Business, client and developer setupBuildPath management templateUsually requiredProject setupProject-controlledReviewed 11 August 2026

Delegation of authority register

Use the Delegation of authority register to define the project's outcomes, authority, responsibilities, reporting and controlled filing structure before delivery decisions multiply. It is a control aid, not a substitute for the current official, contractual or professionally prepared document where one governs.

Who initiates it

Client/developer or project sponsor

Who fills it out

Client/developer, project manager or delegated document owner

Who reviews it

The project manager and the person with technical, contractual or commercial authority for the subject

Who approves it

Project sponsor and each person accepting delegated authority or responsibility

Applicability

Use at project initiation and revise whenever ownership, authority, scope, governance or reporting changes.

Who needs it

The project owner and the person controlling project setup, including each reviewer, approver or recipient named by the live project process.

Who signs it

Only the person with the authority or professional competence required by the source document, contract, insurer, lender or authority process.

When it is needed

Prepare before the related project setup decision or activity. Update it when scope, revision, cost, programme, responsibility, evidence or approval status changes.

Information needed

Project objectives, exclusions and success measures
Named governance roles and decision limits
Reporting rhythm, registers and controlled filing rules

Where to find the information

Approved business case and client instructions
Entity, engagement and contact records
Project execution plan and authority decisions

Step-by-step

How to prepare, review and file it

01Confirm whether this record applies to the project and who has authority to prepare, review, sign, submit and approve it.
02Download or open the current official form or source requirements when an authority, insurer, lender or contract controls the format.
03Gather the latest controlled source documents and confirm their revisions before entering information.
04Complete every field using project-specific facts; mark not applicable with a reason and clearly label unverified assumptions.
05Cross-check names, addresses, legal description, consent numbers, dates, values, drawing references, policy details and attachments.
06Have the appropriate project owner and qualified adviser review technical, legal, financial, insurance, safety and compliance content.
07Submit or issue it through the required channel, save proof of issue and record any response or RFI.
08Track actions to close-out, then save the final signed/accepted record and attachments in the controlled project file.

Where to submit or store it

Keep as a controlled internal project record and issue by the contract or project communication method when another party must review, approve or act on it.

Submission channels

Controlled project document system
Contract communication or document transmittal
Email only where the project communication plan permits it

Documents to attach

Current drawings, specifications, reports or approval documents referenced in the record
Marked-up plans, photographs, quotes, correspondence, inspection results or certificates that support the entries
Required signatures, declarations, schedules, evidence or authority-generated receipt/acknowledgement

What happens after issue or submission

Publish the approved baseline, acknowledge assigned responsibilities and track every exception through the decision/change process.

Controlled storage

Save the final record and supporting evidence in the controlled project document system, with the revision, issue status and related workspace record.

Source applicability

Confirm the project stage, contract, consent, consultant scope and actual site circumstances before use.

Common mistakes

Using an old template, superseded drawing, expired certificate or outdated authority process.
Copying generic wording without checking the specific property, consent, contract, policy or work package.
Leaving ownership, dates, revision, status, attachments or close-out evidence unclear.
Treating an internal checklist as an official authority, insurance, lender, legal or professional form.

Red flags and stop points

Required information conflicts between title, consented plans, consultant reports, contracts or site conditions.
A person is being asked to sign, certify or approve outside their authority or competence.
Work, purchase, payment, submission or occupation is proposed before a required approval or insurance confirmation is recorded.
Insufficient data to verify — confirm against the current consented drawings, specifications, Auckland Council requirements, Auckland Unitary Plan, NZ Building Code, relevant NZ Standard, consultant advice, manufacturer instructions, insurance broker, insurer, lender, lawyer, accountant or project contract.

Connected project controls

Related quote package: Relevant consultant, authority, supplier or trade package
Related checklist items: Project setup; Prepare and review Delegation of authority register; File evidence and close outstanding actions
Related software tool: Document Management Register
Example completed version: Example: Delegation of authority register for 12 Example Road, Auckland; prepared by the named project owner; current source documents listed by number and revision; assumptions marked; two actions assigned with dates; reviewed by the appropriate adviser; final version and evidence filed in the controlled project record.

Connected Workspace record

Document Management Register

Open Workspace area

Blank editable template

Complete a project-specific record

Free · saved in this browser

1. Delegation of authority register: identity and statusEnter the controlled reference, revision, status, prepared/reviewed dates and exact project/work area.Where this information comes from: Project document register, project details and the current source process2. Outcome and scopeState the required outcome, included work and explicit exclusions.Where this information comes from: Approved project brief and sponsor decision3. Authority and responsibilityName who decides, recommends, reviews and performs each controlled action.Where this information comes from: Authority/delegation and engagement records4. Reporting and escalationSet the report frequency, audience, decision deadline and escalation path.Where this information comes from: Communication and reporting plan5. Controlled record locationIdentify the filing path, naming rule, owner and retention requirement.Where this information comes from: Document-control procedure6. Actions, owner and deadlineAssign every missing, failed, conditional or conflicting item to one named owner and decision deadline.Where this information comes from: Issue, decision, responsibility and programme records7. Review, approval and close-outRecord reviewer/approver authority, outcome, conditions, linked evidence and final controlled location.Where this information comes from: Authority register, signed/portal response and close-out evidence

BuildPath NZ is an educational guide and project-management resource only. It does not replace advice from Auckland Council, a planner, architect, engineer, surveyor, quantity surveyor, lawyer, accountant, lender, insurer, insurance broker, WorkSafe, Watercare, utility provider, building consent authority or other qualified professional.

Open connected workspace module

Verification

Source / where to check

Use current official information and the controlled documents for the actual project.

Project-controlled documents

Use the current project brief, approval authorities, issued drawings, specifications, contracts, consultant reports, programme, correspondence and controlled registers.

Relevant professional advice

Planner, surveyor, architect, engineer, quantity surveyor, lawyer, accountant, lender, valuer, real estate agent, and other project specialists must confirm site-specific decisions.

Project-specific consented documents and professional advice override generic guidance.

Educational resource and verification warning

Insufficient data to verify — confirm against the current consented drawings, specifications, Auckland Council requirements, Auckland Unitary Plan, NZ Building Code, relevant NZ Standard, consultant advice, manufacturer instructions, insurance broker, insurer, lender, lawyer, accountant or project contract.