How to Write Better RFI Responses & Speed Up Your Building Consent
Requests for Information (RFIs) are a normal part of the consent process, but let’s be honest, they can be frustrating, often repetitive and can sometimes feel like a waste of time. Unfortunately, they’re also unavoidable. The reality is that every RFI must be addressed satisfactorily before your consent will be granted.
The real danger in big delays often isn’t the RFI itself, but how you respond to it. Vague, dismissive, or argumentative responses only draw out the process, creating more back-and-forth with the council. Since Building Control Officers (BCOs) charge by the hour, that quickly translates into bigger bills for the owner and longer delays on site.
Here’s how to avoid the common pitfalls, reduce RFIs, and get your consent approved faster:
Be Specific—Don’t Make the BCO Hunt for Information
When responding to an RFI, speifics matter. If you reference a supporting document, point the BCO straight to the answer:
Cite the exact page or section where the information sits.
Extract and upload relevant pages separately rather than expecting the BCO to dig through a 100-page report.
If the BCO can’t quickly find what they need, they’ll ask again. Each repeat query adds more time and costs.
Structure Your Responses Clearly
Think of your RFI response as a roadmap. A well-structured document where each question is answered under a clear heading. This saves the reviewer time and ensures nothing is overlooked.
Most councils now use Objective Build, which allows you to attach responses directly to each individual RFI. Use this properly:
Attach documents to the correct tab. Don’t lump drawings, reports and calculations together in unrelated sections.
If you misplace attachments, the BCO wastes time searching for the right file, which not only drives up hourly costs but can also lead to oversights and repeat RFIs.
Demonstrate Compliance with the NZ Building Code (NZBC)
This is one of the most common gaps. Under section 14D of the Building Act, the responsibility to demonstrate compliance lies with the applicant, not the council. It’s not the BCO’s job to piece together how your design meets the NZBC.
Each response should:
Clearly state which clause of the NZBC applies.
Explain how your proposed solution achieves compliance.
Provide supporting evidence (drawings, calculations, or references to standards) that make the reasoning obvious.
Remember, the BCO only has to be satisfied on reasonable grounds. A clear, well-supported explanation helps them get there faster.
Why This Matters
Fewer delays – clear responses avoid unnecessary back-and-forth.
Lower costs – BCOs charge by the hour, so make every response count.
Better reputation – professional, well-prepared applications build confidence with council staff, making future consents smoother.
How We Can Help
At Structural Engineering Solutions, we’ve been on both sides of the table, we know exactly what BCOs are looking for and how to prepare responses that address the RFIs exactly how they are expecting to recieve them.
By structuring your consent applications and RFI responses properly, we help you cut down delays, reduce processing costs, and get projects moving on site sooner.
Struggling with consent delays? Get in touch—we’ll help you get consents faster, with less frustration.
