Start with one person, not the whole project
Begin by naming the individual you want to nominate and the exact role they played. The judging process works better when the story shows what that person did, who they helped, and where their contribution sat inside the wider effort.
A group effort can still point clearly to one lead person. You do not need to present a perfect hero story. A useful nomination gives a grounded account of the nominee’s actions, the setting, and the people who saw the difference firsthand.
- Use the person’s full name and local area.
- State their role in plain language.
- Describe one project, incident or ongoing effort.
- Separate their actions from the wider group’s work.
Shape the story around actions that can be checked
Write the nomination like a short account of what happened, who was involved, and what changed. Avoid broad praise on its own. The review process needs details that can be checked against the evidence you attach, such as dates, places, messages, letters, photographs or witness notes.
For a group leader, the strongest story often shows coordination, calm under pressure, follow-through and care for other people. If the nominee helped organise volunteers, spoke for a team, or took responsibility when things were messy, say so clearly and give one or two examples.
- Use direct examples rather than general compliments.
- Include the sequence of events in simple order.
- Show what the nominee actually decided or did.
- Link each claim to some form of support material.
Keep the evidence tied to the named nominee
Evidence should support the nominee’s own role, not just the group’s wider reputation. If a photograph shows a community event, explain where the nominee appears in the story. If a letter comes from a neighbour, teacher or organiser, make sure it explains what the nominee personally did.
Useful evidence can include short written statements, attendance notes, screenshots of messages, printed notices, photos from the work site, or documents that show the person was involved. The best files are clear, relevant and easy to match to the words in the nomination.
- Choose evidence that points to the nominee by name.
- Do not overload the form with unrelated files.
- Label each item so its purpose is obvious.
- Explain why the file matters to the story.
Consent matters before you submit anything
When someone is being nominated, their consent is important. The programme may need to assess details that are personal or sensitive, so the nominee should know they are being put forward and understand what information is being shared. This helps protect privacy and keeps the nomination fair.
If the person cannot give consent directly, explain the situation with care and only include what is necessary. Do not add private medical details, family problems or other material unless it is truly relevant to the nomination and the form asks for it. In many cases, a careful summary is enough.
- Check that the nominee knows about the nomination.
- Only share information needed for the review.
- Avoid unnecessary sensitive details.
- Keep consent notes clear and practical.
What the judging team looks for in group situations
Judging focuses on whether the nomination shows a real contribution, clear evidence and a fair account of the person’s role. In a group setting, the key question is not whether the nominee did everything, but whether their part made a meaningful difference. A good entry makes that part easy to see.
The review may look at consistency, credibility and the strength of the supporting material. If the nominee works alongside others, explain how their actions fit into the wider effort without claiming work they did not do. Clear and honest writing usually helps more than polished language.
When you are unsure, stick to facts that are easy to follow without guessing. That approach suits volunteers in Gauteng, carers in the Western Cape, teachers in KwaZulu-Natal, first responders in the Eastern Cape and neighbours supporting families in Limpopo or elsewhere in South Africa.
Before you submit, run a quick practical check
Give your nomination one final check before you send it through our contact form. A clean submission helps the team understand the person’s role, the group around them and the evidence that supports the story.
- Have you named one nominee clearly?
- Does the story show what they did themselves?
- Have you added relevant supporting evidence?
- Have you dealt with consent and privacy carefully?
- Does the wording stay specific and factual?
If you later need to update a nomination, keep the changes focused on facts, extra evidence or corrected details. A careful update is usually easier to follow than a rewritten story, and it keeps the original thread intact.
