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How to make an effective submission

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Following the online and in-person workshops in the autumn, with Clare O’Connor, please find below the notes on “how to make an effective submission”.

Dublin City Public Participation Network – Information Guide

Submissions give your group a voice in decisions that affect your community.
They are a powerful tool for advocacy and change. Through submissions, your group can influence policies, services, and plans at both local and national levels, and highlight the value of lived experience, local knowledge, and grassroots organising. This guide is designed to support community groups, small organisations, and activists to make effective, strategic submissions.

Steps to Writing an Effective Submission

Talk It Through Together

Bring your group together to decide what you want to say.

  • Discuss key messages and shared concerns
  • Share examples and stories from your work and lived experience
  • Decide what points you want to make, and which stories or data best support them
  • This could be done through a group discussion, a workshop or an anonymous survey
  • Make space for different voices and perspectives. Everyone brings valuable insight

Identify What’s Relevant

  • Focus on the sections that matter most to your group
  • How does the consultation connect with your group’s goals, experiences, or concerns
  • Be selective: it’s better to say a small number of things clearly and well than to try to cover everything

Categorise –Group your issues under broad headings that make sense for your group.

Prioritise After categorising, ask the group to prioritise the categories based on priority

Structuring Your Submission

Use a simple, clear structure:

  1. Introduction
  2. Key Points / Issues
  3. Evidence / Examples
  4. Conclusion and Recommendations

Write in Clear, Direct Language

  • Use plain English. Keep paragraphs short. Use headings and subheadings

Stick to one idea per paragraph and avoid jargon where possible

Imagine the people reading your submission may be reading hundreds of others. Make it as easy as possible for them to understand your key messages.

Using Evidence and Examples

Use persuasive arguments backed by real examples, evidence, or local knowledge.

Where possible, include:

  • Research or evidence from the body you are submitting to
  • Relevant government policy or strategy
  • Central Statistics Office (CSO) data or other official statistics
  • Local experience from your group or community

When using statistics, always try to include:

  • Name of the source. Date or year. A link if available

Fact vs Opinion and SMART Recommendations

It is important to distinguish clearly between opinions and facts.

  • Opinion: “Buses are terrible.”
  • Fact: “Route X has 2 buses per hour; 35% of these were late in Q2 (NTA data).”

Facts make your submission stronger and more convincing.

Make Recommendations SMART

Where possible, make your suggestions SMART:

  • Specific             – clearly describe what you want
  • Measurable      – include numbers or targets if possible
  • Attainable         – realistic given the context
  • Realistic            – grounded in what is possible for the body to do
  • Time-bound     – include a timeline or timeframe for implementation

Using the bus example:
“Our recommendation: increase Route X from 2 to 4 buses per hour and publish on-time performance targets each quarter.”

Top 5 pitfalls :Keep your submission focused, clear, and on time.

  1. Trying to respond to everything in the consultation unnecessarily
  2. No clear ask – the reader cannot tell what you want to change
  3. Opinions stated as facts – without evidence or examples
  4. No references – statistics or claims with no source
  5. Submitting late – missing the deadline means your submission may not be considered

Submitting, Following Up, and Learning

When your submission is ready:

  • Submit it through the official channel (online portal, email, post, etc.)
  • Save a copy of the submission. You might adapt for a future consultation
  • Keep an eye out for updates, reports, or decisions following the consultation
  • Consider contacting councillors, TDs, or relevant officials to discuss your key points

Reflect and Record

Afterwards, take some time as a group to reflect:

  • What worked well in the process? What was challenging?
  • Were there parts of the process that you would do differently next time?
  • Create a shared folder of:
    • Previous submissions
    • Templates
    • Relevant research and statistics
    • Media or photos
    • Meeting minutes that approve group positions

This makes it easier and quicker to respond to consultations in future.

Reach out for support to the  consultation team (email listed in the consultation

your network partners and community organisations

 a local librarian for data and research help

or Councillors and TDs for local context and political insight.

Template: Let’s Make a Submission

You can use the following template structure for your submission.

Title of Submission –  Submission to DCC on the Climate Action Plan 2025

 Submitted By

  • Name of group – Contact person – Relevant contact details

Introduction to Your Group

Briefly include:

  • Who you are – What you do -Why this issue matters to your group
  • What makes your insight on this topic important
  • Why your group is responding to this consultation

Key Issues Identified

  • Which parts of the consultation are most relevant to your group?
  • Why are these sections important?

Provide short explanations for each key issue.

Group’s Priority Recommendations

List your key points and recommendations. Try to ensure they are:

  • Specific, Direct and actionable
  • Linked back to the consultation’s goals or questions where possible

Supporting Evidence or Experience

  • Local experience and real-life examples
  • Supporting policy references – local, national, or issues based
  • Relevant CSO or other official data
  • Photographs, references to previous work or research, if appropriate

Conclusion

  • Summarise your key message(s)
  • Thank the body for the opportunity to contribute and offer to engage further

Optional Attachments

  • Photos
  •  Links to Research documents/Reports
  • Supporting documents or case studies

Places to Find Consultations and Submissions

You can find open consultations and often previous submissions here: