent, e.g. in non-
Ministerial departments) for the shorter timeframe should be sought. In such circumstances
it is important to consider the provision of additional means through which people can
express their views.
2.4
When planning a consultation, it is important to take steps to raise awareness of the exercise
among those who are likely to be interested. In particular, departments should consider ways
to publicise consultations at the time of, or if possible before, the launch-date so that
consultees can take advantage of the full consultation period to prepare considered
responses.

## Criterion  Clarity Of Scope And Impact Consultation Documents Should Be Clear About The Consultation Process, What Is Being Proposed, The Scope To Influence And The Expected Costs And Benefits Of The Proposals.

3.1
Consultation exercises should be clear about the consultation process, i.e. what has taken
place in the development of the policy prior to the consultation exercise, how the
consultation exercise will be run and, as far as is possible, what can be expected after the
consultation exercise has formally closed.
3.2
Consultation exercises should be clear about the scope of the exercise, setting out where
there is room to influence policy development and what has already been decided, and so is
not in the scope of the consultation.
3.3
Estimates of the costs and benefits of the policy options under consideration should normally
form an integral part of consultation exercises, setting out the Government's current
understanding of these costs and benefits. A "consultation stage Impact Assessment"11
should normally be published alongside a formal consultation, with questions on its contents
included in the body of the consultation exercise. An Impact Assessment should be carried
out for most policy decisions and consultation of interested parties on the Impact
Assessment and on equality assessments can bring greater transparency to the policymaking
process and should lead to departments having more robust evidence on which to base
decisions. It is important to read the guidance on specific impact tests, including the race equality impact assessment which is required by statute.12
3.4
Consideration should also be given to asking questions about which groups or sectors would
be affected by the policy in question, and about any groups or sectors (e.g. small businesses
or third sector organisations) that may be disproportionately affected by the proposals as
presented in the consultation document. Consultation exercises can be used to seek views
on the coverage of new policies, ideas of how specific groups or sectors might be exempted
from new requirements, or used to seek views on approaches to specific groups or sectors
that would ensure proportionate implementation.
3.5
The subject matter, any assumptions the Government has made, and the questions in the
consultation should all be as clear as possible. A mixture of open and closed questions will
often be desirable, and consideration should be given to offering consultees the opportunity
to express views on related issues not specifically addressed in the questions.

## Criterion  Accessibility Of Consultation Exercises Consultation Exercises Should Be Designed To Be Accessible To, And Clearly Targeted At, Those People The Exercise Is Intended To Reach.

4.1
It is essential that interested parties are identified early in the process so that consultation
exercises can be designed and targeted accordingly. When consultation exercises need to
reach a diverse audience, several approaches may be required. In the consultation document
it should be stated what ways are available for people to participate, how exactly to get
involved, and why any supplementary channels have been chosen. Over-reliance on standard
lists of consultees to disseminate consultation papers can mean that key groups are excluded and others receive consultation documents that are not relevant to them.
4.2
As far as is possible, consultation documents should be easy to understand: they should
be concise, self-contained and free of jargon. This will also help reduce the burden of
consultation. While consultation exercises on technical details may need to seek input
from experts, when the views of non-experts are also required, simpler documents should
be produced.
4.3
It is vital to be proactive in disseminating consultation documents. Careful consideration
should be given to how to alert potential consultees to the consultation exercise and how to
get views from relevant sectors of the community and the economy. While many interested
parties can usually be contacted directly, there will often be other interested parties not
known to Government or who can only be reached through intermediary bodies. Working
with appropriate trade, community or third sector organisations can help the Government to
hear from those who would otherwise go unheard. Using specialist media or events can also
help promote consultation exercises among interested groups.
4.4
Thought should also be given to alternative versions of consultation documents which could
be used to reach a wider audience, e.g. a young person's version, a Braille and audio version,
Welsh and other language versions, an "easy-read" version, etc., and to alternative methods
of consultation. Guidance on methods to support formal consultation exercises to help reach
specific groups and sectors (regional, public meetings, online tools, focus groups, etc.) is
available.13
4.5
It is important that people can decide quickly whether a consultation exercise is relevant to
them. For this reason, a standard table of basic information should be used for all
consultation exercises produced by any public body. This will mean that all the key
information is readily accessible when potential consultees are first presented with a new
consultation document and that regular consultees will become familiar with the format.14

## Criterion The Burden Of Consultation Keeping The Burden Of Consultation To A Minimum Is Essential If Consultations Are To Be Effective And If Consultees' Buy-In To The Process Is To Be Obtained.

5.1
When preparing a consultation exercise it is important to consider carefully how the burden
of consultation can be minimised. While interested parties may welcome the opportunity to contribute their views or evidence, they will not welcome being asked the same questions
time and time again. If the Government has previously obtained relevant information from the
same audience, consideration should be given as to whether this information could be reused to inform the policymaking process, e.g. is the information still relevant and were all
interested groups canvassed? Details of how any such information was gained should be
clearly stated so that consultees can comment on the existing information or contribute
further to this evidence-base.
5.2
If some of the information that the Government is looking for is already in the public domain
through market research, surveys, position papers, etc., it should be considered how this can
be used to inform the consultation exercise and thereby reduce the burden of consultation.
5.3
In the planning phase, policy teams should speak to their Consultation Coordinator and other
policy teams with an interest in similar sectors in order to look for opportunities for joining up work so as to minimise the burden of consultations aimed at the same groups.
5.4
Consultation exercises that allow consultees to answer questions directly online can help
reduce the burden of consultation for those with the technology to participate. However, the
bureaucracy involved in registering (e.g. to obtain a username and password) should be kept
to a minimum.
5.5
Formal consultation should not be entered into lightly. Departmental Consultation
Coordinators and, most importantly, potential consultees will often be happy to advise about
the need to carry out a formal consultation exercise and acceptable alternatives to a formal
exercise.15

## Criterion  Responsiveness Of Consultation Exercises Consultation Responses Should Be Analysed Carefully And Clear Feedback Should Be Provided To Participants Following The Consultation.

6.1
All responses (both written responses and those fed in through other channels such as
discussion forums and public meetings) should be analysed carefully, using the expertise,
experiences and views of respondents to develop a more effective and efficient policy. The
focus should be on the evidence given by consultees to back up their arguments. Analysing
consultation responses is primarily a qualitative rather than a quantitative exercise.
6.2
In order to ensure that responses are analysed correctly, it is important to understand who
different bodies represent, and how the response has been pulled together, e.g. whether the
views of members of a representative body were sought prior to drafting the response.
6.3
Consultation documents should, where possible, give an indication as to the likely timetable
for further policy development. Should any significant changes in the timing arise, steps
should be taken to communicate these to potential consultees.
6.4
Following a consultation exercise, the Government should provide a summary of who
responded to the consultation exercise and a summary of the views expressed to each
question. A summary of any other significant comments should also be provided. This
feedback should normally set out what decisions have been taken in light of what was learnt
from the consultation exercise. This information should normally be published before or
alongside any further action, e.g. laying legislation before Parliament.16 Those who have
participated in a consultation exercise should normally be alerted to the publication of this
information.
6.5
Consideration should be given to publishing the individual responses received to consultation
exercises.
6.6
The criteria of this Code should be reproduced in consultation papers alongside the contact
details of the departmental Consultation Coordinator. Consultees should be invited to submit
comments to the Consultation Coordinator about the extent to which the criteria have been
observed and any ways of improving consultation processes.

## Criterion  Capacity To Consult Officials Running Consultations Should Seek Guidance In How To Run An Effective Consultation Exercise And Share What They Have Learned From The Experience.

7.1
Every organisation to which this Code applies should appoint a Consultation Coordinator.
The Consultation Coordinator should be named in consultation documents as the person
to contact with any queries or complaints regarding consultation process (the policy lead
should be the contact point for queries regarding content).
7.2
Policy officials who are to run a consultation exercise should seek advice from their
Consultation Coordinator early in the planning stages.
7.3
Government departments should monitor the effectiveness of their consultation exercises.
Learning from consultation exercises should be shared with the department's Consultation
Coordinator who will facilitate the sharing of lessons learned within the department and
between departments and agencies.
Publication date: July 2008 URN 08/1097

Better Regulation Executive
Department for Business, Enterprise
and Regulatory Reform
3rd Floor, 1 Victoria Street
London SW1H 0ET

© Crown copyright 2008

Tel: 020 7215 0352
Website: www.bre.berr.gov.uk

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