How to Write an Informed Consent Form for Research: Template & Guide (2026)
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An informed consent form (ICF) is the ethical cornerstone of any research involving human participants. It documents that each participant has freely and voluntarily agreed to take part in your study after being fully informed about what participation involves. Without valid informed consent, your research data cannot ethically be used — and will likely be rejected by your ethics committee, institution, and any journal you submit to.
Informed consent is not just a signature on a form — it is an ongoing process. Participants must be given enough time to consider their decision, asked to sign before any data collection begins, and reminded of their right to withdraw at any time. This guide explains exactly what your consent form must include and provides a template structure.
Informed Consent: Key Elements
What Valid Informed Consent Requires
Participant receives complete, accurate information about the study
Information presented in plain language; opportunity to ask questions
No coercion or undue influence; participant can decline without consequence
Participant is an adult with mental capacity (or guardian consent for minors)
Written signature, electronic tick box, or witnessed verbal consent
Participant can withdraw consent at any time without giving a reason
Participant Information Sheet vs Informed Consent Form
| Document | Purpose | Length | Timing |
|---|---|---|---|
| Participant Information Sheet (PIS) | Provides complete information about the study in plain language | 1–3 pages (A4); 12pt minimum font | Given to participant before they decide to take part; allow time to read and consider |
| Informed Consent Form (ICF) | Documents the participant's voluntary agreement to participate | 1 page; tick boxes and signature lines | Signed/ticked only after participant has read the PIS and had questions answered |
What to Include in the Participant Information Sheet
| Section | What to Write |
|---|---|
| Study title | Full title of the research project (plain language version, not an academic title) |
| Invitation paragraph | "You are being invited to take part in a research study..." — explain who is conducting the research and why you are being approached |
| Purpose of the study | What the study is about and why it is important — in plain language; no jargon |
| What participation involves | Exactly what will happen: interview/survey/observation; how long; how many sessions; where (online/in person) |
| Risks and benefits | Any foreseeable risks (e.g., discussing distressing experiences); benefits to participants or society; support resources if distress occurs |
| Confidentiality | How data will be anonymised, stored, and protected; who will have access; data retention period |
| Voluntary participation | Clear statement that participation is voluntary; they can withdraw at any time; withdrawal will not affect them negatively |
| Data use | How data will be used — thesis, publications, reports; whether direct quotes will be used (anonymised) |
| Contact details | Researcher's name, email, phone; supervisor's name; ethics committee contact for complaints |
Informed Consent Form Template
Below is a template structure for a standard academic research informed consent form. Adapt this to your specific study and ensure it is approved by your ethics committee before use:
| Section | Template Text / Instruction |
|---|---|
| Header | Research Project Title: [Full study title] Researcher: [Name, Institution, Contact Email] Ethics Approval Reference: [Ethics committee reference number] |
| Tick Box 1 | ☐ I confirm that I have read and understood the Participant Information Sheet dated [date] for the above study. I have had the opportunity to consider the information and ask questions. |
| Tick Box 2 | ☐ I understand that my participation is voluntary and that I can withdraw at any time without giving any reason and without any negative consequences. |
| Tick Box 3 | ☐ I understand that my data will be anonymised and stored securely in accordance with the UK GDPR / [relevant data protection law]. |
| Tick Box 4 (if recording) | ☐ I consent to the interview being audio-recorded. I understand the recording will be used only for transcription and analysis, and will be deleted after [timeframe]. |
| Tick Box 5 | ☐ I agree to take part in this research study. |
| Signature Lines | Participant: Name ________________ Signature ________________ Date ________ Researcher: Name ________________ Signature ________________ Date ________ |
Plain Language Requirement: The 12-Year-Old Test
Your Participant Information Sheet must be written in plain, accessible English — the standard guidance is to write at a reading level that a 12-year-old could understand. Use short sentences, everyday vocabulary, and explain any technical terms you must use. Avoid Latin, medical jargon, and passive voice ("you will be asked to" not "participants will be requested to participate in"). Many ethics committees will return your application if the PIS is written in academic language — plain language is not optional.
Need help writing your Participant Information Sheet, Informed Consent Form, or full ethics application? Our research support specialists have helped hundreds of PhD scholars through ethics committee approval.
Special Considerations for Vulnerable Populations
| Population | Special Consent Requirements |
|---|---|
| Children and minors (under 18) | Parental or guardian consent required; child assent also obtained if age-appropriate (typically 7+); use age-appropriate language for child assent forms |
| Adults lacking mental capacity | Consultee consent required from a family member or independent advocate; study must be in participants' best interests |
| Prisoners / detained individuals | Heightened scrutiny — must ensure voluntary participation free from coercion; often requires additional review layer |
| Employees or students (researcher's own) | Researcher must demonstrate no power relationship coercion; consent handled by independent person where possible |
| Non-English speakers | PIS and ICF must be translated to participant's language; use a professional translator (not Google Translate) |
| Participants in distress / trauma research | Include clear information about support resources; offer the right to pause or stop at any time; provide researcher welfare safeguards |
Related Reading from Thesis Ace Writers
Working on your ethics application and need help with your Participant Information Sheet or Consent Form? Book a session with Thesis Ace Writers — we provide tailored support for PhD scholars navigating the ethics approval process.
Frequently Asked Questions
Click a question to expand the answer.
An informed consent form (ICF) is a document that research participants sign (or electronically submit) to indicate they have been given sufficient information about a study and are voluntarily agreeing to participate. It documents the participant's autonomous decision to take part. The form typically accompanies a Participant Information Sheet (PIS) — the PIS provides detailed information and the ICF records the participant's agreement. Informed consent is required by all major research ethics frameworks including the Belmont Report, Declaration of Helsinki, and institutional IRB/ethics committee policies.
An informed consent form for research must include: (1) A clear statement that the study involves research; (2) Description of the purpose of the research; (3) What participation involves (procedures, time required, number of sessions); (4) Any foreseeable risks or discomforts; (5) Expected benefits to participants or society; (6) Confidentiality and data protection statement; (7) Statement that participation is voluntary and participants can withdraw at any time without penalty; (8) Contact details for the researcher and ethics committee; (9) A signature line or checkbox for the participant's consent; (10) A signature line for the researcher witnessing consent.
The Participant Information Sheet (PIS) is the detailed information document — typically 1–3 pages — that explains everything about the study in plain language: what it is, why it is being done, what participation involves, risks and benefits, data handling, and who to contact. The Informed Consent Form (ICF) is a shorter document — typically a single page — that the participant signs or ticks to confirm they have read and understood the PIS and agree to participate. The PIS informs; the ICF documents consent. Both documents must be approved by your ethics committee before use.
Yes, many ethics committees and IRBs now accept online or electronic consent — particularly for online surveys and remote interviews. For online consent: (1) Provide the full Participant Information Sheet at the beginning of the online form; (2) Include a checkbox that participants must tick to confirm they have read the information and consent to participate; (3) Record IP address or timestamp as evidence of consent (check your platform's GDPR compliance — use Qualtrics, JotForm, or institutional survey tools rather than Google Forms for sensitive data). Always confirm your institution's ethics committee accepts electronic consent before designing your data collection.
Yes, if your research involves audio recording, video recording, photography, or being observed, you should include explicit consent for recording either in your main consent form (with specific tick boxes) or as a separate recording consent section. Participants must be clearly told: (1) that they will be recorded; (2) how the recording will be used (transcription, analysis, direct quotation); (3) who will have access to the recording; (4) when the recording will be deleted or destroyed; (5) that they can withdraw consent for use of the recording at any time. Never record a participant without explicit prior consent — it is both unethical and potentially unlawful.