Start with the person, not the pain
Lead with what the nominee did for others, then explain the hard part only as far as it helps the story make sense. A strong nomination does not need every detail of a difficult event. It needs a clear picture of the person, the help they gave, and why that help mattered in the community.
Write in plain language. Avoid dramatic wording, labels or guesses about feelings. If someone stepped in after a death, supported a child through illness, or carried a neighbour through a crisis, say what they did in direct terms. Keep the focus on action, care and impact.
- Name the act of help first.
- Use only the details needed to explain the situation.
- Leave out gossip, blame or private family conflict.
- Keep the nominee’s dignity central from the first line.
Check consent before you write the full story
If the nomination includes trauma, loss or another sensitive event, the nominee should know what you are submitting. Consent matters even when the story is positive. The person may be comfortable with a short outline but not with every detail being shared in a public-facing programme.
When you speak to the nominee, explain what the nomination is for and what parts may be reviewed. If someone cannot give consent themselves, check the proper family or guardian route before including personal details. Where a person is vulnerable, a cautious approach is better than a full account with too much exposed.
- Ask whether the nominee is happy for the story to be submitted.
- Confirm any names, photos or contact details you plan to include.
- Agree on what must stay private.
- Do not assume silence means permission.
What to include when the story is sensitive
A useful nomination gives the judging process enough context to understand the contribution without turning the form into a private file. Include the facts that show care, responsibility and public benefit. If hardship is part of the story, show how the nominee responded, supported others, or kept a community steady through a hard period.
One or two concrete examples are better than a long account. Say who was helped, what changed, and what the nominee took on. If there are school, clinic, neighbourhood or workplace records, those can support the nomination without repeating painful details in full.
- Brief description of the situation.
- What the nominee did, step by step.
- Who benefited from that action.
- Any supporting notes, letters or records that confirm the story.
Leave out details that do not help the nomination
Not every fact belongs in the form. Graphic descriptions, medical specifics, police details, family arguments and speculation can make a nomination harder to read and harder to assess. The aim is not to prove distress, it is to show service, care or leadership under pressure.
If a detail does not change how the judges understand the nominee’s action, leave it out. A short and careful account is usually stronger than a long account that overshares. This also protects children, neighbours and family members who did not ask to be part of a public story.
- Do not add medical records unless they are truly relevant.
- Do not name minors unless that is necessary and agreed.
- Do not include accusations that are not needed for context.
- Do not write in a way that makes private pain the headline.
Privacy and sensitive information handling
Keep contact details, addresses, health information and family circumstances limited to what the nomination process needs. If you are unsure whether something should be shared, treat it as sensitive. A nominee’s story can still be powerful when the personal material is reduced to the minimum needed for review.
It also helps to separate public praise from private notes. Write the nomination as if it may be read by people who are assessing community contribution, not by people who know the family history already. That approach keeps the language cleaner and lowers the chance of oversharing.
- Share only the information needed for review.
- Keep identity details accurate and current.
- Use our contact form if you need help with privacy questions.
- Store drafts safely and do not circulate them widely.
A quick check before you send the nomination
Read the story once for care and once for clarity. Ask whether the nomination explains the nominee’s contribution without leaning on shock value. Ask whether the person has agreed to be named, whether the details are necessary, and whether the wording still respects the people involved.
Then check the basics. Make sure names are spelled correctly, the situation is described in plain terms, and the evidence supports the story. A careful final read can prevent confusion later and keeps the nomination easier to assess.
- Does the story show real help to others?
- Is the nominee comfortable with what is shared?
- Are private details reduced to what is needed?
- Does the evidence match the story?
