Remember
A key principle of the planning system is that every application must be judged by the decision-maker on its own merits.
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Advice
How to write an effective response to a planning application
When writing a response, there are some simple tips that will help to get your points across.
On this page
After discovering a new application for a proposed development in your area, you might want to express your concerns or seek changes to ensure it is better for nature. In this guide, we’re sharing the most effective ways to advocate for nature and wildlife through a written response.
The Dos
Essential tips for written responses:
- Always be clear about what you’re responding to. For example, if you missed an opportunity to comment on an outline application for a development, the scope of any comments on the follow‐up ‘reserved matters’ application will be limited only to the detailed design and layout of the development, not the principle of it, ie whether the type/scale of development is acceptable at this location.
Check if the site is allocated for development in your local plan/local development plan – if it is then it will be harder to object as the principle has already been agreed.” -Local nature champion
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Clearly state whether you are objecting, supporting or simply commenting on the proposal. Include the wording ‘I/We object’, ‘I/We support’ etc up-front in your response will help avoid any doubt.
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Ensure you are responding within the consultation deadline. However, if the deadline has passed and the application has not yet been determined, it’s always worth asking the Planning Officer (or committee members if the case is going to be discussed at planning committee) if they are prepared to accept late comments.
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Avoid unnecessary jargon or overly technical language. This can also help other members of the public reading your response, who may wish to support your concerns in their own comments.
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Be concise and to the point. However, if more lengthy comments are needed, including an additional short summary will be helpful to the decision-maker. Reports, records or other supporting evidence can also be attached as appendices.
When commenting on a planning proposal, don't overload your submission with data/website links etc - planning officers/councillors are busy people. They don't want to be overwhelmed with information. Keep things concise” -Jim, Cleethorpes, local nature champion
- Keep it relevant. Only include information that is directly related to the proposal or its impacts. Focus on matters that are related to planning (known as ‘material considerations’) and that are likely to have most weight with the decision-maker. Learn more about material considerations and the principle of weight in planning decisions in our country planning system guides.
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Don’t be afraid to show your passion, but always be respectful. Remember you are ‘speaking’ to the decision-maker, not the developer.
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Follow a clear, organised layout. Use bullet points, section headings and text formatting to help give structure and focus to your key points.
Example response structure
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State the case you’re responding to, using the local authority’s reference number
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State your position (eg “I object to this application”)
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Give your reasons (if there are more than one, itemise these clearly using numbers or bullet points)
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Provide your supporting evidence (go through each of your reasons in turn, using a clear structure)
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Say what you want the decision-maker to do (eg refuse the application, seek to modify the proposals with mitigation measures, or approve the application with conditions)
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Consider offering your ‘reserve’ position, without prejudice to your overall position (eg could you ask the local authority to add a condition controlling a particular aspect of the development, if they are minded to approve the application despite your objections?)
Don't just object – wherever possible provide an alternative or mitigation.” -Local nature champion
The Don’ts
And some things to try to avoid:
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Avoid personal criticism. Try to avoid naming individuals, instead use more general terms such as ’the Council’ or ’the applicant’ etc. And always avoid the temptation to give opinions on the applicant’s (or other party’s) conduct, their character or their track record. These are not factors that the decision-maker will be able to take into account, and by raising them you risk detracting from other more relevant concerns.
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Take it outside. If you have a complaint against the way the decision-maker has handled the case (for example, they have failed to consult you as an immediate neighbour) then deal with this separately, through the right channels, rather than in your response to the application.
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Avoid hearsay. It’s best not to include any information you’re unsure about or cannot back-up with evidence and definitely avoid exaggerating your concerns.
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No SHOUTING please!! Even if you feel angry about the proposal in question, try to avoid capitalisation and exclamation marks in your response. A more measured, professional tone will get your points across more effectively.
Keep anger and emotion out of your responses – stick to the facts as the type of people you are dealing with (Planning Committees etc) work that way. You can use your emotions for the campaigning/activism side of things.” -Local nature champion
