The procedure should be written up and any meetings should be recorded. This will involve issuing a standard letter to all participants explaining the background to the project, the reason for conducting the exercise, why they have been invited, how it will be conducted and explaining it is not part of a formal procurement. A standard briefing pack should also be produced covering background, scheme content and any additional opportunity that may exist and then a summary of key issues and actions upon which views are sought. A report on the responses should be written and submitted to the Project Board along with any recommendations for approval.