5.2 Use of Submission Template

All proposals submitted for consideration by the Cabinet must be presented in the standard ‘Cabinet submission’ format in annex 1. This standard format enables Cabinet members to quickly understand what is being recommended and to ensure that proposals include information on the benefits of the proposal, whom it affects, financial and legal implications, relevance to and consistency with broad national policies and how the decisions would be communicated and implemented. The Ministry’s Cabinet Liaison Officer should coordinate the drafting of the submission within the Ministry and advise on compliance with Cabinet’s requirements.

The purpose of the Cabinet submission is to provide all Ministers with accessible information to facilitate informed discussion and decision-making by the Cabinet. While supporting documentation of greater detail and length can be attached, the Cabinet submission itself must stand alone, providing the critical information needed to enable Ministers to understand and consider the proposal.

Submissions not using the standard format shall not be accepted by the Cabinet Office.

All headings in the template must be included, with a brief note if the Ministry believes that some of the template is not applicable to the specific proposal. When preparing submissions Ministries do not have the option of ignoring some elements of the template that may be difficult to complete or may not support the proposal being put forward. If information is not available, then this should be stated, with the reasons why, and how the information might be obtained if Cabinet regards it as critical in making its decisions.

Cabinet submissions to be considered by Cabinet must be signed by the relevant Minister and the Permanent Secretary, and should:
    1. be as short as possible, using appendices for essential detailed information;
    2. be written in plain, non-technical language, and not to assume that the reader has expert knowledge;
    3. contain clear recommendations to enable decisions to be easily and logically assessed;
    4. report on consultation with relevant Ministries and/or relevant external stakeholders (see section 6.2); and
    5. allow Cabinet to make a meaningful choice, by summarizing the assessment of at least 3 options with evidence of strengths and weaknesses.
The standard template, which may be updated from time to time based on feedback from Ministers, prompts Ministers to address the following issues in preparing submissions:
    1. the decision requested from Cabinet, with the recommendations drafted consistently with the style of Cabinet conclusions;
    2. previous Cabinet decisions on the same or related subject;
    3. how the proposed action will advance the strategic directions of the Government;
    4. evidence of need, for example how the location of proposed activities will be justified (if relevant);
    5. evidence that the proposed intervention will work (including how key stakeholders will respond, for example by participating in a program, responding to incentives to invest or complying with a proposed regulation);
    6. expected economic, social and environmental impacts of the proposal;
    7. likely impact on specific groups, for example women or specific industries or regions;
    8. the estimated cost and where the funds will come from and whether the Ministry of Finance and Economic Development has been consulted and has agreed;
    9. legal implications, including whether legislation is required and whether the Ministry of Legal Affairs has been consulted;
    10. the potential impact on other sectors or Ministries;
    11. which other Ministries have been consulted, and whether they agree with the recommendations;
    12. the result of any consultation with external stakeholders (see section 6.2);
    13. assessment of any implementation risks;
    14. how implementation and impact will be monitored and evaluated, with clear accountability, milestones and targets; and
    15. how the decision will be communicated and identification of potential opposition.
Except for budget proposals (see section 4.3), all Cabinet submissions are to comply with the standard format and be no more than five pages long. A modified version of the standard format shall be used for matters submitted for information only.

The Cabinet Office shall provide more detailed guidelines for Ministries through Permanent Secretaries on the preparation of draft Cabinet submissions.