9.3 Contents of a progress or close-the-loop letter or publication

The following is a template for a close-the-loop letter (see Box 31) that may be mailed or distributed to the public virtually, through a door-to-door campaign, or some other way.

We use the term “letter,” but it could also be a more detailed report, a simple flier or a social media post. You can adapt this template for a public presentation at a public meeting. Whatever format you choose, your goal is to share it as widely as possible and to cover at least the following suggested contents:

Describe what you learned: Remind the public of the priorities set during the data collection. Briefly describe the process: for example, “Back in September, we issued questionnaires by going door to door, and 450 of you responded.” You may wish to re-share a chart of the survey results again and include quotes you have collected from the public (either through the surveys or through other communications) that relate to these priorities.
Report how you took action to solve the issue (and if the issue is resolved): Next, take the top three priorities, and provide an update on what has been done so far. What has been achieved? How was it paid for? If the issue remains unresolved, explain (briefly) why – is funding missing, has the city issued a tender for bids or is the problem a technically complex one? For each issue, provide this information, as well as photographs of the progress made (for visual learners and to help people connect the changes they’ve seen with their feedback).
Ask for more feedback (iterate): Finally, close with a brief note to the public. Are you looking for volunteers? Is there a social media or message board they can join to stay current? In the template and examples below, the mayors offer several ways for residents to contact them, including a slip of paper where residents can write down an issue and their contact information. This slip can then be torn off the publication and returned to city hall. Alternatively, include the email address or social media handle of a local authority office or officer that the public can contact electronically to share ideas.

As always, keep in mind the importance of two-way dialogue – always offer a means for the public to stay involved.

Box 31. Template for results letter or close-the-loop report

OUR CITY

Month, Year

OUR PRIORITIES

ISSUE ONE, ISSUE TWO, and ISSUE THREE

Back in Month Year we asked you about your priorities, which were

. . .
. . .
. . .

We shared those findings with you back in Month Year, and since then, we have developed an action plan and have been working to resolve them.

Here is the progress we have made so far:

Picture of outreach event, or local project underway

ISSUE ONE

To address Issue One, we have
1. Identified funding for . . .

2. Hired a contractor to . . .

3. Completed an inventory of . . .

Our next steps will be

. . .
. . .
. . .

Picture showing before and after the project, for example

--------------- PAGE BREAK -----------

ISSUE TWO

The issue is [more detail] . . .

We have not addressed this issue yet, but are 50% toward our funding goal . . . You can help by . . .

Picture showing the issue to address

ISSUE THREE

The issue is [more detail] . . .

We have done X, Y and Z actions. In Month, Year we will do A and B actions.

Picture showing the issue to address

[CALL TO ACTION]

Thank you for your attention!

Sincerely,

Mayor [Name]

Phone:

Email:

Address:

Please join us on [social media] platform to follow updates or discussion here:

[QR code or link]

[Optional: Include removable comment form]

What other issues should the mayor focus on?

Your opinion:

Your name:

Address:

Email:

Phone:

*Instructions on how to return this form

Box 32. Tirnova, Moldova Example

This flyer from Tîrnova, Moldova, presents the results of a 2022 community survey identifying local priorities. Of the 119 residents who participated, the majority (55%) highlighted street lighting as the top concern, followed by the condition of the cultural center (23%) and access to sports and recreational spaces (11%). A pie chart visualizes the distribution of responses, and resident quotes emphasize appreciation for improved lighting and calls for repairs to the cultural center. The bottom section confirms that recent municipal efforts have focused on these top three issues.

Consider this two-sided update report on results and updates on progress by the city of Tirnova, Moldova. The town conducted a survey in June 2022, and this update report is from January 2023 – i.e., six months have passed.

The report begins with a brief summary of the survey, which reached 119 residents. The results are reported in the pie chart – more than half of respondents prioritized streetlights, and nearly a quarter prioritized renovating the House of Culture (a community center). The quotes on the side offer detail on “What people are saying”: “The roof of the culture house needs to be repaired” and “Thank you for lighting the village’s streets.”

The end of the page reads “Based on the results of the survey, the mayor’s office focused on three key issues: Street lighting, the House of Culture’s roof, and the outdoor sports field. Turn the page to read city hall’s plans for these priorities.”

On the other side of the sheet, the team has listed “City Hall Achievements for 2022.” They then move through the three priorities and describe what has been done.

Regarding street lighting, the city hall has added 17 kilometers of electric streetlights – they also indicate how it was funded.

They describe repairs to the community center roof, the procurement of furniture and audio equipment, and new windows. They also describe the funding sources for these improvements and next steps to repair the building’s edifice. They provide similar details for the renovation of the local outdoor recreation area.

Finally, the mayor provides their name and a parting note: “In a democracy, the mayor’s office must work based on public priorities,” offering their phone number and a means to join a local social media message group on the app Viber. Finally, citizens can offer additional opinions by filling out and returning the bottom cutout.

End of step checklist

After four to six months, issue a report on progress toward the action plan and commitments.
After the commitment is complete or at another key milestone (e.g., end of the year), issue a report outlining progress made.