Writing a good submission

Someone on a forum asked for assistance with putting in a complaint to a regulatory authority. I gave them my tips. So I put them up here as well to help anyone and for my ease of reference. This is absolutely not a ‘one size fits’ all. Read that again – slowly this time – to get it stuck in the brain! Chrysst! 🙄 The following tips can be used not just for complaints. They can be modified to structure a report.

Consider using AI software

Many will be surprised how good AI software is at assisting with content generation. Many are also still biting their nails about AI. They should keep biting away!

There is a range of FREE AI software to pick from online: Qwen, Gemini, DeepSeek, Tulu3, Claude, Microsoft Copilot, or plain old ChatGPT. No panic attacks today – kids in schools are using all this stuff, which is causing a bit of a nightmare for teachers who have to mark their assignments, cuz they’re coming out ‘too good’. LOL! This does not mean that AI is perfect. It makes some wild errors on occasions but less wild and far less frequently than humans. Disclaimers from providers apply to use of all AI software.

Structure is everything

For nearly every situation I have to take action on the following are my key steps:

Points First Summary (issue identification)

• Clearly identify the issues or matters to be addressed.
• Summarise the key points or arguments upfront to provide focus and direction for the analysis.
  This part must truly be a summary – not a dissertation.

The Evidence and Facts (or Reported Facts)

• Gather and present the relevant facts of the case.
• Include evidence (e.g. witness reports, documents, physical evidence, contents of notes made with approximate dates and times if possible) that supports
• Distinguish between undisputed facts and disputed facts where relevant, as this will shape the analysis.

Reasonable Inferences (application of rules or law to facts)

• Draw logical inferences from the facts.
• Apply the relevant legal principles, statutes, case law, regulations, standards or precedents to the facts.
• Analyse how the law or standards support or undermines the arguments or claims being made.
  At all costs avoid conflating facts with reasonable inferences – it’s terrible mistake.

Final Conclusions

• Summarise the findings based on the analysis.
• Provide a clear and reasoned conclusion that answers the legal questions or resolves the issues identified in step 1.
• If applicable, suggest potential outcomes or remedies.

Statement of desired outcome or remedies.

• Say what you want to happen – and be reasonable.

Overall tips gathered over the years

I avoid the following:

Intensifiers: Words like “very,” “extremely,” “really,” “absolutely,” or “incredibly” are used to add emphasis. However, they often come across as vague or hyperbolic if not backed by concrete evidence or detail.

• Example: “The defendant was very reckless.” (This is less effective than providing specific evidence of recklessness, such as “The defendant drove at 90 mph in a 30 mph zone.”)

Qualifiers: Words like “somewhat,” “quite,” “rather,” or “fairly” can also weaken your writing by making statements seem tentative or imprecise.

• Example: “The evidence is quite compelling.” (This is less persuasive than “The evidence is compelling because X, Y, and Z.”)

Note carefully: all the above may not be relevant to everybody’s situations and is not advice anybody. Whatever you do, tailor the above structures to your specific needs.

Formatting

This is how the ‘paint’ appears on the ‘canvas’. Make it pretty and appealing to read.

In my situations I ensure that each paragraph is numbered and perfectly formatted:

1. 1.15 line spacing,
2. 10pt spacing above paragraphs and 6pt below.
3. all text justified.
4. all hanging indents properly aligned using styles.
5. all fonts consistent in body text usually 11 to 12pt Aptos or Calibri (using body text style.)
6. any headings are 13 or 14pt.
7. all numeration of paragraphs checked for accuracy.
8. everything spell checked and grammar checked.
9. MS Word ‘read aloud’ used to proof read document, and make adjustments.

Summary

I can say with confidence that 99% of all NHS secretaries and admins (over my 35 years of experience) cannot do the above, so newbies may struggle a bit. But YouTube is great for further tips on ‘how to’. Consider time spent as an investment for the future.

The worse sort of submissions are ‘all over the place’, long winded, sentences too long, and difficult to read. Always keep in mind that you may understand something but will the reader understand it as well as you do? It’s easy to make assumptions.

Good submissions have a higher probability of not being binned or given lesser priority. It’s common sense. Practice makes ‘near perfect’