Structure of Institutional Websites
An institutional website should be organised in a way that helps people find information quickly, understand what the institution does, and complete tasks without unnecessary effort. For public sector organisations, this is not only a matter of good user experience: it also supports transparency, accountability, accessibility, and compliance with legal obligations. A clear structure is especially important for EU public sector institutions, where websites often serve diverse audiences including citizens, businesses, journalists, partner organisations, and oversight bodies.
Navigation should be simple, consistent, and written in plain language. Menu headings should be precise and ideally short, so users can scan them easily on desktop and mobile devices. A well-structured website also supports accessibility requirements by making content easier to navigate with screen readers, keyboards, and assistive technologies. Where information is not applicable to the institution, the website should state this clearly and explain why, rather than leaving users uncertain.
Core sections every institutional website should include
Structure and contacts
This section should explain how the institution is organised and who is responsible for key functions. It should include up-to-date contact details, office addresses, telephone numbers, email addresses, and where relevant, opening hours and service points.
For public bodies, this section is essential for trust and accountability. It should also be easy to use for people with disabilities, for example by ensuring contact information is readable, clearly labelled, and available in accessible formats.
Legal information
Legal information should be grouped in a dedicated section so that users can easily find the rules, decisions, and supporting materials that shape the institution’s work. This area is particularly important for institutions with regulatory, supervisory, or policy-making responsibilities.
- Legislation
Publish the laws, regulations, and other legal acts relevant to the institution’s remit. Content should be current, clearly dated, and linked to official sources wherever possible.
- Draft legislation
Where the institution prepares or contributes to legislative proposals, draft texts and consultation materials should be made available in a structured way. This supports openness and allows stakeholders to follow policy development.
- Research and analysis
Studies, impact assessments, reports, and analytical documents should be easy to locate and understand. These materials help explain the evidence behind decisions and can support better public scrutiny.
- Legal violations
If the institution publishes information on infringements, sanctions, or enforcement actions, it should do so carefully and lawfully. Content in this area must be reviewed for GDPR compliance and should avoid disclosing personal data beyond what is legally justified.
- Monitoring of legal regulations
This area should present how legislation is monitored, evaluated, or reviewed in practice. It is useful for demonstrating whether rules are effective and where future changes may be needed.
Areas of activity
This section should explain the institution’s main responsibilities, programmes, and operational priorities. It helps users understand what the organisation does and which department or service is relevant to their needs.
For larger institutions, this content may be divided by policy area, service line, or target audience. The structure should remain consistent so users do not need to relearn navigation from one section to another.
Corruption prevention
Public institutions should provide clear information about integrity measures, whistleblowing channels, ethics policies, and anti-corruption procedures. This demonstrates a commitment to good governance and can strengthen public confidence.
Any reporting mechanism should be secure, easy to understand, and compliant with data protection requirements. Users should know what information they can submit, how it will be handled, and what protections apply.
Administrative information
This section should bring together the documents that show how the institution is managed and how public resources are used. It is a key area for transparency and should be kept accurate and up to date.
- Regulations
Internal rules, procedures, and governance documents should be published where disclosure is required or appropriate. These documents help explain how the institution operates.
- Planning documents
Strategic plans, annual plans, and programme documents should be presented clearly, ideally with summaries for non-specialist users. This helps stakeholders understand priorities and expected outcomes.
- Salary information
Where publication is required, salary information should be presented in a clear and proportionate way. Institutions should balance transparency obligations with privacy and data protection considerations.
- Incentives and awards
Information on bonuses, awards, or other incentives should be published where legally required. Clear explanations help avoid misunderstanding and support accountability.
- Public procurement
Procurement information should be easy to find, especially for suppliers and oversight bodies. Links to tender portals, contract notices, and procurement plans can improve transparency and efficiency.
- Budget execution reports
These reports show how allocated funds are being used in practice. Publishing them in an understandable format supports financial oversight and public trust.
- Financial reports
Annual accounts and related financial statements should be available in accessible formats. Where possible, provide summaries to help non-expert users interpret the figures.
- Oversight of economic entities
If the institution supervises businesses or regulated entities, this area should explain the scope and basis of that oversight. It should also clarify procedures, responsibilities, and any published outcomes.
- Official vehicles
Where disclosure is required, information about official vehicles should be published clearly and consistently. This is often part of wider transparency obligations concerning the use of public assets.
Services
The services section should focus on tasks users need to complete, such as applications, registrations, requests, or complaints. Service pages should explain eligibility, required documents, processing times, fees where applicable, and contact points for support.
For digital public services, accessibility and usability are critical. Forms and service journeys should work well on mobile devices, support assistive technologies, and avoid unnecessary collection of personal data in line with GDPR principles.
Open data
This section should provide access to datasets the institution makes available for reuse. Data should be published in open, machine-readable formats where possible, with clear descriptions, update dates, and licensing information.
Open data supports innovation, accountability, and cross-border reuse across the EU. However, institutions should ensure that datasets are reviewed for confidentiality, security, and personal data risks before publication.
Personal data protection
Every institutional website should include a clear personal data protection section. This should explain what personal data is processed through the website, the legal basis for processing, retention periods, data subject rights, and contact details for the data protection officer where applicable.
This section should also cover cookies, analytics tools, forms, and any third-party services used on the site. Clear privacy information is essential for GDPR compliance and for maintaining public trust.
Links
A links section can help users reach related institutions, service portals, legal databases, or official information sources. External links should be reviewed regularly to ensure they remain accurate and useful.
Where links lead to external systems, users should be informed clearly. This is particularly important when moving from an institutional website to a third-party platform or transactional service.
When information is not provided
If a required section or content area does not apply to the institution, the website should say so explicitly and provide the reason. This is better than leaving sections empty or removing them without explanation, which can create confusion and reduce trust.
Institutions may expand their website structure to reflect their specific responsibilities, but mandatory sections should remain visible unless there is a lawful and objective reason not to include them. In all cases, websites should also publish any additional information required by applicable legislation, sector-specific rules, or internal transparency commitments.
A strong website structure gives public sector decision-makers a practical foundation for compliance, service delivery, and communication. When content is organised clearly and maintained consistently, the website becomes a reliable public service channel rather than simply a repository of documents.