How to Respond to a Council RFI

The best way to handle a Request for Information is to reduce the chance of receiving one in the first place. This starts before lodgement, with a complete, organised and coordinated building consent package.

• We prepare a robust set of architectural plans and consent notes.
• We check that key construction details, compliance pathways and specifications are clear.
• We coordinate engineer, drainage, H1, fire, planning or specialist information where required.
• For complex projects, a pre-application meeting or early pathway advice may reduce uncertainty before lodgement.

When council issues an RFI, the building consent process is no longer moving normally. The application waits while the requested information is prepared and sent back.

• The council processing clock can pause while the RFI is open.
• The application may sit in a queue until the response is received and reviewed.
• Delays can become longer if consultant responses or revised drawings are needed.
• We start working on RFIs as soon as possible because reducing delay is one of our main priorities.

Not every RFI item belongs to the architect. A proper response starts by separating the questions into the right responsibility groups.

• Architectural details, weathertightness notes or drawing coordination.
• Structural engineering, civil, drainage, stormwater or H1 energy efficiency.
• Fire, accessibility, commercial, planning, forms or administrative clarification.
• An item-by-item response list showing who must answer each issue and what is still pending.

Many RFIs ask for information that sits outside architectural scope. Structural engineering, drainage, stormwater, producer statements, calculations or specialist reports may need to be updated.

• We send the relevant RFI items to the correct specialist.
• The consultant may provide a response letter, revised drawings, calculations or supporting documents.
• Where suitable, we include the consultant response inside the main RFI response package.
• Where separate documents are needed, we submit them together with the architectural response so council receives one coordinated package.

A good RFI response should make council review easier. It should not force the officer to search through unmarked drawings or guess which document answers each question.

• We prepare a response letter addressing each RFI item one by one.
• We revise drawings, details, notes or specifications where required.
• Changes are clouded or clearly marked, usually in red, with a revision number or revision letter.
• Consultant letters and revised documents are attached or referenced clearly.
• The response package is organised so council can track what has changed and why.

Once all information is gathered, we submit the complete RFI response package to council. The aim is to reduce back-and-forth and avoid another unnecessary RFI cycle.

• We check that every RFI item has been answered or allocated.
• We submit revised drawings, consultant documents and response letters together.
• We avoid partial responses where possible because they can extend delays.
• Once council receives the response, the application can move back into review and the processing clock can restart.

Sometimes council accepts most of the response but asks for another clarification. This can happen because the project is complex, the first response reveals another issue, or the officer wants confirmation of a particular compliance pathway.

• We review any further RFI round quickly.
• We identify whether the issue is new, unresolved or simply a request for confirmation.
• We coordinate the required response again until council has the information it needs.
• We keep the client informed so the process feels managed rather than uncertain.

Once council is satisfied that all required information has been provided, the building consent can continue toward technical approval.

• Council completes its review of the RFI response.
• If there are no further RFIs, the project can move toward approval.
• Council may issue its final invoice before releasing the approved documents.
• Once all required invoices are paid, the approved building consent documents are released.
• After approval, the project moves into the construction and inspection process.