A rough feasibility allowance, a preliminary estimate and a formal quote are not the same product. Each requires a different level of information and carries a different level of confidence. Problems begin when an early assumption is treated as though it were a complete construction price.
New Zealand’s Building Performance guidance explains that a quote is based on detailed specifications and that a quote is not itself a building contract. It also recommends asking for clarification where any part is unclear. For an owner or developer, the quality of the information sent to the builder is therefore commercially important.
1. The site or property location
The builder needs the actual address, lot information or at least an identified site. Location affects travel, access, deliveries, storage, neighbouring properties, council jurisdiction and trade availability. For an alteration, photographs and a description of occupied areas are useful. For an undeveloped site, survey, geotechnical and services information may materially change the review.
2. Architectural drawings at the current stage
Send the latest drawing set and label its status clearly: concept, developed design, consent submission, consented or construction issue. Typical information includes site plans, floor plans, elevations, sections, construction details and schedules.
Building Performance notes that consent documentation generally includes application information, plans, specifications and supporting documents. It also emphasises that a complete, accurate and understandable application becomes the plan the project team must follow.
3. Specifications and selections
Drawings describe geometry, but specifications and schedules define much of the expected product and finish. Cladding, roofing, windows, insulation, linings, flooring, cabinetry, plumbing fixtures, electrical scope, heating, hardware and painting can produce materially different trade prices.
If selections are incomplete, identify them as undecided rather than allowing assumptions to remain invisible. The builder can then separate defined items from provisional allowances or exclusions.
4. Structural, civil and specialist information
Engineering drawings, calculations, geotechnical reports, drainage design, fire information and producer-statement requirements should be included when they apply. Missing specialist information does not always prevent an early review, but it should change how the resulting number is described.
Site-specific conditions such as slope, retaining, difficult access or public service connections are not accurately captured by a generic square-metre rate.
5. Consent and approval status
State whether building consent is required, applied for or approved, and provide council requests for information or consent conditions already received. Also identify resource consent, subdivision or other approval matters known to the project team.
Most building work requires consent unless an exemption applies. MBIE advises that work should be built from the approved plans and specifications, and proposed changes should be managed through the appropriate council process.
6. Programme, budget and responsibilities
Provide the desired construction start, any fixed completion date and the reason behind it. Programme affects trade availability, procurement and long-lead selections. A budget range helps test whether design and expectations are aligned, while the funding pathway may determine whether feasibility or detailed pricing should happen next.
Clarify who controls the design, which consultants remain engaged, whether the request is for early input or a formal quote, and which products or trades will be supplied directly by the client.
A practical submission checklist
- Project address and contact details
- Latest architectural drawings and revision
- Specifications, schedules and known selections
- Engineering, geotechnical and specialist documents
- Consent status and council correspondence
- Target start and completion timing
- Indicative budget and funding status
- Client-supplied items and exclusions
- Photos of the site or existing building
- Unresolved decisions or questions
What if the information is incomplete?
Do not wait for a perfect package before contacting a builder. Ask for the response that fits the current stage. Concept information may support a buildability discussion. Developed documents may support preliminary trade engagement. Consented information may support a structured pricing review.
Use DELVIK’s free Project Readiness Checker or send the current information through the project enquiry form.
Official sources
This article provides general project-planning information and is not legal, engineering, planning, financial or council advice. Confirm requirements with qualified professionals and the relevant building consent authority.