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Inclusive Engagement Techniques and Approaches

Fact Sheets

What is it?

Fact sheets are concise one to two-page documents that include essential information about a particular topic or project. They highlight facts and key points in a clear and simple format and may include bullet points, timelines, charts and images to facilitate understanding.

When to use it

Fact sheets are effective tools for building awareness and providing high-level project information in an easy-to-share format. They can be useful as quick reference documents and serve to convey essential information to the public, stakeholders and decision-makers, especially at the beginning phase of a project. Use fact sheets to distribute to stakeholders online, and in person at public engagement events.

How to do it

Before

  • Understand the project’s key messages, including what the project seeks to address and how the public can participate.
  • Have the project logo on hand (reach out to the department’s Public Information Officer or email the Communications Department if this is needed) and create a project group email account as needed.  

During

  • Use the fact sheet templates that are available on CityNet (accessible to City Staff only).
  • Fact sheets should follow the City's Writing Style Guide (accessible to City Staff only).
  • Use headings, subheadings and bullet points to organize information.
  • Information should be objective and fact-based. Use clear and simple language.
  • Include a link for people to learn more or participate. Include both the webpage URL and QR code (accessible to City Staff only) when directing to a webpage.
  • Include contact information, such as a project group email account, for public inquiries.
  • Use graphics such as images or icons to break up text, emphasize key data points and effectively and concisely convey information to people of various backgrounds.
  • If using images, check for proper licensing/attribution.

After

  • Post on the project webpage and print copies for distribution at events or various locations as needed.

Resource considerations

Cost: Minimal

Costs vary based on the quantity needed and distribution method (e.g. printing vs. digital only). Digital versions are cost-effective and easy to share via email or social media.

Time: Minimal

Fact sheets can be quick to produce with a few weeks required for content development, design and printing. Allow sufficient time for the department’s Public Information Officer or Communications Department review.

Capacity: Minimal

Fact sheets can be created by one key staff person, with support from the department’s Public Information Officer or Communications Department.

How to make it more inclusive

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