A Guide to Public Consultation Communications

With over 30 years of experience, delivering millions of crucial resident notifications across the UK, we’ve compiled this definitive guide to help organisations plan, deliver, and evaluate effective public consultation communications.

What is a Public Consultation?

A public consultation is a formal process that allows residents, businesses, and community groups to have their say on decisions that may impact them. Consultations are a vital part of transparent governance, ensuring communities are informed and have the opportunity to influence decisions. The government has provided details on best practices for public consultations.

Consultations can be:

• Statutory (legally required for planning, infrastructure projects, environmental impacts, etc.)
• Non-statutory (voluntary exercises demonstrating best practice and good governance)

The best consultations not only gather views but build trust, fostering open dialogue between the organisation and the public.

Why Public Consultation Matters

Effective consultations achieve three key goals:

1. Inform residents about proposals or decisions.
2. Invite meaningful feedback and dialogue.
3. Inspire confidence in the organisation’s transparency and willingness to listen.

Types of Consultation Communications

There’s no ‘one-size-fits-all’ approach. Depending on the project and audience, communication might include:

• Letters or leaflets delivered directly to households.
• Public notices in local media.
• Community newsletters or magazines.
• Lamp wraps or other signage near the event venue.
• Feedback forms and surveys.
• Public exhibitions, drop-in events, or online meetings.
• Dedicated websites or consultation portals.
• Social media campaigns.

Pro tip: Combining multiple channels ensures the message reaches all sections of the community, including those who are less digitally active.

Planning Your Consultation Communications

1. Set Clear Objectives

• What decisions need public input?
• Are you seeking to inform, consult, or collaborate?
• Is this a one-off consultation, or part of a broader engagement strategy?

2. Know Your Audience

• Map out who is affected — residents, businesses, commuters, or local groups?
• Consider cultural diversity, languages spoken, and accessibility needs.
• Don’t forget hard-to-reach groups — renters, younger residents, or those with limited digital access.

3. Create a Realistic Timeline

• Government guidelines typically recommend at least 21 days for consultations.
• Factor in design, print, delivery, and analysis time.
• If follow-up communication is likely (such as announcing decisions), schedule that too.

Creating Materials that Work

Key Design Tips

✅ Plain English — avoid jargon and legalese.
✅ Clear layouts — use headings, bullet points, and short paragraphs.
✅ Visual aids — maps, timelines, and diagrams help explain complex issues.
✅ Empathy in tone — acknowledge concerns and explain how people can influence outcomes.
✅ Multiple response options — include online forms, freepost addresses, phone numbers and event invites.
✅ Inclusive design — consider translations, large print, and digital alternatives.

Choosing the Right Delivery Method

At Letterbox Distribution, we offer a range of solutions to suit your audience and objectives:

• Solus distribution – your leaflet or letter delivered on its own.
• Shared distribution – paired with non-conflicting leaflets to save costs.
• Direct mail – addressed letters sent via Royal Mail for harder-to-reach addresses.
• Hybrid campaigns – combining multiple methods for complete coverage.

Every delivery method comes with GPS tracking for full transparency.

Mapping and Targeting – Precision is Key

Our in-house mapping team uses a combination of tools, including:

• Engage, our mapping, printing and distribution solution.
• Engage includes both the Royal Mail PAF and MAF files, for up-to-date accuracy when it comes to property counts
• Mosaic profiling to understand the demographics of each area, helping tailor content.

Timing – Getting it Right

• Allow at least two weeks’ notice before any key deadline.
• Avoid school holidays, bank holidays, and local events.
• Where appropriate, schedule follow-ups to keep residents informed of how their feedback has shaped decisions.

Overcoming Common Consultation Challenges

1. Access Issues

• Flats with security entry, rural homes, and gated properties need special attention.
• Combining unaddressed door drop with addressed mail can ensure full coverage.

2. Consultation Fatigue

• In areas where consultations are frequent (like regeneration zones), residents may disengage.
• Collaborate with any other people planning public consultations – this may help to minimise repeated consultations.
• Make your materials stand out — bright design, clear purpose, and concise messaging help cut through.

3. Handling Controversial Topics

• Projects with strong opinions (road closures, housing developments, wind farms) need empathetic communication.
• Explain why the project is needed and what’s negotiable.

Ensuring Compliance and Transparency

• Follow legal requirements for statutory consultations.
• Record and publish all feedback received.
• Explain clearly how feedback influences final decisions.
• Maintain GDPR compliance when handling personal data.

Tracking and Verification – Full Transparency

Every delivery by Letterbox Distribution is tracked using live GPS data. We provide:

• Real-time delivery monitoring.
• Missed property reports for inaccessible addresses.
• Optional bodycam evidence for particularly sensitive deliveries.

This allows you to demonstrate a fully auditable delivery process if challenged.

Post-Consultation Analysis

What happens after delivery is just as important:

• Analyse feedback systematically (categorising themes and sentiment).
• Report back to the public — show what you heard and how decisions were influenced.
• Keep the dialogue open — even after decisions are made, follow-up communication fosters long-term trust.

Our End-to-End Support

We can support every stage of your consultation, including:
✅ Consultation planning advice
✅ High-quality design and print
✅ Targeted mapping and data profiling
✅ Environmentally responsible distribution using electric vehicles and recyclable materials
✅ Tracking, reporting, and missed property follow-ups
✅ Post-consultation analysis support (if required)

Why Choose Letterbox Distribution?

With almost 40 years’ experience working alongside councils, developers, infrastructure teams and public sector bodies, we understand the unique challenges of consultation communications. We don’t just deliver leaflets — we deliver results, ensuring every consultation reaches the right people at the right time.

Ready to Plan Your Next Consultation?

Contact us today to discuss how Letterbox Distribution can help make your next public consultation a success.

020 8440 0400
enquiries@letterboxdistribution.com