Laying Papersenglish

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Journal Ofce

Guide to laying papers

House o Commons April 2013


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1Guidance and requirements for laying papers beforethe House of Commons and their publication 2013

Table o Contents

Introduction 2

Papers at a glance 3

Reason and authority or laying a paper beore the House 3

Laying beore both Houses or beore the House o Commons only 4

Timing o release and publication o papers laid beore the House 5

Format o Documents and Title Pages 6

Laying requirements or all papers 7

Laying times 8

House o Commons (HC) Papers 10

HC numbers 11

Printing and ormat requirements or HC Papers 12

Laying an HC Paper 14

Papers laid by Return to an Address (Unopposed Returns) 15

Corrections to HC Papers 16

Act Papers not printed as HC Papers (un-numbered Act Papers) 16

Command Papers 18

Statutory Instruments 20

Withdrawing a paper and Correction Slips 22

Contacts or urther advice 24Checklist o ormat requirements or laid papers 25

Appendices: 26

Appendix 1: What can be laid when 26

Appendix 2: Sample title page or a House o Commons paper 27

Appendix 3: Sample covering letter or an HC Paper,Act Paper or Command Paper 28

Appendix 4: Sample covering letter or a Statutory Instrument 29Appendix 5: Sample letter withdrawing a paper 30


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Guidance and requirements for laying papers before

the House of Commons and their publication 20132

INTRODUCTION

1) Tis guidance note is aimed at sta in organisations required to lay papersbeore Parliament

2) Te inormation in this guide will help you to determine which type o documentyou are laying, set out what you are required to do at each stage o the layingprocess, and ensure that it is presented or laying in the correct ormat.

3) Specic requirements or the ollowing categories o paper are set out in separatesections o this guide:

Act Papers printed as House o Commons (HC) Papers

Un-numbered Act Papers

Command Papers (numbered and un-numbered)

4) Tis document does not provide detailed guidance on the laying o StatutoryInstruments although some basic inormation is given on page 21. Forinormation on the preparation and making o statutory instruments and theparliamentary procedures relating to them please contact the SI Registrar:[email protected].

5) I you have any queries, you can contact the House o Commons Journal Oce(contact details are provided on page 24). Te parliamentary branch o yourdepartment or parent department may also be available to oer advice. You will

need to contact Te National Archives1 and Te Stationary Oce Ltd (SO)about publishing and printing your document, and the House o Commons VoteOce to ensure that copies o the document are available to Members. I you arelaying your document in the House o Lords, you will also need to contact theHouse o Lords Printed Paper Oce.

1 Te National Archives manages Te Command and Other Papers Contract, which provides a rangeo production and publishing services to support government organisations. Te National Archivespublishing contractor is Te Stationery Oce Ltd (SO). Government organisations must use the

contract to publish HC Papers. Command Papers should be published through the contract to ensurepublishing requirements are met, so that the paper is recognised by the library community and book trade.Te current contract expires September 2013. Arrangements to apply rom October 2013 are in hand,please contact Te National Archives or urther inormation. Tis guidance will be updated to refect thenew arrangements.


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PAPERS AT A GLANCE

Reason and authority or laying a paper beore the House

6) Te purpose o laying a paper beore the House o Commons is to make theinormation contained in the document available to the House and its Members.

Members may come to the Journal Oce to look at a document as soon as it islaid. Copies o laid documents should also be available in the Vote Oce shortlyater they are laid.2 Depositing a paper in the House o Commons Library doesnot constitute laying.

7) Once a paper/document has been laid beore the House, it will appear in theAppendix to the Votes and Proceedings. Te Votes and Proceedings are theormal legal record o what happens in the House o Commons and are publishedovernight at the end o each sitting day. See: http://www.parliament.uk/business/

publications/business-papers/commons/votes-and-proceedings . On someoccasions the House sits through the night and into the next day. Tis may aectthe date on which a paper is recorded as being laid.

8) Many documents are required by law to be laid beore the House. Tese are calledAct Papers and are reerred to as being laid by Act.3 Other papers are madeavailable to the House by the Government. Tese are called Command Papersand are reerred to as being laid by Command.4 A paper cannot be laid by bothAct and Command.5 I you are in any doubt as to the authority by which yourdocument should be laid, please contact the Journal Oce as early in the processas possible.

2 Speakers Ruling, 25 March 2009 (HC Deb Col 307).3 Te Act that requires the document to be laid provides statutory authority.

Tis also applies to papers laid by Statutory Instrument.4 Te Government lays these papers by Command o Her Majesty under the Royal prerogative.5 Although in some cases papers are laid by Act in the Commons and by Command in the Lords.
http://www.parliament.uk/business/publications/business-papers/commons/votes-and-proceedingshttp://www.parliament.uk/business/publications/business-papers/commons/votes-and-proceedingshttp://www.parliament.uk/business/publications/business-papers/commons/votes-and-proceedingshttp://www.parliament.uk/business/publications/business-papers/commons/votes-and-proceedingshttp://www.parliament.uk/business/publications/business-papers/commons/votes-and-proceedings


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Laying beore both Houses or beore the Houseo Commons only

9) Beore laying your paper you should check whether it needs to be laid beoreParliament (i.e. both the House o Commons and the House o Lords) or onlybeore the House o Commons. Te title page o the document should be wordedaccordingly (i.e. Presented to Parliament... or Presented to the House

o Commons...).

10) Te reasury may issue an accounts direction under section 7 o the GovernmentResources and Accounts Act 2000. Accounts to which such a direction appliesmust be prepared and transmitted to the Comptroller and Auditor General, whomust certiy and report on them to the reasury. Tey must be then laid beorethe House o Commons. Accounts produced under section 7 o this Act do notneed to be laid beore the House o Lords.

11) rading Funds are subject to an accounts direction provided or by s. 4(6)(a)

Government rading Funds Act 1973 (as amended by the Government radingAct 1990). Te same procedures or reporting by the Comptroller and AuditorGeneral should be ollowed, except that the reports and accounts are laid beoreboth Houses.

12) I your paper is laid under a dierent Act, the Act will speciy whether thedocument is to be laid beore Parliament or beore the House o Commons.Your lawyers or those o your parent department will be able to check this or you.

13) Command Papers and most Statutory Instruments are normally laid beoreboth Houses.

14) Te inormation in this booklet relates to laying requirements or the House oCommons. However, the requirements o the House o Lords are substantiallysimilar. Contact details or the Printed Paper Oce in the House o Lords are atthe end o this guidance.


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Timing o release and publication o paperslaid beore the House

15)A paper is considered to be ormally laid beore the House when a copy o it isaccepted by the Journal Oce. At that point Members o the House are ableto come to the Journal Oce to view the document. Government departmentsshould make hard copies o the document available to the Vote Oce shortly

ater laying so that copies can be made available to Members.6 Tis does notmean that the document also has to be available to the general public at thattime. I SO are arranging publication o a document, they will liaise with theVote Oce directly. I your document is an Un-numbered Command Paper(other than an Explanatory memorandum or Impact Assessment to a StatutoryInstrument) you should e-mail a copy to the Vote Oce shortly ater it has beenlaid ([email protected] ).

16) I a document is subject to an embargo, you may lay it beore the embargo expires.

You should however label it with embargo stickers. Te Journal Oce is notresponsible or monitoring or enorcing embargos, and you should be aware thatMembers may view documents as soon as they have been laid. I your documentis subject to a timed release (or example to coincide with a statement) and it isnot desired that Members have copies in advance, you should wait until the timeo release to lay the document. You may not deposit papers in the Journal Oceor laying at a later time. Once delivered to the Journal Oce a paper is laidand should be made available in the Vote Oce shortly aterwards (but see alsoparagraph 18 below).

17)Any paper required by an Act o Parliament to be laid beore the House, shouldnot be released (e.g. in electronic ormat on your website) beore it has been laid.Te release o an HC Paper beore laying is a discourtesy to the House.

18) HC Papers cannot be laid when the House is not sitting. Other Act papers willbe received, but are not treated as being laid until the next sitting day and shouldnot be published, or otherwise released, until that sitting day. We thereorerecommend that these papers are only laid when the House is sitting.

6 Speakers Ruling, 25 March 2009.


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19) You should plan the laying and publication o your document careully so as toavoid being unable to lay because the House is in recess. I you anticipate that youwill have diculties in respect o this requirement you should contact the JournalOce as early in the process as possible.

20) Departments are responsible or ullling their legal obligations to ensure that allpublished documents are deposited in the British Library and the other statutory

deposit libraries in the UK and Ireland. HC and Command Papers and statutoryinstruments published by SO are deposited in accordance with Te NationalArchives contractual arrangements.

Format o Documents and Title Pages

21) Documents laid beore the House must be in a standard ormat, namely A4 size,primarily portrait orientation and correctly bound.7 Documents that do not meetHouse o Commons requirements will have to be reprinted. Please contact the

Journal Oce i you have any queries to ensure your document is acceptable orlaying. Te laid copy must be identical to the published version (including theonline version).

22) All papers must contain a title page which indicates the authority under whichthey are laid. itle Pages must also show the ull statutory title o the bodyproducing the report, the title o the report, and a series number (Cm or HC)i applicable. I the paper covers a specic period o time (i.e. 2013-14 nancialyear), this should also be indicated on the title page.8Te Journal Oce is happy to check drat title pages to ensure that all therequired inormation has been included. Drat title pages can be sent to

[email protected]. Tis can be done beore the rest o the documenthas been fnalised. We recommend that you submit title pages or checking atthe earliest possible opportunity so as to avoid any delay in printing and laying

your document.

7 Saddle stitching (staples through the spine) or perect binding (spine glued).8 Further inormation about title pages is available on p. 12 or HC Papers or p. 17 or un-numbered

Act Papers.


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Laying requirements or all papers:

wo copies o the document

Covering letters (stapled to the ront o each document), stating:

Te title o the document;

Te authority or laying; What or whether any parliamentary proceedings apply;

Te name o the Minister ormally laying the document;9

I applicable, that the document is being laid in proo or typescript orm.

Delivery to the Journal Oce by hand (normally done by parent departments,whose messengers have passes to access the Parliamentary Estate).

Hard copies o laid documents should be available to Members o the Houserom the Vote Oce, shortly ater laying.

Te copy o the document laid beore the House must be the nal version.Te online version o the document must be identical to the printed version.I any revision or correction is necessary ater laying, please contact theJournal Oce to discuss whether the document can be corrected or i itshould be withdrawn and re-laid. Correction slips and re-laid papers mustbe made available in the Vote Oce (see page 23 or urther inormation on

withdrawing a paper or issuing a correction slip). I a document is laid in proo or typescript, this should be stated in the

covering letter. A proo copy or laying must be correct and not dierent inany way rom the nal published version.

Publication o the document in print or online cannot take place until it hasbeen laid beore the House.

9 Te Journal Oce can supply a list o authorised Laying Ministers showing the correct orm.Not all ministers have the authority to lay documents beore the House. Unless the Journal Oce hasreceived written instruction rom the department, the Secretary o States name will appear as SecretaryFirstname Surname.


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Papers can be laid in the Journal Ofce betweenthe ollowing times:

Monday and uesday 1000 to rise o House

Wednesday and Tursday 0930 to rise o House

Sitting Fridays 0930 to rise o House

Non-Sitting Fridays and Recesses 1100 to 1500

Te oce should be inormed o any papers that are likely to be laid ater 5pm.


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10

11

10 See para 32. SO will provide urniture or the document including an ISBN number and barcode.11 Tese papers thereore may not be published or otherwise released until the next sitting day.

Act PapersMust not be

published (including

on the internet) orotherwise released

beore laying.

HC Papers Must have a Title Page bearing specifc inormation

(See page 12)

Must be A4, portrait Must be published by TSO in print and on the

Ofcial Documents website10

Copies must be available in the Vote Ofce shortly ater laying

Should not be reproduced as part o another document Can only be laid when the House is sitting

Un-numbered Must have a Title Page bearing specifc inormation

(See page 17)

Must be A4, portrait Must be printed in hard copy. Papers published by central

government departments should also be published on the Ofcial

Documents website

Copies must be available in the Vote Ofce shortly ater laying Can be delivered when the House is not sitting (but will be

recorded as being laid on the next sitting day)11

Command PapersCan be laidwhen the House

is not sitting

Numbered The National Archives administer the Cm. series and have specifc

ormat requirements. (See page 19)

Must be published in print and on the Ofcial Documents website.

Print copies should be published by TSO

Copies must be available in the Vote Ofce shortly ater laying

Un-numbered In some cases a paper is laid by Command but is not printed or

published (e.g. Departmental Minutes), or has a limited distribution.

Except or Explanatory Memoranda and Impact Assessments

to Statutory Instruments, an electronic copy must be e-mailed

to the Vote Ofce on the day o laying:

[email protected]

Should be made available or publication on the Ofcial

Documents website


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HOUSE OF COMMONS (HC) PAPERS

23) Papers ordered to be printed by the House o Commons enjoy the protection oprivilege under the Parliamentary Papers Act 1840 rom the moment when theyare laid. Tis ensures that legal proceedings cannot be brought against persons orthe publication o the document. Papers ordered to be printed are printed as part

o the HC reerence series which is administered by the Journal Oce.

24) However, papers should not, other than in exceptional circumstances, knowinglymake reerences or comments which are in breach o an injunction or other ordero any court, or which might, without the protection o privilege, give rise to anaction or deamation. I circumstances arise when parliamentary privilege isbeing used to protect the content o a paper, the authorities o the House must beconsulted beorehand.

25) I previous documents in the same sequence as your document have previously

been published as an HC Paper, or your document has sensitive content, it islikely that it should be an HC Paper. I there is any question about whether adocument should be laid in the HC Paper series or not, please contact the JournalOce. Many organisations annual reports and accounts are required by an Acto Parliament to be audited by the Comptroller and Auditor General (i.e. theNational Audit Oce) beore they are laid beore the House.12 Reports so auditedmust be laid as part o the HC numbered series.

26) I your document is being published as an HC Paper you will need to contact

the Journal Oce to be issued with an HC Paper number. Tere are strictrequirements relating to the publication o HC Papers. Details aregiven below.

12 Organisations whose accounts are audited by the NAO usually all into one o the ollowing categories:a) the reasury has issued an accounts direction in relation to the report and accounts under theGovernment Resources and Accounts Act 2000; b) the accounts are those o a trading und underthe Government rading Funds Act 1973; or c) the organisation is a Non-Departmental Public Body(NDPB).


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27) HC Papers must not be released, either in print or electronic ormat, beore theyhave been laid beore Parliament and ocially published by SO. Nor shouldparts o HC Papers be re-printed as separate documents.13 Te release o an HCPaper beore laying is a discourtesy to the House. You should plan the layingdate and publication o your document careully so as to avoid being unable to laybecause the House is in recess. Further inormation on the timing o the release

o documents laid beore the House is given on page 4. I you anticipate that youwill have diculties in respect o this requirement you should contact the JournalOce as early in the process as possible.

HC numbers

28) Te HC number series is administered by the Journal Oce. Please contact theoce to discuss whether your document should be an HC Paper, to obtain an HCPaper number (sometimes called a printing number) or to let the Journal Oceknow i a printing number is no longer required.

29) Te HC number series begins again in each Session o Parliament (rather than atthe start o the calendar year). HC numbers may be obtained up to our weeks inadvance o laying:

a) Requests should be by email to [email protected] with the wordsHC Number Request rom ollowed by the name o the organisation in thesubject header. You should indicate in the body o the email the date on whichyou intend to lay the document. I this changes, you will need to inorm theJournal Oce.

b) You may contact the Journal Oce on (020) 7219 3361/3252 (only i urgent).

30) Te HC number will remain valid unless the paper is laid in a dierentparliamentary session rom the one originally planned. A new HC number isrequired or each years report and accounts.

31) I a report and a set o accounts/nancial statements are to be laid as separatevolumes but with the same HC number, each volume should be numbered as HC123I, HC 123II etc (volumes are distinguished by uppercase roman numerals).

13 Accounts which have been printed as part o a combined annual report and accounts should not bereprinted as a separate document. I you wish to circulate only the accounts section please contact the

Journal Oce.


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Printing and ormat requirements or HC Papers

32) HC Papers mustbe printed in hard copy. Electronic publishing alone does notmeet the requirements o the House. Te paper does not need to be expensivelyprinted. All that is required is a clear and readable text which conorms with therules set out below. HC Papers must be published by SO under the terms o theCommand and Other Papers contract, let by Te National Archives, even i SO

are not the printers.14 SO will assign an ISBN, cover price and barcode andwill oversee the initial distribution o the document to the various oces withinParliament (including the Vote Oce). However, SO are not responsible orlaying the document and cannot do so on your behal.

33) I a document is to be printed by an organisation other than SO, SO mustbe consulted about arrangements or publication at an early stage. HC Papersnot published by SO will not be accepted or laying.

34) I you are publishing your report and accounts electronically you must ensure that

the text and layout is identical to the laid version, including the requirements ora title page set out below. Te electronic versions should not be published beoreprinted copies are available in the Vote Oce.

35) Format requirements:

i) Te paper must be A4 size, and must be predominantly portrait in orientation.

ii) ables, etc., may be in landscape orientation, but printing the whole documentin landscape is not allowed, even i the paper is bound along the long side.

iii) Te document should be saddle stitched (stapled through the spine) or perectbound (glued into a cover); comb or spiral binding should not be used.

36) Te document must have a title page. Te title page must be the rst insideacing (recto) page o the document and may not be combined with a contentspage or preace. Te title page should not bear substantive text, images or acontents page on its reverse. Te copyright notice (with the correct copyrightstatement and the publications ISBN number) must be displayed on the reversein accordance with the guidance issued by Te National Archives.

14 Tis contract expires in October 2013. Please contact the National Archives about arrangements romOctober 2013.


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37)itle pages should include only the inormation listed below in a ont sizethat is clearly legible (10 point or greater). A sample title page is reproducedin Appendix 2:

i) Te ull title o the document. I the document is an annual report andaccounts the statutory name (rather than an abbreviation) o the organisationin question must be used. Te period covered by the accounts should also

be included.15

ii) Te legislation under which the document is being laid, e.g.:Presented to the House o Commons pursuant to section 7 o theGovernment Resources and Accounts Act 2000 (or a supply-nancedagency); or Presented to Parliament pursuant to section 4(6) o theGovernment rading Funds Act 1973 as amended by the Governmentrading Act 1990 (or a trading und agency).

iii) Te words Ordered by the House o Commons to be printed and the date

o laying (in ull: date month year). I the date o laying changes late in thepublishing process, the title page must be updated accordingly to show thecorrect date.

iv) Te House o Commons printing number, towards the bottom o the titlepage, and in a size no smaller than 8 point; the number should be preceded bythe abbreviation HC. Tis number should also appear on the ront cover othe document.

v) Te publishing imprint London: Te Stationery Oce and the price. Tesewill normally be added by SO or in consultation with them (i, or example,you are using another printer).

Te Journal Oce is happy to check drat title pages to ensure that all therequired inormation has been included. Drat title pages can be sent [email protected].

15 Te use o the words accounts, account or nancial statements in the title o the publication shouldcorrespond to the heading or the nancial inormation within the document and the covering letter. Ithe document covers part o the nancial year the start and end dates must be cited.


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38) For those organisations which, unusually, expect to produce a report and accountsor other document as two separate volumes the requirements about title pagesapply to each volume, and the laying letter and each title page should make itclear that there are two volumes, not one.

Laying an HC Paper

39) As HC Papers are ordered to be printed by the House they can only be laidwhen the House is sitting. HC Papers cannot be laid on days when the House isadjourned or on which Parliament is prorogued or dissolved. Te House does notnormally sit on Fridays except those on which private Members bills are taken(thirteen per Parliamentary Session). Te Journal Oce can advise about the dayson which the House is expected to sit. Where possible avoid laying on the last daybeore a recess; i there is a problem with your paper, you may not be able to lay ituntil ater the recess and this will signicantly delay publication.

40) o lay a paper, two complete copies o the paper must be delivered, by hand,to the Journal Oce, which is on the third foor o the House o Commons,above the Chamber. Te Journal Oce is not the same place as the Vote Oce,which handles bulk copies o papers or distribution to Members and others.Documents are not accepted or laying by post, ax or e-mail. Advice on layingis available rom the Journal Oce and rom parliamentary branches in parentdepartments. Te physical act o laying your paper is usually undertaken by theparliamentary branch o your parent department (in the name o a Minister).Messengers will need a parliamentary pass to access the oce.

a) Each o the laying copies must be accompanied by a letter that sets out clearly:

the title o the document;

the Act under which it is laid;

Te name o the Minister that will be ormally recorded as laying thedocument (a list is available rom the Journal Oce)

the HC number that has been allocated to it; and

whether the paper is subject to any or no Parliamentary procedure

the direct phone number o the person responsible or laying the document.


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Appendix 3 contains a sample laying letter. We recommend thatthis template is used or all HC Papers laid beore Parliament.

b) Te laying copies should be the nal printed version o the document.In exceptional circumstances where this is not possible, proos can be acceptedprovided the text is correct, complete and will not dier in any way rom thenal printed version. Pictures do not have to be included in proos, but captions

to them should be. I the price is not known it may be let o the proo but thetitle page must meet all the other requirements or the printed copies .

41) Te laying o your paper will be ormally recorded in the appendix to the Votesand Proceedings o the day on which it was laid. Te Votes and Proceedings isthe authoritative, ormal record o the Houses proceedings. It is published as parto the daily Vote Bundle, which also contains the Order Paper. Te Votes andProceedings is available on the parliamentary website at http://www.parliament.

uk/business/publications/business-papers/commons/votes-and-proceedings/

42) You should check the entry or your paper in the Votes and Proceedings or theday on which you have laid your paper.

Papers laid by Return to an Address (Unopposed Returns)

44) In some cases the government may wish to lay a particularly sensitive reportor which there is no statutory requirement or authority to lay, but which theprotection o parliamentary privilege is needed (recent examples include theReport o the Hillsborough Inquiry). You should contact the Journal Oce

straight away i you are preparing a document which alls into this category. Teadvance agreement o the Clerk o the Journals is required and a motion has to bemoved and agreed to on the Floor o the House to enable the laying o a Returnto an Address, in order or the paper to be laid. Tese documents are publishedas HC Papers, above. Te motion or an unopposed return must be tabled by therelevant government department at least the sitting day beore the document isdue to be laid. For urther inormation, contact the Journal Oce.

45)Te process o laying a Return to an Address only applies to the House o

Commons. I you are laying the same document in the House o Lords,the letter to the Printed Paper Oce should note that the document is anun-numbered command paper.
http://www.parliament.uk/business/publications/business-papers/commons/votes-and-proceedingshttp://www.parliament.uk/business/publications/business-papers/commons/votes-and-proceedingshttp://www.parliament.uk/business/publications/business-papers/commons/votes-and-proceedingshttp://www.parliament.uk/business/publications/business-papers/commons/votes-and-proceedings


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Corrections to HC Papers

46) I it becomes necessary to correct or revise a document published as an HC Paperater the document has been laid, you must contact the Journal Oce prior to thepublication and distribution o a correction slip. Correction slips will be acceptedor minor, typographical errors that are obvious on the ace o the document.I the correction is substantive, it may be necessary to withdraw your paper and

lay it again with a new HC number. Inormation about correcting documentsis available rom Te National Archives at http://www.nationalarchives.gov.uk/inormation-management/our-services/how-to-correct-a-paper.htm

ACT PAPERS NOT PRINTED AS HC PAPERS(UN-NUMBERED ACT PAPERS)

47) Where papers are required by statute to be laid beore the House, but are notprinted by order o the House, not all the requirements set out above apply.Te procedure is:

a)o lay a paper, two complete copies o the paper must be delivered, by hand,to the Journal Oce, which is on the third foor o the House o Commons,above the Chamber. Te Journal Oce is not the same place as the VoteOce, which handles bulk copies o papers or distribution to Members andothers. Documents are not accepted or laying by post, ax or e-mail. Advice onlaying is available rom the Journal Oce and rom parliamentary branches in

parent departments. Te physical act o laying your paper is usually undertakenby the parliamentary branch o your parent department (in the name o aMinister). Messengers will need a parliamentary pass to access the oce.

b) Te document must have a title page stating the title and the legislation underwhich the document is being laid, or example: Presented to the House oCommons pursuant to section 35(5) o the National Lottery etc. Act 1993.
http://www.nationalarchives.gov.uk/information-management/our-services/how-to-correct-a-paper.htmhttp://www.nationalarchives.gov.uk/information-management/our-services/how-to-correct-a-paper.htmhttp://www.nationalarchives.gov.uk/information-management/our-services/how-to-correct-a-paper.htmhttp://www.nationalarchives.gov.uk/information-management/our-services/how-to-correct-a-paper.htm


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c) Each o the laying copies must be accompanied by a letter that sets out clearly:


the Act under which it is laid;

Te name o the Minister ormally laying the document

What or whether any Parliamentary procedure applies;16

andthe direct phone number o the person responsible or laying.

Appendix 3 contains a sample laying letter. We recommend that this templateis used or all Act Papers laid beore Parliament.

d) Te laying copies should be the nal printed version o the document. Inexceptional circumstances where this is not possible, proos can be acceptedprovided the text is correct, complete and will not dier in any way rom the

nal printed version. Pictures do not have to be included in proos, but captionsto them should be. Page numbers should be the same as in the nal printedversion. I the price is not known it may be let o the proo but the title pagemust meet all the other requirements or the printed copies.

e) Te paper must be A4 size, and must be predominantly portrait in orientation.

48) Te laying o your paper will be ormally recorded in the appendix to the Votesand Proceedings o the day on which it was laid. Te Votes and Proceedings isthe authoritative, ormal record o the Houses proceedings. It is published as

part o the daily Vote Bundle, which also contains the Order Paper. Te Votesand Proceedings is available on the Parliamentary website www.parliament.uk/business/publications/business-papers/commons/votes-and-proceedings/. Youshould check the entry or your paper in the Votes and Proceedings or the day onwhich you have laid your paper.

49) Act papers that are not HC Papers may be delivered on non-sitting days duringthe existence o a Parliament, but they will be treated as having been laid on thenext sitting day and should not be published until then. We recommend thatthese papers are delivered on sitting days wherever possible.

16 I you are unsure as to whether any proceedings apply to the paper you should seek advice rom your oryour parent departments legal team.
http://www.parliament.uk/business/publications/business-papers/commons/votes-and-proceedingshttp://www.parliament.uk/business/publications/business-papers/commons/votes-and-proceedingshttp://www.parliament.uk/business/publications/business-papers/commons/votes-and-proceedingshttp://www.parliament.uk/business/publications/business-papers/commons/votes-and-proceedingshttp://www.parliament.uk/business/publications/business-papers/commons/votes-and-proceedings


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COMMAND PAPERS

50) I there is no statutory authority or laying a document, it can be laid byCommand. Most Command Papers appear within a numbered seriesadministered by Te National Archives, which allocates the numbers required,and also sets common standards on appearance and ormat. Guidance is available

at http://www.nationalarchives.gov.uk/inormation-management/our-services/publishing-command-papers.htm. Te title page o all Command Papers shouldstate that the document is Presented to Parliament by the Secretary o Stateor [name o department] by Command o Her Majesty and be ollowed by themonth and year in which it is to be laid. All numbered Command Papers shouldbe published by SO, although they need not be the printers.

51) I you are likely to want to present accounts as a Command Paper, you shouldconsult your parent department well in advance. Te rules above about the ormat

o papers do not apply (although the requirements or numbered CommandPapers are similarsee next paragraph), and you should not request or use anHC number.

52) You should contact Te National Archives i you are planning to producea document as a command paper. Contact details are provided at the endo this guidance.

53) In some cases papers (e.g. Departmental Minutes) are laid by Command butare not printed or published in the numbered series. Tese tend to have limited

distribution. Guidance about un-numbered Command Papers should be soughtrom Te National Archives.

54) Un-numbered Command Papers must be laid in hard copy. I you are layingan un-numbered command paper, other than an explanatory memorandum orand impact assessment to a Statutory Instrument or reaty, you mustsend anelectronic copy, by e-mail, to the Vote Oce ([email protected]), shortlyater laying. Tis is to ensure hard copies o the document are availableto Members.
http://www.nationalarchives.gov.uk/information-management/our-services/publishing-command-papers.htmhttp://www.nationalarchives.gov.uk/information-management/our-services/publishing-command-papers.htmhttp://www.nationalarchives.gov.uk/information-management/our-services/publishing-command-papers.htmhttp://www.nationalarchives.gov.uk/information-management/our-services/publishing-command-papers.htmhttp://www.nationalarchives.gov.uk/information-management/our-services/publishing-command-papers.htm


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55) Command Papers are normally required to be laid beore both Houses and canbe laid on any working day during the existence o a Parliament. Tis includesnon-sitting days during adjournments and when Parliament is prorogued, but notin the period between the dissolution o a Parliament and the rst day o meetingo the next one.

56) o lay a paper, two complete copies o the paper must be delivered, by hand, to

the Journal Oce, which is on the third foor o the House o Commons, abovethe Chamber. Te Journal Oce is not the same place as the Vote Oce, whichhandles bulk copies o papers or distribution to Members and others. Documentsare not accepted or laying by post, ax or e-mail. Advice on laying is availablerom the Journal Oce and rom parliamentary branches in parent departments.Te physical act o laying your paper is usually undertaken by the parliamentarybranch o your parent department (in the name o a Minister). Messengers willneed a parliamentary pass to access the oce. Tey should be accompanied bya laying letter (stapled to the ront o both copies o the document) that sets

out clearly:


that it is being laid by Command

the name o the laying Minister;

the Command number, i applicable; and.

the direct phone number or the person responsible or laying.

Appendix 3 contains a sample laying letter. We recommend that this templateis used or all Command Papers laid beore Parliament.


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STATUTORY INSTRUMENTS

57) Most Statutory Instruments are required to be laid beore the House by Act,although some are required to be laid by Statutory Instrument (or example,many Statutory Rules o Northern Ireland). Explanatory Memoranda and ImpactAssessments are laid by Command. Please ensure that the letter accompanying an

instrument clearly sets out whether an instrument has attachments (ExplanatoryMemorandum/Impact Assessment) and what the laying authority is.

58) Statutory Instruments are usually subject to parliamentary procedure: Pleaseensure that you include details o which parliamentary procedure an instrumentis subject to (including i it is not subject to parliamentary procedure) in thecovering letter.

59) I you are laying an armative instrument you will also need to write to thePrincipal Clerk o the able Oce to ask that a motion or the instruments

approval be added to the Order Paper. Tis letter should accompany the layingcopy o the instrument and be delivered to theJournal Oce.

60) Made instruments must be signed and dated as a true copy o the instrument assigned. Drat instruments must not be marked in this way, since the instrumenthas not been signed.

61) Te Joint Committee on Statutory Instruments, the Select Committee onStatutory Instruments and the Secondary Legislation Scrutiny Committee in theHouse o Lords all scrutinise Statutory Instruments. Further inormation on thework o these Committees is available at: http://www.parliament.uk/business/committees/

62)Te laid version o a made instrument (i.e. not a drat) must be the nal correctversion. I minor corrections are identied by the Joint Committee on StatutoryInstruments or inclusion in the published version o the instrument, copies ocorrections slips, or revised versions, should be sent to the Journal Oce and VoteOce to allow minor corrections to be taken into account i the instrument isdebated. I signicant corrections are required, the instrument will need to

be revoked.
http://www.parliament.uk/business/committeeshttp://www.parliament.uk/business/committeeshttp://www.parliament.uk/business/committeeshttp://www.parliament.uk/business/committees


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63) Te laid version o a drat instrument is the copy that will be debated inDelegated Legislation Committee and considered by the Joint Committee onStatutory Instruments (JCSI). I corrections that all within the category regardedby the Joint or Select Committee on Statutory Instruments as suitable orinclusion in the published version o the instrument are identied, a correctionslip or reprint o the drat may be issued but you should consult the Journal

Oce and Statutory Instrument Registrar beore the correction slip or reprint isproduced. Such corrections, i identied ater approval by the House, can bemade in the published version o the instrument, but a letter outlining thecorrection should be sent to the Journal Oce to be led with the original laidinstrument. Where corrections are outside that category withdrawal and relayingwill be required.

64) For urther inormation on the preparation and making o statutory instrumentsand the parliamentary procedures relating to them, please [email protected].

65) All SIs should be accompanied by a laying letter (stapled to the ront o bothcopies o the document) that sets out clearly:

the title o the document and its number i applicable;

the ull title o the act or SI under which it is being laid;

i applicable, that an Explanatory Memorandum and/or Impact Assessmentis being laid by Command;

I a Public Bodies order, that the Explanatory Document is laid undersection 11 o the Public Bodies Act 2011;

I a Legislative Reorm Order, that the Explanatory Document is laidunder section 14 Regulatory Reorm Act 2006, and the procedure that theExplanatory Document recommends;


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What, i any, procedure applies to the SI;

I an instrument subject to a praying period, the number o praying days;

the name o the laying Minister; and

the direct phone number or the person responsible or laying.

Appendix 4 contains a sample laying letter. We recommend that this templateis used or all instruments laid beore Parliament.

WITHDRAWING A PAPER ANDCORRECTION SLIPS

66) I you need to withdraw a paper you will need to send 3 copies o a withdrawalletter to the Journal Oce, one o which will be stamped and returned to you asproo o receipt. Tis letter must be separate rom any letter laying a new versiono the document. Te letter should include:

the ull title o document including any paper reerence number;

the date on which the paper was originally laid;

the reason or withdrawal; and

whether and when a revised copy is to be laid.

A sample withdrawal letter is shown in Appendix 5.


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67) I you are withdrawing a document that has been laid in both Houses oParliament you will need to contact the Printed Paper Oce in the House oLords. Ideally withdrawing and relaying a paper should happen on the sameday. On withdrawal o a document all original copies should be withdrawn romcirculation and pulped.

68) I the document is a Statutory Instrument, please contact

[email protected] note that a made StatutoryInstrument cannot usually be withdrawn. When withdrawing drat instruments,you must include a request on the withdrawal letter to withdraw any motionrelating to the instrument. I you are laying a replacement instrument then a newmotion will need to be provided in the usual way. Explanatory Memoranda andImpact Assessments relating to Statutory Instruments are laid by Command andmay be withdrawn (Please state which instrument the memorandum relates toclearly in the covering letter).

69) In some cases errors in a document can be corrected by way o a correction slip.Correction slips will be accepted or minor, typographical errors that are obviouson the ace o the document. I the correction is substantive, it may be necessaryto withdraw your paper and lay it again. I a correction slip is issued it should bedistributed to all known recipients o a document. Advice relating to the ormatand publication o correction slips or Command, House o Commons and un-numbered Act Papers is available rom Te National Archives at http://www.nationalarchives.gov.uk/inormation-management/our-services/how-to-correct-

a-paper.htm. You must contact the Journal Oce prior to the publication and

distribution o a correction slip.
http://www.nationalarchives.gov.uk/information-management/our-services/how-to-correct-a-paper.htmhttp://www.nationalarchives.gov.uk/information-management/our-services/how-to-correct-a-paper.htmhttp://www.nationalarchives.gov.uk/information-management/our-services/how-to-correct-a-paper.htmhttp://www.nationalarchives.gov.uk/information-management/our-services/how-to-correct-a-paper.htmhttp://www.nationalarchives.gov.uk/information-management/our-services/how-to-correct-a-paper.htmhttp://www.nationalarchives.gov.uk/information-management/our-services/how-to-correct-a-paper.htm


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CONTACTS FOR FURTHER ADVICE

Journal Ofce, House o Commons

For advice on laying papers in the House o Commons, ormat and title pagerequirements contact: (020) 7219 3310/3317;

Email:[email protected]

For HC numbers email as above or, i urgent, contact: (020) 7219 3361/3252.

Other contacts

Laying papers in the House o Lords: Clerk o the Printed Paper Oce,House o Lords, (020) 7219 1246

Making papers available to members o the House o Commons:

Vote Oce, (020) 7219 3631Preparing reports and accounts or laying: In the rst instance, advice should besought rom the parliamentary branch o your parent department.

o organise the publication o HC and Command Papers: SO Command andHouse Papers eam: (020) 7394 4272, email: [email protected] addition to other suppliers, SO can also print your paper.

For advice concerning the production o HC and Command Papers, and obtaining

Command Paper numbers: Te National Archives, (020) 3334 2772 or (020) 33342799 or email [email protected]

Te National Archives Guidance relating to Papers is also available athttp://www.nationalarchives.gov.uk/inormation-management/our-services/

parliamentary-papers-guidance.htm

Certicate and Report o the Comptroller and Auditor General: the appropriateAudit Manager at the National Audit Oce. Te Parliamentary branch can becontacted on (020) 7798 7106 or [email protected]

Publication and Registration o Statutory Instruments: Te SI Registrar.Email: [email protected]
http://www.nationalarchives.gov.uk/information-management/our-services/parliamentary-papers-guidance.htmhttp://www.nationalarchives.gov.uk/information-management/our-services/parliamentary-papers-guidance.htmhttp://www.nationalarchives.gov.uk/information-management/our-services/parliamentary-papers-guidance.htm


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CHECKLIST OF FORMATREQUIREMENTS FOR LAID PAPERS:

House o Commons (HC) Papers:

A4 size

Portrait orientation

Perect bound or saddle stitched (not spiral bound)

Published by TSO

Stand-alone title page, including:

Title o document

Legislation under which it is laid

Ordered by the House o Commons to be printed [date]

HC Number

TSO imprint

Other papers laid by Act

Title page bearing reerence to the legislation underwhich the paper is laid

A4 size

Portrait Orientation

PLEASE NOTE THAT ALL PAPERS LAID BEFORE THE HOUSE SHOULD BEAVAILABLE IN THE VOTE OFFICE SHORTLY AFTER THEY HAVE BEEN LAID,AND SHOULD BE MADE AVAILABLE FOR PUBLICATION ON THE OFFICIALDOCUMENTS WEBSITE.


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APPENDICES:

Appendix 1: What can be laid when

Sitting Day Adjournmentor Recess

Prorogation Dissolution

Drat SI Yes No No No House exists

beore which anydocument canbe laid.

Special ProcedureOrder

Yes No No

Made SI subjectto afrmativeresolution beore

coming into orce

Yes No No

Made SI (whethersubject to noprocedure,negative

procedure orafrmativeresolution withina statutory period

ater coming intoorce)

Yes Yes Yes

Command Paper Yes Yes Yes

Act Paper printedby order o theHouse

Yes No No

Other Act Paper Yes Received but treated as laidon next sitting day

Return Yes No No


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Appendix 2:Sample title page or a House o Commons paper

Disability Rights Commission

Annual Report and Accounts2011-12

Annual Report presented to Parliament pursuant to paragraph 16(3) of Schedule 1 to the Disability

Rights Commission Act 1999 and Accounts presented to Parliament pursuant to paragraph 15(2) of

Schedule 1 to the Disability Rights Commission Act 1999.

Ordered by the House of Commons to be printed on 7th May 2012

HC 253 London: The Stationery Office 13.25


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Appendix 3:Sample covering letter or an HC Paper, Act Paper orCommand Paper

DEPARMENAL CONACINFORMAION HERE

Date

Te Clerk in ChargeJournal Oce/Printed Paper OceHouse o Commons/House o LordsLONDONSW1A 0AA/SW1A 0PW

Dear Sir/Madam,

itle o Document in Bold [HC or Cm No i applicable]

1. [Document itle] is presented or laying beore [Parliament/ the House o Commons]

[by Command o her Majesty]/[pursuant to:

[Section o Act under which laying is authorised] or [Section o Act under which laying isauthorised, as amended by Section o Amending Act]]

2. [We are also laying an explanatory memorandum [and an impact assessment] byCommand o her Majesty] (i applicable)

3. Te document is subject to [ype o Procedure: delete as appropriate]]

a. Special Parliamentary Procedure

b. Afrmative Resolution

c. Afrmative Resolution within [x] days

d. Afrmative Resolution under s.11 Public Bodies Act 2011

e. Negative Resolution within [x] days

. No Procedure

4. [A printing order is required and HC XXX has been allocated](only required or HC Papers)

5. Please lay in the name o[Laying Minister]

Regards Parliamentary Branch

SIGNAUREName and contact telephone number o person dealing with this document


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Appendix 4:Sample covering letter or a Statutory Instrument


DateTe Clerk in ChargeJournal Oce/Printed Paper Oce

House o Commons/House o LordsLONDONSW1A 0AA/SW1A 0PW

Dear Sir/Madam,

[Drat] itle o SI in Bold

6. [[Drat] itle o SI] [SI No. XXXX/YYY] is presented or laying beore [Parliament/ theHouse o Commons] pursuant to:

[Section o Act under which laying is authorised] or [Section o Act under which laying isauthorised, as amended by Section o Amending Act]

7. We are also laying [an explanatory memorandum [and an impact assessment] byCommand o her Majesty]/[an explanatory document under s.11 Public BodiesAct 2011]/[ an explanatory document under s.14 Regulatory Reorm Act 2006recommending the XXXX X procedure]

8. Te instrument is [a Legislative Reorm Order]/[subject to[ype o Procedure: delete as appropriate]]

a. Special Parliamentary Procedure

b. Afrmative Resolution

c. Afrmative Resolution within [x] days

d. Afrmative Resolution under s.11 Public Bodies Act 2011

e. Negative Resolution within [x] days

. No Procedure

9. Please lay in the name o [Laying Minister]


SIGNAUREName and contact telephone number o person dealing with this SI


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Appendix 5:Sample letter withdrawing a paper:


DateTe Clerk in ChargeJournal Oce/Printed Paper OceHouse o Commons/House o LordsLONDONSW1A 0AA/SW1A 0PW

Dear Sir/Madam,

[Full title and HC/Cm/SI number o document or instrument where relevant]

1. Due to an error in the above-mentioned document, which was laid on [date],it needs to be withdrawn.

2. [Te document is not subject to Parliamentary Procedure]/[the document is subject toArmative Resolution. Please thereore withdraw any motion to approve the document].

3. A corrected version o this paper [is being laid today]/[will be laid [on date]/[as soon as possible]].


SIGNAUREName and contact telephone number o person dealing with this document


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