21/08/2024
Building Consents and Responding to RFI (Request for Information).
When applying for Building Consent (here we are talking about New Zealand, however it will apply to most regulatory Building Consent/Permit Situation), it is very rare not to receive a request for additional information. In fact, more that 90% of consents (excluding minor, such as wood burners, for example), will have some questions regarding application provided. It could be simple request for consistency, as some pages could have mistakes or, to provide additional information, which is missing, or request for additional reports or clarifications.
The letter that usually arrives with RFI request will be asking to provide all responses in one letter. And here is why it is important!
When providing request for additional information response, your need to take into account the following:
• Processing your application and response is charged hourly,
• More admin work required to process the request – more you or your client will pay. If you do not provide all information in one lot, every time someone opens your response, you will be charged,
• People who process your consent are dealing with dozens and sometime hundreds of applications at the same time and do not remember every consent by heart, so when response arrives – they will be taking at least 15 mins to review what consent is about and what questions were asked,
• If you have 10 questions asked, and you reply 1 question at a time, your processor likely to spend over 2 hours (10 x 15 mins) just reviewing documentation, before even starting to assess your response,
• If your response does not have clarifications on where responses to questions are, but just one bulk amount of information, your assessor most likely will find answers, however it will take them considerably longer time to do so, and you, or your client will be paying for it.
So, in general, when responding to RFI requests, here are the rules that will save you time and money:
1. Respond to all questions in one go,
2. Provide list of questions with answers in a correct order with clear indication on what the answer is and where it could be found,
3. Do not send unnecessary documents with your response,
4. Do not send documents that were already sent before and did not require any changes,
5. If sending separate pages of documents that require changes, name them appropriately, making it easy to recognize where documents belong, for example “Arch Drawings, sheet 003”, or “bracing calculations”, or “Product Specifications”.
6. If your processor asked a question that you believe was provided with your application, just point them out that this answer could be found already in certain document, for example: “This is already provided on sheet 005 of architectural drawings, detail 3”.
And finally, please remember, RFIs are normal part of Building Consent application, however, to reduce time of the processing and money it will take to process the building consent, please provide application that is clear, consistent, accurate and comprehensive.
You can find MBIE guidance to building consent in the link below: