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Gather support

If you want your comments on a planning application to be properly considered, you must write a formal letter to the planning department.

However, the letter is only part of the process.

Your task now is to gather as much support as possible, from

  • Within the local authority
  • The community
  • The wider public sphere

The more people who agree with you, and are willing to say so, the stronger your case will be.

Meet your local planning officers
Shortly after sending your letter, telephone the case officer at the planning authority to see how your comments are likely to be treated.

Try to arrange a meeting with the planning officer(s) involved to explain your case.

You may be able to bolster those arguments that the authority thinks are weak, or to refute opposing arguments to which the authority was intending to give weight.

The planning officer handling the application will write a report to the councillors to help them decide whether to grant or refuse planning permission.

The officer may reflect your comments in the report.

Sometimes a planning decision is delegated from the councillors to the chief planning officer.

You are entitled to look at the planning officer's report to the committee at least five days before the committee meeting (according to the Local Authorities (Executive Arrangements) (Access to Information) (England) Regulations 2000 and 2002).

Different authorities have different arrangements for delegating decisions.

Sometimes an objection to an application, or a request by a councillor, can automatically mean that the relevant committee must make the decision.

You will need to find out early on who will decide on your particular application, and when, as this will affect what other action you need to take.

The Government guide on delegation states that files on delegated applications should be just as available for public inspection as files on applications going to committee.

Approach your local councillors
For most major cases, unless the Government decides to make a decision itself and calls in the application, decisions on planning applications are made by local authority councillors.

The existence and gist of your written comments will be reported to the councillors when they meet as the planning committee.

Don't assume they will read your letter directly

To be sure that your views will be known in the decision-making process, it is a good idea to write to, telephone or meet councillors in advance of the decision.

Ask your local authority for their names and contact details, through the Chief Executive's or administration department, or look at the local authority's website.

Note that under the principle of 'fettered discretion', councillors are unable to indicate which way they will vote prior to a committee meeting. To do so would 'fetter their discretion' and disqualify them from voting.

If you are opposing a planning application, give councillors the reasons you think the application should be refused or suggest conditions to be placed on approval, so that the councillors can influence the debate and respond positively if challenged.

Your goal is not only to convince the councillors that you have a case in planning terms, but to impress upon them the support your case has within the local community.

Planning officers are primarily interested in the arguments themselves, councillors also try to establish what weight to attach to views expressed around an application. Planning is not a science and councillors may judge the issues differently from officers.

Approach the right councillors
It makes sense to approach the councillors who will sit on the committee and take the decision.

Your ward councillor may be permitted to attend and speak on behalf of local people at an organised meeting, even if not on the committee, but check first.

Pay special attention to the views of the councillor who chairs the committee and steer clear of party politics.

Councillors must make planning decisions on grounds relevant to planning, not on party lines.

Making a decision on party lines is considered 'maladministration', failing to follow the law or the authority's own rules or processes.

Help your case by

  • Sending councillors a copy of your letter to the planning officer, or a personal letter emphasising the points to which you believe a councillor will be most sympathetic
  • Demonstrating the depth and extent of local support. Liaise beforehand with relevant groups such as the parish council, established local organisations, like
      •  CPRE,
      • the Women's Institute
      • residents' associations
      • local businesses
      • your MP
      • community leaders
      • specific organisations consulted by the local planning authority
      • the local Highways Authority
      • the Environment Agency
      • English Nature

as some of them may share your views.

A petition signed by local residents can also be helpful, although individually signed letters carry much more weight.

Suggesting a site visit by councillors

This is a good idea, if an issue can only be fully appreciated on the ground,and has not been given adequate weight. This may require a decision to be deferred to a future meeting.