Chapter 5 Adding Representations

Consultee Representations

Ensure that you are logged into the system (see Chapter 3 ‘Logging In’).

For each document the consultation start and end dates are shown. If the document is still within the consultation period representations can be made.

  1. To access the draft you require click on the link (which is the document name).

Figure 5 Picture of the Document/Draft List Screen

Figure 5 Picture of the Document/Draft List Screen (Popup full image)

  1. Navigate through the document using the relevant chapter or heading links (usually located on the left hand side of the screen, see Figure 6 ‘Navigation’). Click on the section of the document you wish to view, the main screen will display the related content.

Figure 6 Navigation

Figure 6 Navigation (Popup full image)

Note 8

Clicking on a chapter will take you to the relevant point within the document. Depending on the nature and structure of the document you may be invited to make representations against a:

  • Draft
  • Chapter
  • Heading
  • Paragraph
  • Figure
  • Image
  • Map
  • Policy
  • Statement
  • Issue
  • Option
  • Question
  • Site
  • Table


  1. "View Representation" and "Add Representation" buttons indicate the items within the document that representations can be made against.

Note 9

Sometimes these buttons are abbreviated to "View" and "Add".



Figure 7 View Representataions, Add Representation

Figure 7 View Representataions, Add Representation (Popup full image)

Making a Representation

When making a representation the questions asked may vary depending on the document type / stage of the draft.

Standard questions require a "Nature of Response" to be selected from the drop down list:

  • Observations
  • Support
  • Support with conditions
  • Object
  • Other.

Figure 8 Add Representation

Figure 8 Add Representation (Popup full image)

  1. The "Response" field is where you would enter your response to a particular item in full (Figure 8 ‘Add Representation’).
  2. A summary of the response should be entered into the "Summary" field.
  3. If you wish to supply a reference for your own use, enter either text or a number in the “Your Reference” box.
  4. Click on the "Create" button to submit your representation.

A planning document at the "Submission" stage will have different questions.

  1. Please select whether you believe the document to be "sound" or "unsound".
  2. The questions that follow will depend on your selection at this stage.
  3. Messages will indicate if any parts of the form have not been completed correctly. Please see System Message 6 ‘You have not filled in the form correctly’.

System Message 6

You have not filled in the form correctly

Please see the messages in red below.
You must indicate what change(s) would you like to see made to the Development Plan Document

Note 10

Sometimes other question sets are used, additional instruction will be provided for these in the form itself.



System Message 7

Representation Submitted

Our Reference: XXX

Regarding: XXXXXX

Your representation has been submitted and will be considered as soon as possible. You will be notified when your representation has been confirmed as duly made (valid) or when it has been rejected.

System Message 8

Thank you for submitting your representation

Dear  xxxx

Thank you for submitting your representation, our reference XXX; on "XXXXX" in the document "XXXXX".

Your representation will be considered as soon as possible. You will be notified when your representation has been confirmed as duly made (valid) or when it has been rejected. If confirmed as duly made, you may view your representation here:

http://xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

We recommend you keep this email for your records.

This email has been automatically generated by the Consultation software.

The information contained in this email or in any attachments is confidential and is intended solely for the named addressee only. Access to this email by anyone else is unauthorised. If you are not the intended recipient, please notify the administrator and do not read, use or disseminate the information. Opinions expressed in this email are those of the sender and not necessarily the company. Although an active anti-virus policy is operated, the company accepts no liability for any damage caused by any virus transmitted by this email, including any attachments.

What happens when a Representation has been made?

  • Once a representation has been made it is sent for processing by the system administrator.
  • When the representation has been processed (duly made or rejected), an email will be sent either indicating that your representation is viewable online or to indicate the reason for a rejection.