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Electronic submissions

To help us make sure that the information in your electronic documents can be effectively handled by us, wherever possible please prepare the documents and submissions you wish to attach as described below and in the pages shown on the left under this heading.

Please note that this advice will equally apply to online appeal forms and questionnaires, and their attachments, as to documents sent via email.

* Please note:

Documents sent to us online, by e-mail or through the post, that are accepted as valid, may be published through the Planning Casework Service.  Please bear this in mind.

If you are submitting comments by e-mail and do not wish us to publish personal details such as your e-mail address, please attach a separate file of your comments rather than including them in the body of the e-mail.

Provided that your name is on your document, so we know who it came from, there is no need to include your signature.

Everything submitted to us will be checked to ensure that it contains nothing which is libellous or racist.  Anything that does will be returned to the author. If the offending part is removed, the document can be resubmitted, provided that this is done within the relevant time limit.

* Submitting Plans

If you intend to attach plans to the forms, or send them in separately by e-mail, please ensure you indicate the paper size that the plan should be printed on.  This can be done by adding the paper size to the file name used to identify the plan i.e. proposedplan@A4.

This will help us to ensure plans are printed to the correct scale.

Include details to help us match your document to the right case

Please make sure that the following details are included on any electronic documents and covering e-mail that is sent to us.

  • the appeal reference (once it is known),
  • the name of the appellant, and your name (if different),
  • the site address, and
  • the type of document (eg Statement of case, Proof of evidence) you are sending.

*Documents Submitted Online

If you submitted documents electronically with the online appeal form there is no need to send the documents to us again by post or e-mail. 

The final page of the online appeal form gives a list of all of the documents you attached to the online form and any documents you marked to follow.  You only need to send us copies of documents you marked to follow.

If the document is being submitted as part of the documents supporting an appeal form, please also include a list of the documents (if sending more than one) the appeal form Section/item number that the attachment relates to.

*Supporting documents for appeals submitted online

Please e-mail supporting documents for a new appeal which was submitted online to postalappeals@pins.gsi.gov.uk.

*Supporting documents for appeals submitted by post

Please e-mail supporting documents for a new appeal which was submitted by post to  postalappeals@pins.gsi.gov.uk.

* E-mails sent to the appeals mailbox

The appeals mailbox is only for the e-files in support of online appeal submissions.  Once the appeal is started, statements etc, should be e-mailed to the Case Officer's team mailbox (the team e-mail address can be found at the top of the appeal start letter).

Any general enquiries should be sent to the Enquiries mailbox enquiries@pins.gsi.gov.uk.

When sending e-mails to the appeals mailbox, please note:

  1. The covering e-mail for your attachments MUST quote the appeal reference if you know what it is.  If you don't know, please quote the appellant's name and/or the site address.
  2. Your own e-mail system may prevent you sending e-mails over a certain size.  Please ensure that what you intend to send us will be acceptable to your service provider.
  3. Our e-mail system will accept documents up to 10MB.  If you have any difficulties, please contact our Customer Services Team on 0117 372 6372.

 

Avoid infringing copyright

Please bear in mind that if you are scanning in material to send to us, this must be done with the owner's permission and with any copyright licence fee paid. Also bear in mind that you may only scan an Ordnance Survey map if you:

  • have an annual licence to copy (£45 per site) to do so, or
  • have purchased a bulk copy arrangement, or
  • are using an Local Authority-supplied map under the 'map return scheme' (for which a fee is normally payable at the Local Authority's discretion), or
  • have purchased the site-specific map from the Planning Portal for the purposes of attaching to a planning application, appeal or representation

More information on Ordnance Survey map licensing is available on their website.