Recruitment documents help people make informed choices about whether to participate in a study. Find out how to write a participant information sheet, and access example forms and further guidance.
Writing a participant information sheet
Participant Information Sheets should help participants to make informed choices. Potential recruits need to be given sufficient information to allow them to decide whether or not they want to take part. The process of obtaining consent and the accompanying documentation need to be approved by a research ethics committee and, where only verbal consent to research is contemplated include consideration of an appropriate process for witnessing the consent.
Researchers should always ensure that all prospective participants understand the process in which they are to be engaged, including why their participation is necessary, how it will be used, and how and to who it will be reported, so they can make an informed decision about whether they want to take part.
The information provided should be presented on headed paper and be accurate, clear, and simple so that someone with a reading age of 8 would understand it (use short words, sentences, and paragraphs). The information should be specific to the proposed research and appropriate for the social and cultural context in which is it being given. It is important to avoid technical terms, jargon, abbreviations, bias, coercion, or any inappropriate inducements.
What should I include?
- A friendly invitation to participate
- A brief and simple explanation of the purpose of the research and a statement explaining how the participant was chosen and how many other participants will be involved in the study
- A statement that participation is voluntary and that refusal to participate will involve no penalty or loss of benefits to which the participant is otherwise entitled, and the participant can discontinue participation at any time without penalty or loss of benefits
- A thorough explanation of the expected duration of participation in the research and the procedures to be followed
- A description of any reasonably foreseeable risks or discomforts and any benefits to the participant. For research involving more than minimal risk, an explanation as to whether any compensation or any medical treatments are available if injury occurs and, if so, what they consist of, or where further information may be obtained
- A statement describing the extent, if any, to which confidentiality of records identifying the participant will be maintained
- It is considered good practice for researchers to debrief participants after the research has ended and to provide them with copies of any reports or other publications arising from their participation
- If appropriate, a statement indicating that the data might be used for additional or subsequent research
- An explanation of who to contact with any questions about the research, the rights of the participant, and who to contact in the event of a research-related injury to the participant
- If applicable, a statement declaring that each researcher who may have access to children (aged under 18) or vulnerable adults has undergone a satisfactory criminal records check
- Remember to thank your participant for considering taking part in the study and include a statement indicating that the research study has been approved by the UCL Research Ethics Committee.
Language and layout
The following points should be considered when writing an information sheet:
- Use clear, non-technical language. We recommend that you refer to the Plain English Campaign
- Use appropriate language for the target audience. For example, consider the different ways needed to communicate with primary school children as opposed to their teachers, or people with expertise in the area of study as opposed to people with no such knowledge
- Divide the text into paragraphs for ease of reading
- Consider using sub-headings for clarity, such as questions and answers
- Make sure the font and font size are legible.
Ask someone else to review your information sheet before it is circulated.
Other recruitment documents
In your ethics application, you will need to upload any materials you plan to use to advertise your study and invite potential participants. Examples include: invitation letters or emails to gatekeeper organizations or potential participants, sample social media advertisement posts, recruitment posters or leaflets. You should ensure your materials include the following information:
- Clearly state that this is a UCL research project and if it is a PhD or Master’s project (where relevant)
- Provide a clear overview of the project’s background.
- Outline what will be expected of the participants and what the inclusion/exclusion criteria are.
- Specify whether you plan to compensate the participants for the time, and/or whether you plan to pay for travel expenses (where relevant).
If you plan to post in any online groups, pages, or forums, ensure you obtain permission from the administrators or owners before posting.
Example forms
- Patient information form - example template (annotated) (Word) (UCL login required)
- Example consent form - example template (annotated) (Word) (UCL login required)
Further guidance
- Guidance on obtaining consent from research participants online (for online and in-person study designs) (PDF) (UCL login required)
Authors: Dr Pippa Lally, Behavioural Science and Health, and Jack Hindley, Information Services Division, UCL - Recording and Obtaining Consent (Word) (UCL login required)
UCL Research Ethics Committee Guidance Note 2: Extract from Nuffield Council on Bioethics website