Acquisitionsite finding and site selection
Site assessment checklist
A first-pass checklist for screening development sites before spending time or money on detailed feasibility.
When to use it
Use during site finding and site selection before giving instructions, approving spend, signing documents, waiving conditions, lodging consents, starting work, or making promises to lenders, council, consultants, builders, buyers, or clients.
Who fills it out
Developer or development manager
Who reviews it
Planner, architect, surveyor, civil engineer, and valuer where the site looks promising
| Field | What goes in this section | Example |
|---|
| Project / site details | Record address, legal description if known, project name, developer entity, date, version number, and person preparing the form. | 12 Example Road, Auckland; Lot details to be confirmed by lawyer/surveyor; Version 0.3; prepared 5 July 2026. |
| Purpose / decision needed | State the exact site finding and site selection decision this form supports. Keep it narrow so the reviewer can approve, reject, or ask for more information. | Decide whether to proceed from quick feasibility to conditional offer. |
| Inputs and source documents | List every document, email, quote, plan, report, map, title document, consent record, or professional advice used. Mark assumptions clearly. | AUP map screenshot; agent appraisal; draft concept plan SK01; QS high-level cost email; assumptions not yet verified by civil engineer. |
| Key checks completed | Summarise what was checked, who checked it, and whether each item is confirmed, assumed, pending, or not applicable. | Zoning checked by planner - pending written memo. Title review by lawyer - not started. GRV by agent - indicative only. |
| Cost / programme / risk impact | Record whether the item changes feasibility, contingency, cashflow, consent timing, construction programme, sales timing, or settlement risk. | Potential stormwater constraint: add provisional civil allowance and do not waive due diligence until engineer confirms. |
| Professional advice required | Name the person or role that must confirm unresolved matters before a decision is treated as reliable. | Planner to confirm activity status; lawyer to confirm covenants; accountant to confirm GST treatment. |
| Decision / approval | Record the decision, approver, approval date, conditions, and what must happen next. | Approved to submit conditional offer at maximum $X subject to finance, title, LIM, planning, civil and building inspection. |
| Evidence attached | List screenshots, reports, photos, emails, plans, spreadsheets, meeting notes, and signed approvals saved with the form. | Comparable sales PDF, AUP screenshots, feasibility v0.3, agent email, site photos. |
| Storage / document control | Record where the signed/current version is saved and where superseded versions are archived. | Saved under 02_Feasibility/2026-07-05_initial-feasibility_v0.3.pdf; superseded versions in Archive folder. |
Example completed version
Example: for site finding and site selection, the developer records the site address, attaches current source documents, notes unresolved planning/legal/finance assumptions, assigns professional follow-ups, and records the decision with conditions.
Evidence to attach
- Current feasibility or budget extract where relevant.
- Plans, sketches, maps, title/LIM/property file extracts, reports, quotes, photos, and emails relied on.
- Professional advice, meeting minutes, lender/council correspondence, and approval emails.
- Marked-up risk register or decision register entries.
Common mistakes
- Leaving assumptions unlabelled so they look like verified facts.
- Not recording the source document, date, version, or professional who confirmed the information.
- Approving a decision without showing cost, programme, risk, finance, or consent impact.
- Saving forms in email only instead of the project folder with document control.
Where to store it
Save in the project document system under the related stage folder, with date, version number, preparer, reviewer, and approval status. Keep superseded versions in an archive folder.
Feasibilityinitial feasibility
Initial feasibility template
A quick feasibility structure for testing land price, yield, revenue, cost, finance, contingency, and rough margin before making an offer.
When to use it
Use during initial feasibility before giving instructions, approving spend, signing documents, waiving conditions, lodging consents, starting work, or making promises to lenders, council, consultants, builders, buyers, or clients.
Who fills it out
Developer or development manager
Who reviews it
QS, valuer/agent, accountant, lender, planner
| Field | What goes in this section | Example |
|---|
| Project / site details | Record address, legal description if known, project name, developer entity, date, version number, and person preparing the form. | 12 Example Road, Auckland; Lot details to be confirmed by lawyer/surveyor; Version 0.3; prepared 5 July 2026. |
| Purpose / decision needed | State the exact initial feasibility decision this form supports. Keep it narrow so the reviewer can approve, reject, or ask for more information. | Decide whether to proceed from quick feasibility to conditional offer. |
| Inputs and source documents | List every document, email, quote, plan, report, map, title document, consent record, or professional advice used. Mark assumptions clearly. | AUP map screenshot; agent appraisal; draft concept plan SK01; QS high-level cost email; assumptions not yet verified by civil engineer. |
| Key checks completed | Summarise what was checked, who checked it, and whether each item is confirmed, assumed, pending, or not applicable. | Zoning checked by planner - pending written memo. Title review by lawyer - not started. GRV by agent - indicative only. |
| Cost / programme / risk impact | Record whether the item changes feasibility, contingency, cashflow, consent timing, construction programme, sales timing, or settlement risk. | Potential stormwater constraint: add provisional civil allowance and do not waive due diligence until engineer confirms. |
| Professional advice required | Name the person or role that must confirm unresolved matters before a decision is treated as reliable. | Planner to confirm activity status; lawyer to confirm covenants; accountant to confirm GST treatment. |
| Decision / approval | Record the decision, approver, approval date, conditions, and what must happen next. | Approved to submit conditional offer at maximum $X subject to finance, title, LIM, planning, civil and building inspection. |
| Evidence attached | List screenshots, reports, photos, emails, plans, spreadsheets, meeting notes, and signed approvals saved with the form. | Comparable sales PDF, AUP screenshots, feasibility v0.3, agent email, site photos. |
| Storage / document control | Record where the signed/current version is saved and where superseded versions are archived. | Saved under 02_Feasibility/2026-07-05_initial-feasibility_v0.3.pdf; superseded versions in Archive folder. |
Example completed version
Example: for initial feasibility, the developer records the site address, attaches current source documents, notes unresolved planning/legal/finance assumptions, assigns professional follow-ups, and records the decision with conditions.
Evidence to attach
- Current feasibility or budget extract where relevant.
- Plans, sketches, maps, title/LIM/property file extracts, reports, quotes, photos, and emails relied on.
- Professional advice, meeting minutes, lender/council correspondence, and approval emails.
- Marked-up risk register or decision register entries.
Common mistakes
- Leaving assumptions unlabelled so they look like verified facts.
- Not recording the source document, date, version, or professional who confirmed the information.
- Approving a decision without showing cost, programme, risk, finance, or consent impact.
- Saving forms in email only instead of the project folder with document control.
Where to store it
Save in the project document system under the related stage folder, with date, version number, preparer, reviewer, and approval status. Keep superseded versions in an archive folder.
Feasibilitydetailed feasibility
Detailed feasibility template
A detailed live feasibility model with verified and unverified assumptions separated clearly.
When to use it
Use during detailed feasibility before giving instructions, approving spend, signing documents, waiving conditions, lodging consents, starting work, or making promises to lenders, council, consultants, builders, buyers, or clients.
Who fills it out
Developer, development manager, or project accountant
Who reviews it
QS, accountant, lender, valuer, planner, architect, engineer
| Field | What goes in this section | Example |
|---|
| Project / site details | Record address, legal description if known, project name, developer entity, date, version number, and person preparing the form. | 12 Example Road, Auckland; Lot details to be confirmed by lawyer/surveyor; Version 0.3; prepared 5 July 2026. |
| Purpose / decision needed | State the exact detailed feasibility decision this form supports. Keep it narrow so the reviewer can approve, reject, or ask for more information. | Decide whether to proceed from quick feasibility to conditional offer. |
| Inputs and source documents | List every document, email, quote, plan, report, map, title document, consent record, or professional advice used. Mark assumptions clearly. | AUP map screenshot; agent appraisal; draft concept plan SK01; QS high-level cost email; assumptions not yet verified by civil engineer. |
| Key checks completed | Summarise what was checked, who checked it, and whether each item is confirmed, assumed, pending, or not applicable. | Zoning checked by planner - pending written memo. Title review by lawyer - not started. GRV by agent - indicative only. |
| Cost / programme / risk impact | Record whether the item changes feasibility, contingency, cashflow, consent timing, construction programme, sales timing, or settlement risk. | Potential stormwater constraint: add provisional civil allowance and do not waive due diligence until engineer confirms. |
| Professional advice required | Name the person or role that must confirm unresolved matters before a decision is treated as reliable. | Planner to confirm activity status; lawyer to confirm covenants; accountant to confirm GST treatment. |
| Decision / approval | Record the decision, approver, approval date, conditions, and what must happen next. | Approved to submit conditional offer at maximum $X subject to finance, title, LIM, planning, civil and building inspection. |
| Evidence attached | List screenshots, reports, photos, emails, plans, spreadsheets, meeting notes, and signed approvals saved with the form. | Comparable sales PDF, AUP screenshots, feasibility v0.3, agent email, site photos. |
| Storage / document control | Record where the signed/current version is saved and where superseded versions are archived. | Saved under 02_Feasibility/2026-07-05_initial-feasibility_v0.3.pdf; superseded versions in Archive folder. |
Example completed version
Example: for detailed feasibility, the developer records the site address, attaches current source documents, notes unresolved planning/legal/finance assumptions, assigns professional follow-ups, and records the decision with conditions.
Evidence to attach
- Current feasibility or budget extract where relevant.
- Plans, sketches, maps, title/LIM/property file extracts, reports, quotes, photos, and emails relied on.
- Professional advice, meeting minutes, lender/council correspondence, and approval emails.
- Marked-up risk register or decision register entries.
Common mistakes
- Leaving assumptions unlabelled so they look like verified facts.
- Not recording the source document, date, version, or professional who confirmed the information.
- Approving a decision without showing cost, programme, risk, finance, or consent impact.
- Saving forms in email only instead of the project folder with document control.
Where to store it
Save in the project document system under the related stage folder, with date, version number, preparer, reviewer, and approval status. Keep superseded versions in an archive folder.
Due diligencedue diligence
Due diligence checklist
A complete record of title, LIM, property file, planning, engineering, market, finance, tax, and building checks before confirming purchase.
When to use it
Use during due diligence before giving instructions, approving spend, signing documents, waiving conditions, lodging consents, starting work, or making promises to lenders, council, consultants, builders, buyers, or clients.
Who fills it out
Developer or development manager
Who reviews it
Lawyer, planner, surveyor, engineer, accountant, lender, valuer
| Field | What goes in this section | Example |
|---|
| Project / site details | Record address, legal description if known, project name, developer entity, date, version number, and person preparing the form. | 12 Example Road, Auckland; Lot details to be confirmed by lawyer/surveyor; Version 0.3; prepared 5 July 2026. |
| Purpose / decision needed | State the exact due diligence decision this form supports. Keep it narrow so the reviewer can approve, reject, or ask for more information. | Decide whether to proceed from quick feasibility to conditional offer. |
| Inputs and source documents | List every document, email, quote, plan, report, map, title document, consent record, or professional advice used. Mark assumptions clearly. | AUP map screenshot; agent appraisal; draft concept plan SK01; QS high-level cost email; assumptions not yet verified by civil engineer. |
| Key checks completed | Summarise what was checked, who checked it, and whether each item is confirmed, assumed, pending, or not applicable. | Zoning checked by planner - pending written memo. Title review by lawyer - not started. GRV by agent - indicative only. |
| Cost / programme / risk impact | Record whether the item changes feasibility, contingency, cashflow, consent timing, construction programme, sales timing, or settlement risk. | Potential stormwater constraint: add provisional civil allowance and do not waive due diligence until engineer confirms. |
| Professional advice required | Name the person or role that must confirm unresolved matters before a decision is treated as reliable. | Planner to confirm activity status; lawyer to confirm covenants; accountant to confirm GST treatment. |
| Decision / approval | Record the decision, approver, approval date, conditions, and what must happen next. | Approved to submit conditional offer at maximum $X subject to finance, title, LIM, planning, civil and building inspection. |
| Evidence attached | List screenshots, reports, photos, emails, plans, spreadsheets, meeting notes, and signed approvals saved with the form. | Comparable sales PDF, AUP screenshots, feasibility v0.3, agent email, site photos. |
| Storage / document control | Record where the signed/current version is saved and where superseded versions are archived. | Saved under 02_Feasibility/2026-07-05_initial-feasibility_v0.3.pdf; superseded versions in Archive folder. |
Example completed version
Example: for due diligence, the developer records the site address, attaches current source documents, notes unresolved planning/legal/finance assumptions, assigns professional follow-ups, and records the decision with conditions.
Evidence to attach
- Current feasibility or budget extract where relevant.
- Plans, sketches, maps, title/LIM/property file extracts, reports, quotes, photos, and emails relied on.
- Professional advice, meeting minutes, lender/council correspondence, and approval emails.
- Marked-up risk register or decision register entries.
Common mistakes
- Leaving assumptions unlabelled so they look like verified facts.
- Not recording the source document, date, version, or professional who confirmed the information.
- Approving a decision without showing cost, programme, risk, finance, or consent impact.
- Saving forms in email only instead of the project folder with document control.
Where to store it
Save in the project document system under the related stage folder, with date, version number, preparer, reviewer, and approval status. Keep superseded versions in an archive folder.
Consultantsprofessional team setup
Consultant engagement checklist
A checklist for scope, deliverables, fee, exclusions, programme, insurance, responsibility, and communication before appointing consultants.
When to use it
Use during professional team setup before giving instructions, approving spend, signing documents, waiving conditions, lodging consents, starting work, or making promises to lenders, council, consultants, builders, buyers, or clients.
Who fills it out
Developer or development manager
Who reviews it
Developer, lawyer where contract terms matter
| Field | What goes in this section | Example |
|---|
| Project / site details | Record address, legal description if known, project name, developer entity, date, version number, and person preparing the form. | 12 Example Road, Auckland; Lot details to be confirmed by lawyer/surveyor; Version 0.3; prepared 5 July 2026. |
| Purpose / decision needed | State the exact professional team setup decision this form supports. Keep it narrow so the reviewer can approve, reject, or ask for more information. | Decide whether to proceed from quick feasibility to conditional offer. |
| Inputs and source documents | List every document, email, quote, plan, report, map, title document, consent record, or professional advice used. Mark assumptions clearly. | AUP map screenshot; agent appraisal; draft concept plan SK01; QS high-level cost email; assumptions not yet verified by civil engineer. |
| Key checks completed | Summarise what was checked, who checked it, and whether each item is confirmed, assumed, pending, or not applicable. | Zoning checked by planner - pending written memo. Title review by lawyer - not started. GRV by agent - indicative only. |
| Cost / programme / risk impact | Record whether the item changes feasibility, contingency, cashflow, consent timing, construction programme, sales timing, or settlement risk. | Potential stormwater constraint: add provisional civil allowance and do not waive due diligence until engineer confirms. |
| Professional advice required | Name the person or role that must confirm unresolved matters before a decision is treated as reliable. | Planner to confirm activity status; lawyer to confirm covenants; accountant to confirm GST treatment. |
| Decision / approval | Record the decision, approver, approval date, conditions, and what must happen next. | Approved to submit conditional offer at maximum $X subject to finance, title, LIM, planning, civil and building inspection. |
| Evidence attached | List screenshots, reports, photos, emails, plans, spreadsheets, meeting notes, and signed approvals saved with the form. | Comparable sales PDF, AUP screenshots, feasibility v0.3, agent email, site photos. |
| Storage / document control | Record where the signed/current version is saved and where superseded versions are archived. | Saved under 02_Feasibility/2026-07-05_initial-feasibility_v0.3.pdf; superseded versions in Archive folder. |
Example completed version
Example: for professional team setup, the developer records the site address, attaches current source documents, notes unresolved planning/legal/finance assumptions, assigns professional follow-ups, and records the decision with conditions.
Evidence to attach
- Current feasibility or budget extract where relevant.
- Plans, sketches, maps, title/LIM/property file extracts, reports, quotes, photos, and emails relied on.
- Professional advice, meeting minutes, lender/council correspondence, and approval emails.
- Marked-up risk register or decision register entries.
Common mistakes
- Leaving assumptions unlabelled so they look like verified facts.
- Not recording the source document, date, version, or professional who confirmed the information.
- Approving a decision without showing cost, programme, risk, finance, or consent impact.
- Saving forms in email only instead of the project folder with document control.
Where to store it
Save in the project document system under the related stage folder, with date, version number, preparer, reviewer, and approval status. Keep superseded versions in an archive folder.
Consultantsplanner engagement
Planner briefing template
A brief for asking a planner to confirm AUP rules, activity status, consent pathway, infringements, and notification risk.
When to use it
Use during planner engagement before giving instructions, approving spend, signing documents, waiving conditions, lodging consents, starting work, or making promises to lenders, council, consultants, builders, buyers, or clients.
Who fills it out
Developer, development manager, or architect
| Field | What goes in this section | Example |
|---|
| Project / site details | Record address, legal description if known, project name, developer entity, date, version number, and person preparing the form. | 12 Example Road, Auckland; Lot details to be confirmed by lawyer/surveyor; Version 0.3; prepared 5 July 2026. |
| Purpose / decision needed | State the exact planner engagement decision this form supports. Keep it narrow so the reviewer can approve, reject, or ask for more information. | Decide whether to proceed from quick feasibility to conditional offer. |
| Inputs and source documents | List every document, email, quote, plan, report, map, title document, consent record, or professional advice used. Mark assumptions clearly. | AUP map screenshot; agent appraisal; draft concept plan SK01; QS high-level cost email; assumptions not yet verified by civil engineer. |
| Key checks completed | Summarise what was checked, who checked it, and whether each item is confirmed, assumed, pending, or not applicable. | Zoning checked by planner - pending written memo. Title review by lawyer - not started. GRV by agent - indicative only. |
| Cost / programme / risk impact | Record whether the item changes feasibility, contingency, cashflow, consent timing, construction programme, sales timing, or settlement risk. | Potential stormwater constraint: add provisional civil allowance and do not waive due diligence until engineer confirms. |
| Professional advice required | Name the person or role that must confirm unresolved matters before a decision is treated as reliable. | Planner to confirm activity status; lawyer to confirm covenants; accountant to confirm GST treatment. |
| Decision / approval | Record the decision, approver, approval date, conditions, and what must happen next. | Approved to submit conditional offer at maximum $X subject to finance, title, LIM, planning, civil and building inspection. |
| Evidence attached | List screenshots, reports, photos, emails, plans, spreadsheets, meeting notes, and signed approvals saved with the form. | Comparable sales PDF, AUP screenshots, feasibility v0.3, agent email, site photos. |
| Storage / document control | Record where the signed/current version is saved and where superseded versions are archived. | Saved under 02_Feasibility/2026-07-05_initial-feasibility_v0.3.pdf; superseded versions in Archive folder. |
Example completed version
Example: for planner engagement, the developer records the site address, attaches current source documents, notes unresolved planning/legal/finance assumptions, assigns professional follow-ups, and records the decision with conditions.
Evidence to attach
- Current feasibility or budget extract where relevant.
- Plans, sketches, maps, title/LIM/property file extracts, reports, quotes, photos, and emails relied on.
- Professional advice, meeting minutes, lender/council correspondence, and approval emails.
- Marked-up risk register or decision register entries.
Common mistakes
- Leaving assumptions unlabelled so they look like verified facts.
- Not recording the source document, date, version, or professional who confirmed the information.
- Approving a decision without showing cost, programme, risk, finance, or consent impact.
- Saving forms in email only instead of the project folder with document control.
Where to store it
Save in the project document system under the related stage folder, with date, version number, preparer, reviewer, and approval status. Keep superseded versions in an archive folder.
Consultantsarchitect engagement and concept design
Architect briefing template
A design brief covering strategy, target product, yield, budget, planning controls, market expectations, and deliverables.
When to use it
Use during architect engagement and concept design before giving instructions, approving spend, signing documents, waiving conditions, lodging consents, starting work, or making promises to lenders, council, consultants, builders, buyers, or clients.
Who fills it out
Developer or development manager
Who reviews it
Architect/designer, planner, QS
| Field | What goes in this section | Example |
|---|
| Project / site details | Record address, legal description if known, project name, developer entity, date, version number, and person preparing the form. | 12 Example Road, Auckland; Lot details to be confirmed by lawyer/surveyor; Version 0.3; prepared 5 July 2026. |
| Purpose / decision needed | State the exact architect engagement and concept design decision this form supports. Keep it narrow so the reviewer can approve, reject, or ask for more information. | Decide whether to proceed from quick feasibility to conditional offer. |
| Inputs and source documents | List every document, email, quote, plan, report, map, title document, consent record, or professional advice used. Mark assumptions clearly. | AUP map screenshot; agent appraisal; draft concept plan SK01; QS high-level cost email; assumptions not yet verified by civil engineer. |
| Key checks completed | Summarise what was checked, who checked it, and whether each item is confirmed, assumed, pending, or not applicable. | Zoning checked by planner - pending written memo. Title review by lawyer - not started. GRV by agent - indicative only. |
| Cost / programme / risk impact | Record whether the item changes feasibility, contingency, cashflow, consent timing, construction programme, sales timing, or settlement risk. | Potential stormwater constraint: add provisional civil allowance and do not waive due diligence until engineer confirms. |
| Professional advice required | Name the person or role that must confirm unresolved matters before a decision is treated as reliable. | Planner to confirm activity status; lawyer to confirm covenants; accountant to confirm GST treatment. |
| Decision / approval | Record the decision, approver, approval date, conditions, and what must happen next. | Approved to submit conditional offer at maximum $X subject to finance, title, LIM, planning, civil and building inspection. |
| Evidence attached | List screenshots, reports, photos, emails, plans, spreadsheets, meeting notes, and signed approvals saved with the form. | Comparable sales PDF, AUP screenshots, feasibility v0.3, agent email, site photos. |
| Storage / document control | Record where the signed/current version is saved and where superseded versions are archived. | Saved under 02_Feasibility/2026-07-05_initial-feasibility_v0.3.pdf; superseded versions in Archive folder. |
Example completed version
Example: for architect engagement and concept design, the developer records the site address, attaches current source documents, notes unresolved planning/legal/finance assumptions, assigns professional follow-ups, and records the decision with conditions.
Evidence to attach
- Current feasibility or budget extract where relevant.
- Plans, sketches, maps, title/LIM/property file extracts, reports, quotes, photos, and emails relied on.
- Professional advice, meeting minutes, lender/council correspondence, and approval emails.
- Marked-up risk register or decision register entries.
Common mistakes
- Leaving assumptions unlabelled so they look like verified facts.
- Not recording the source document, date, version, or professional who confirmed the information.
- Approving a decision without showing cost, programme, risk, finance, or consent impact.
- Saving forms in email only instead of the project folder with document control.
Where to store it
Save in the project document system under the related stage folder, with date, version number, preparer, reviewer, and approval status. Keep superseded versions in an archive folder.
Consultantsengineer engagement
Engineer briefing template
A brief for civil, structural, geotechnical, traffic, or fire engineering advice where relevant.
When to use it
Use during engineer engagement before giving instructions, approving spend, signing documents, waiving conditions, lodging consents, starting work, or making promises to lenders, council, consultants, builders, buyers, or clients.
Who fills it out
Developer, development manager, or architect
Who reviews it
Engineer and relevant design lead
| Field | What goes in this section | Example |
|---|
| Project / site details | Record address, legal description if known, project name, developer entity, date, version number, and person preparing the form. | 12 Example Road, Auckland; Lot details to be confirmed by lawyer/surveyor; Version 0.3; prepared 5 July 2026. |
| Purpose / decision needed | State the exact engineer engagement decision this form supports. Keep it narrow so the reviewer can approve, reject, or ask for more information. | Decide whether to proceed from quick feasibility to conditional offer. |
| Inputs and source documents | List every document, email, quote, plan, report, map, title document, consent record, or professional advice used. Mark assumptions clearly. | AUP map screenshot; agent appraisal; draft concept plan SK01; QS high-level cost email; assumptions not yet verified by civil engineer. |
| Key checks completed | Summarise what was checked, who checked it, and whether each item is confirmed, assumed, pending, or not applicable. | Zoning checked by planner - pending written memo. Title review by lawyer - not started. GRV by agent - indicative only. |
| Cost / programme / risk impact | Record whether the item changes feasibility, contingency, cashflow, consent timing, construction programme, sales timing, or settlement risk. | Potential stormwater constraint: add provisional civil allowance and do not waive due diligence until engineer confirms. |
| Professional advice required | Name the person or role that must confirm unresolved matters before a decision is treated as reliable. | Planner to confirm activity status; lawyer to confirm covenants; accountant to confirm GST treatment. |
| Decision / approval | Record the decision, approver, approval date, conditions, and what must happen next. | Approved to submit conditional offer at maximum $X subject to finance, title, LIM, planning, civil and building inspection. |
| Evidence attached | List screenshots, reports, photos, emails, plans, spreadsheets, meeting notes, and signed approvals saved with the form. | Comparable sales PDF, AUP screenshots, feasibility v0.3, agent email, site photos. |
| Storage / document control | Record where the signed/current version is saved and where superseded versions are archived. | Saved under 02_Feasibility/2026-07-05_initial-feasibility_v0.3.pdf; superseded versions in Archive folder. |
Example completed version
Example: for engineer engagement, the developer records the site address, attaches current source documents, notes unresolved planning/legal/finance assumptions, assigns professional follow-ups, and records the decision with conditions.
Evidence to attach
- Current feasibility or budget extract where relevant.
- Plans, sketches, maps, title/LIM/property file extracts, reports, quotes, photos, and emails relied on.
- Professional advice, meeting minutes, lender/council correspondence, and approval emails.
- Marked-up risk register or decision register entries.
Common mistakes
- Leaving assumptions unlabelled so they look like verified facts.
- Not recording the source document, date, version, or professional who confirmed the information.
- Approving a decision without showing cost, programme, risk, finance, or consent impact.
- Saving forms in email only instead of the project folder with document control.
Where to store it
Save in the project document system under the related stage folder, with date, version number, preparer, reviewer, and approval status. Keep superseded versions in an archive folder.
Consultantsquantity surveyor engagement
Quantity surveyor briefing template
A cost planning brief so the QS prices the same scope, exclusions, contingency, and escalation assumptions the feasibility needs.
When to use it
Use during quantity surveyor engagement before giving instructions, approving spend, signing documents, waiving conditions, lodging consents, starting work, or making promises to lenders, council, consultants, builders, buyers, or clients.
Who fills it out
Developer or development manager
Who reviews it
QS, lender where a lender QS format is required
| Field | What goes in this section | Example |
|---|
| Project / site details | Record address, legal description if known, project name, developer entity, date, version number, and person preparing the form. | 12 Example Road, Auckland; Lot details to be confirmed by lawyer/surveyor; Version 0.3; prepared 5 July 2026. |
| Purpose / decision needed | State the exact quantity surveyor engagement decision this form supports. Keep it narrow so the reviewer can approve, reject, or ask for more information. | Decide whether to proceed from quick feasibility to conditional offer. |
| Inputs and source documents | List every document, email, quote, plan, report, map, title document, consent record, or professional advice used. Mark assumptions clearly. | AUP map screenshot; agent appraisal; draft concept plan SK01; QS high-level cost email; assumptions not yet verified by civil engineer. |
| Key checks completed | Summarise what was checked, who checked it, and whether each item is confirmed, assumed, pending, or not applicable. | Zoning checked by planner - pending written memo. Title review by lawyer - not started. GRV by agent - indicative only. |
| Cost / programme / risk impact | Record whether the item changes feasibility, contingency, cashflow, consent timing, construction programme, sales timing, or settlement risk. | Potential stormwater constraint: add provisional civil allowance and do not waive due diligence until engineer confirms. |
| Professional advice required | Name the person or role that must confirm unresolved matters before a decision is treated as reliable. | Planner to confirm activity status; lawyer to confirm covenants; accountant to confirm GST treatment. |
| Decision / approval | Record the decision, approver, approval date, conditions, and what must happen next. | Approved to submit conditional offer at maximum $X subject to finance, title, LIM, planning, civil and building inspection. |
| Evidence attached | List screenshots, reports, photos, emails, plans, spreadsheets, meeting notes, and signed approvals saved with the form. | Comparable sales PDF, AUP screenshots, feasibility v0.3, agent email, site photos. |
| Storage / document control | Record where the signed/current version is saved and where superseded versions are archived. | Saved under 02_Feasibility/2026-07-05_initial-feasibility_v0.3.pdf; superseded versions in Archive folder. |
Example completed version
Example: for quantity surveyor engagement, the developer records the site address, attaches current source documents, notes unresolved planning/legal/finance assumptions, assigns professional follow-ups, and records the decision with conditions.
Evidence to attach
- Current feasibility or budget extract where relevant.
- Plans, sketches, maps, title/LIM/property file extracts, reports, quotes, photos, and emails relied on.
- Professional advice, meeting minutes, lender/council correspondence, and approval emails.
- Marked-up risk register or decision register entries.
Common mistakes
- Leaving assumptions unlabelled so they look like verified facts.
- Not recording the source document, date, version, or professional who confirmed the information.
- Approving a decision without showing cost, programme, risk, finance, or consent impact.
- Saving forms in email only instead of the project folder with document control.
Where to store it
Save in the project document system under the related stage folder, with date, version number, preparer, reviewer, and approval status. Keep superseded versions in an archive folder.
Acquisitionlawyer engagement and purchase
Lawyer instruction checklist
A checklist for instructing the lawyer on title, sale agreement, conditions, finance, subdivision, sales, and settlement risks.
When to use it
Use during lawyer engagement and purchase before giving instructions, approving spend, signing documents, waiving conditions, lodging consents, starting work, or making promises to lenders, council, consultants, builders, buyers, or clients.
Who fills it out
Developer
| Field | What goes in this section | Example |
|---|
| Project / site details | Record address, legal description if known, project name, developer entity, date, version number, and person preparing the form. | 12 Example Road, Auckland; Lot details to be confirmed by lawyer/surveyor; Version 0.3; prepared 5 July 2026. |
| Purpose / decision needed | State the exact lawyer engagement and purchase decision this form supports. Keep it narrow so the reviewer can approve, reject, or ask for more information. | Decide whether to proceed from quick feasibility to conditional offer. |
| Inputs and source documents | List every document, email, quote, plan, report, map, title document, consent record, or professional advice used. Mark assumptions clearly. | AUP map screenshot; agent appraisal; draft concept plan SK01; QS high-level cost email; assumptions not yet verified by civil engineer. |
| Key checks completed | Summarise what was checked, who checked it, and whether each item is confirmed, assumed, pending, or not applicable. | Zoning checked by planner - pending written memo. Title review by lawyer - not started. GRV by agent - indicative only. |
| Cost / programme / risk impact | Record whether the item changes feasibility, contingency, cashflow, consent timing, construction programme, sales timing, or settlement risk. | Potential stormwater constraint: add provisional civil allowance and do not waive due diligence until engineer confirms. |
| Professional advice required | Name the person or role that must confirm unresolved matters before a decision is treated as reliable. | Planner to confirm activity status; lawyer to confirm covenants; accountant to confirm GST treatment. |
| Decision / approval | Record the decision, approver, approval date, conditions, and what must happen next. | Approved to submit conditional offer at maximum $X subject to finance, title, LIM, planning, civil and building inspection. |
| Evidence attached | List screenshots, reports, photos, emails, plans, spreadsheets, meeting notes, and signed approvals saved with the form. | Comparable sales PDF, AUP screenshots, feasibility v0.3, agent email, site photos. |
| Storage / document control | Record where the signed/current version is saved and where superseded versions are archived. | Saved under 02_Feasibility/2026-07-05_initial-feasibility_v0.3.pdf; superseded versions in Archive folder. |
Example completed version
Example: for lawyer engagement and purchase, the developer records the site address, attaches current source documents, notes unresolved planning/legal/finance assumptions, assigns professional follow-ups, and records the decision with conditions.
Evidence to attach
- Current feasibility or budget extract where relevant.
- Plans, sketches, maps, title/LIM/property file extracts, reports, quotes, photos, and emails relied on.
- Professional advice, meeting minutes, lender/council correspondence, and approval emails.
- Marked-up risk register or decision register entries.
Common mistakes
- Leaving assumptions unlabelled so they look like verified facts.
- Not recording the source document, date, version, or professional who confirmed the information.
- Approving a decision without showing cost, programme, risk, finance, or consent impact.
- Saving forms in email only instead of the project folder with document control.
Where to store it
Save in the project document system under the related stage folder, with date, version number, preparer, reviewer, and approval status. Keep superseded versions in an archive folder.
Financeaccountant engagement
Accountant instruction checklist
A checklist for GST, income tax, entity, record keeping, funding flows, deductibility, and project accounting advice.
When to use it
Use during accountant engagement before giving instructions, approving spend, signing documents, waiving conditions, lodging consents, starting work, or making promises to lenders, council, consultants, builders, buyers, or clients.
Who fills it out
Developer
Who reviews it
Accountant or tax adviser
| Field | What goes in this section | Example |
|---|
| Project / site details | Record address, legal description if known, project name, developer entity, date, version number, and person preparing the form. | 12 Example Road, Auckland; Lot details to be confirmed by lawyer/surveyor; Version 0.3; prepared 5 July 2026. |
| Purpose / decision needed | State the exact accountant engagement decision this form supports. Keep it narrow so the reviewer can approve, reject, or ask for more information. | Decide whether to proceed from quick feasibility to conditional offer. |
| Inputs and source documents | List every document, email, quote, plan, report, map, title document, consent record, or professional advice used. Mark assumptions clearly. | AUP map screenshot; agent appraisal; draft concept plan SK01; QS high-level cost email; assumptions not yet verified by civil engineer. |
| Key checks completed | Summarise what was checked, who checked it, and whether each item is confirmed, assumed, pending, or not applicable. | Zoning checked by planner - pending written memo. Title review by lawyer - not started. GRV by agent - indicative only. |
| Cost / programme / risk impact | Record whether the item changes feasibility, contingency, cashflow, consent timing, construction programme, sales timing, or settlement risk. | Potential stormwater constraint: add provisional civil allowance and do not waive due diligence until engineer confirms. |
| Professional advice required | Name the person or role that must confirm unresolved matters before a decision is treated as reliable. | Planner to confirm activity status; lawyer to confirm covenants; accountant to confirm GST treatment. |
| Decision / approval | Record the decision, approver, approval date, conditions, and what must happen next. | Approved to submit conditional offer at maximum $X subject to finance, title, LIM, planning, civil and building inspection. |
| Evidence attached | List screenshots, reports, photos, emails, plans, spreadsheets, meeting notes, and signed approvals saved with the form. | Comparable sales PDF, AUP screenshots, feasibility v0.3, agent email, site photos. |
| Storage / document control | Record where the signed/current version is saved and where superseded versions are archived. | Saved under 02_Feasibility/2026-07-05_initial-feasibility_v0.3.pdf; superseded versions in Archive folder. |
Example completed version
Example: for accountant engagement, the developer records the site address, attaches current source documents, notes unresolved planning/legal/finance assumptions, assigns professional follow-ups, and records the decision with conditions.
Evidence to attach
- Current feasibility or budget extract where relevant.
- Plans, sketches, maps, title/LIM/property file extracts, reports, quotes, photos, and emails relied on.
- Professional advice, meeting minutes, lender/council correspondence, and approval emails.
- Marked-up risk register or decision register entries.
Common mistakes
- Leaving assumptions unlabelled so they look like verified facts.
- Not recording the source document, date, version, or professional who confirmed the information.
- Approving a decision without showing cost, programme, risk, finance, or consent impact.
- Saving forms in email only instead of the project folder with document control.
Where to store it
Save in the project document system under the related stage folder, with date, version number, preparer, reviewer, and approval status. Keep superseded versions in an archive folder.
Financefinance and funding
Lender information checklist
A lender pack checklist for feasibility, valuation, QS, consent status, presales, equity, insurance, programme, and borrower information.
When to use it
Use during finance and funding before giving instructions, approving spend, signing documents, waiving conditions, lodging consents, starting work, or making promises to lenders, council, consultants, builders, buyers, or clients.
Who fills it out
Developer or mortgage broker
Who reviews it
Lender, broker, accountant
| Field | What goes in this section | Example |
|---|
| Project / site details | Record address, legal description if known, project name, developer entity, date, version number, and person preparing the form. | 12 Example Road, Auckland; Lot details to be confirmed by lawyer/surveyor; Version 0.3; prepared 5 July 2026. |
| Purpose / decision needed | State the exact finance and funding decision this form supports. Keep it narrow so the reviewer can approve, reject, or ask for more information. | Decide whether to proceed from quick feasibility to conditional offer. |
| Inputs and source documents | List every document, email, quote, plan, report, map, title document, consent record, or professional advice used. Mark assumptions clearly. | AUP map screenshot; agent appraisal; draft concept plan SK01; QS high-level cost email; assumptions not yet verified by civil engineer. |
| Key checks completed | Summarise what was checked, who checked it, and whether each item is confirmed, assumed, pending, or not applicable. | Zoning checked by planner - pending written memo. Title review by lawyer - not started. GRV by agent - indicative only. |
| Cost / programme / risk impact | Record whether the item changes feasibility, contingency, cashflow, consent timing, construction programme, sales timing, or settlement risk. | Potential stormwater constraint: add provisional civil allowance and do not waive due diligence until engineer confirms. |
| Professional advice required | Name the person or role that must confirm unresolved matters before a decision is treated as reliable. | Planner to confirm activity status; lawyer to confirm covenants; accountant to confirm GST treatment. |
| Decision / approval | Record the decision, approver, approval date, conditions, and what must happen next. | Approved to submit conditional offer at maximum $X subject to finance, title, LIM, planning, civil and building inspection. |
| Evidence attached | List screenshots, reports, photos, emails, plans, spreadsheets, meeting notes, and signed approvals saved with the form. | Comparable sales PDF, AUP screenshots, feasibility v0.3, agent email, site photos. |
| Storage / document control | Record where the signed/current version is saved and where superseded versions are archived. | Saved under 02_Feasibility/2026-07-05_initial-feasibility_v0.3.pdf; superseded versions in Archive folder. |
Example completed version
Example: for finance and funding, the developer records the site address, attaches current source documents, notes unresolved planning/legal/finance assumptions, assigns professional follow-ups, and records the decision with conditions.
Evidence to attach
- Current feasibility or budget extract where relevant.
- Plans, sketches, maps, title/LIM/property file extracts, reports, quotes, photos, and emails relied on.
- Professional advice, meeting minutes, lender/council correspondence, and approval emails.
- Marked-up risk register or decision register entries.
Common mistakes
- Leaving assumptions unlabelled so they look like verified facts.
- Not recording the source document, date, version, or professional who confirmed the information.
- Approving a decision without showing cost, programme, risk, finance, or consent impact.
- Saving forms in email only instead of the project folder with document control.
Where to store it
Save in the project document system under the related stage folder, with date, version number, preparer, reviewer, and approval status. Keep superseded versions in an archive folder.
Financedevelopment budgeting
Development budget template
A budget structure for land, construction, civil, consultants, council, finance, legal, accounting, marketing, selling, tax, contingency, and closeout.
When to use it
Use during development budgeting before giving instructions, approving spend, signing documents, waiving conditions, lodging consents, starting work, or making promises to lenders, council, consultants, builders, buyers, or clients.
Who fills it out
Developer, development manager, or project accountant
Who reviews it
QS, accountant, lender, developer
| Field | What goes in this section | Example |
|---|
| Project / site details | Record address, legal description if known, project name, developer entity, date, version number, and person preparing the form. | 12 Example Road, Auckland; Lot details to be confirmed by lawyer/surveyor; Version 0.3; prepared 5 July 2026. |
| Purpose / decision needed | State the exact development budgeting decision this form supports. Keep it narrow so the reviewer can approve, reject, or ask for more information. | Decide whether to proceed from quick feasibility to conditional offer. |
| Inputs and source documents | List every document, email, quote, plan, report, map, title document, consent record, or professional advice used. Mark assumptions clearly. | AUP map screenshot; agent appraisal; draft concept plan SK01; QS high-level cost email; assumptions not yet verified by civil engineer. |
| Key checks completed | Summarise what was checked, who checked it, and whether each item is confirmed, assumed, pending, or not applicable. | Zoning checked by planner - pending written memo. Title review by lawyer - not started. GRV by agent - indicative only. |
| Cost / programme / risk impact | Record whether the item changes feasibility, contingency, cashflow, consent timing, construction programme, sales timing, or settlement risk. | Potential stormwater constraint: add provisional civil allowance and do not waive due diligence until engineer confirms. |
| Professional advice required | Name the person or role that must confirm unresolved matters before a decision is treated as reliable. | Planner to confirm activity status; lawyer to confirm covenants; accountant to confirm GST treatment. |
| Decision / approval | Record the decision, approver, approval date, conditions, and what must happen next. | Approved to submit conditional offer at maximum $X subject to finance, title, LIM, planning, civil and building inspection. |
| Evidence attached | List screenshots, reports, photos, emails, plans, spreadsheets, meeting notes, and signed approvals saved with the form. | Comparable sales PDF, AUP screenshots, feasibility v0.3, agent email, site photos. |
| Storage / document control | Record where the signed/current version is saved and where superseded versions are archived. | Saved under 02_Feasibility/2026-07-05_initial-feasibility_v0.3.pdf; superseded versions in Archive folder. |
Example completed version
Example: for development budgeting, the developer records the site address, attaches current source documents, notes unresolved planning/legal/finance assumptions, assigns professional follow-ups, and records the decision with conditions.
Evidence to attach
- Current feasibility or budget extract where relevant.
- Plans, sketches, maps, title/LIM/property file extracts, reports, quotes, photos, and emails relied on.
- Professional advice, meeting minutes, lender/council correspondence, and approval emails.
- Marked-up risk register or decision register entries.
Common mistakes
- Leaving assumptions unlabelled so they look like verified facts.
- Not recording the source document, date, version, or professional who confirmed the information.
- Approving a decision without showing cost, programme, risk, finance, or consent impact.
- Saving forms in email only instead of the project folder with document control.
Where to store it
Save in the project document system under the related stage folder, with date, version number, preparer, reviewer, and approval status. Keep superseded versions in an archive folder.
Governanceprogramme planning
Development programme template
A lifecycle programme from acquisition to post-completion review, showing dependencies, milestones, critical path, and responsibility.
When to use it
Use during programme planning before giving instructions, approving spend, signing documents, waiving conditions, lodging consents, starting work, or making promises to lenders, council, consultants, builders, buyers, or clients.
Who fills it out
Developer or development manager
Who reviews it
Consultant team, builder, lender where required
| Field | What goes in this section | Example |
|---|
| Project / site details | Record address, legal description if known, project name, developer entity, date, version number, and person preparing the form. | 12 Example Road, Auckland; Lot details to be confirmed by lawyer/surveyor; Version 0.3; prepared 5 July 2026. |
| Purpose / decision needed | State the exact programme planning decision this form supports. Keep it narrow so the reviewer can approve, reject, or ask for more information. | Decide whether to proceed from quick feasibility to conditional offer. |
| Inputs and source documents | List every document, email, quote, plan, report, map, title document, consent record, or professional advice used. Mark assumptions clearly. | AUP map screenshot; agent appraisal; draft concept plan SK01; QS high-level cost email; assumptions not yet verified by civil engineer. |
| Key checks completed | Summarise what was checked, who checked it, and whether each item is confirmed, assumed, pending, or not applicable. | Zoning checked by planner - pending written memo. Title review by lawyer - not started. GRV by agent - indicative only. |
| Cost / programme / risk impact | Record whether the item changes feasibility, contingency, cashflow, consent timing, construction programme, sales timing, or settlement risk. | Potential stormwater constraint: add provisional civil allowance and do not waive due diligence until engineer confirms. |
| Professional advice required | Name the person or role that must confirm unresolved matters before a decision is treated as reliable. | Planner to confirm activity status; lawyer to confirm covenants; accountant to confirm GST treatment. |
| Decision / approval | Record the decision, approver, approval date, conditions, and what must happen next. | Approved to submit conditional offer at maximum $X subject to finance, title, LIM, planning, civil and building inspection. |
| Evidence attached | List screenshots, reports, photos, emails, plans, spreadsheets, meeting notes, and signed approvals saved with the form. | Comparable sales PDF, AUP screenshots, feasibility v0.3, agent email, site photos. |
| Storage / document control | Record where the signed/current version is saved and where superseded versions are archived. | Saved under 02_Feasibility/2026-07-05_initial-feasibility_v0.3.pdf; superseded versions in Archive folder. |
Example completed version
Example: for programme planning, the developer records the site address, attaches current source documents, notes unresolved planning/legal/finance assumptions, assigns professional follow-ups, and records the decision with conditions.
Evidence to attach
- Current feasibility or budget extract where relevant.
- Plans, sketches, maps, title/LIM/property file extracts, reports, quotes, photos, and emails relied on.
- Professional advice, meeting minutes, lender/council correspondence, and approval emails.
- Marked-up risk register or decision register entries.
Common mistakes
- Leaving assumptions unlabelled so they look like verified facts.
- Not recording the source document, date, version, or professional who confirmed the information.
- Approving a decision without showing cost, programme, risk, finance, or consent impact.
- Saving forms in email only instead of the project folder with document control.
Where to store it
Save in the project document system under the related stage folder, with date, version number, preparer, reviewer, and approval status. Keep superseded versions in an archive folder.
Governanceall stages
Risk register
A live list of planning, legal, finance, design, consent, construction, sales, settlement, and handover risks with owners and actions.
When to use it
Use during all stages before giving instructions, approving spend, signing documents, waiving conditions, lodging consents, starting work, or making promises to lenders, council, consultants, builders, buyers, or clients.
Who fills it out
Developer or development manager
Who reviews it
Project team at every meeting
| Field | What goes in this section | Example |
|---|
| Project / site details | Record address, legal description if known, project name, developer entity, date, version number, and person preparing the form. | 12 Example Road, Auckland; Lot details to be confirmed by lawyer/surveyor; Version 0.3; prepared 5 July 2026. |
| Purpose / decision needed | State the exact all stages decision this form supports. Keep it narrow so the reviewer can approve, reject, or ask for more information. | Decide whether to proceed from quick feasibility to conditional offer. |
| Inputs and source documents | List every document, email, quote, plan, report, map, title document, consent record, or professional advice used. Mark assumptions clearly. | AUP map screenshot; agent appraisal; draft concept plan SK01; QS high-level cost email; assumptions not yet verified by civil engineer. |
| Key checks completed | Summarise what was checked, who checked it, and whether each item is confirmed, assumed, pending, or not applicable. | Zoning checked by planner - pending written memo. Title review by lawyer - not started. GRV by agent - indicative only. |
| Cost / programme / risk impact | Record whether the item changes feasibility, contingency, cashflow, consent timing, construction programme, sales timing, or settlement risk. | Potential stormwater constraint: add provisional civil allowance and do not waive due diligence until engineer confirms. |
| Professional advice required | Name the person or role that must confirm unresolved matters before a decision is treated as reliable. | Planner to confirm activity status; lawyer to confirm covenants; accountant to confirm GST treatment. |
| Decision / approval | Record the decision, approver, approval date, conditions, and what must happen next. | Approved to submit conditional offer at maximum $X subject to finance, title, LIM, planning, civil and building inspection. |
| Evidence attached | List screenshots, reports, photos, emails, plans, spreadsheets, meeting notes, and signed approvals saved with the form. | Comparable sales PDF, AUP screenshots, feasibility v0.3, agent email, site photos. |
| Storage / document control | Record where the signed/current version is saved and where superseded versions are archived. | Saved under 02_Feasibility/2026-07-05_initial-feasibility_v0.3.pdf; superseded versions in Archive folder. |
Example completed version
Example: for all stages, the developer records the site address, attaches current source documents, notes unresolved planning/legal/finance assumptions, assigns professional follow-ups, and records the decision with conditions.
Evidence to attach
- Current feasibility or budget extract where relevant.
- Plans, sketches, maps, title/LIM/property file extracts, reports, quotes, photos, and emails relied on.
- Professional advice, meeting minutes, lender/council correspondence, and approval emails.
- Marked-up risk register or decision register entries.
Common mistakes
- Leaving assumptions unlabelled so they look like verified facts.
- Not recording the source document, date, version, or professional who confirmed the information.
- Approving a decision without showing cost, programme, risk, finance, or consent impact.
- Saving forms in email only instead of the project folder with document control.
Where to store it
Save in the project document system under the related stage folder, with date, version number, preparer, reviewer, and approval status. Keep superseded versions in an archive folder.
Governanceall stages
Decision register
A record of major decisions, who approved them, what evidence was relied on, and what assumptions remained.
When to use it
Use during all stages before giving instructions, approving spend, signing documents, waiving conditions, lodging consents, starting work, or making promises to lenders, council, consultants, builders, buyers, or clients.
Who fills it out
Developer or development manager
Who reviews it
Developer, project owner, lawyer or lender where relevant
| Field | What goes in this section | Example |
|---|
| Project / site details | Record address, legal description if known, project name, developer entity, date, version number, and person preparing the form. | 12 Example Road, Auckland; Lot details to be confirmed by lawyer/surveyor; Version 0.3; prepared 5 July 2026. |
| Purpose / decision needed | State the exact all stages decision this form supports. Keep it narrow so the reviewer can approve, reject, or ask for more information. | Decide whether to proceed from quick feasibility to conditional offer. |
| Inputs and source documents | List every document, email, quote, plan, report, map, title document, consent record, or professional advice used. Mark assumptions clearly. | AUP map screenshot; agent appraisal; draft concept plan SK01; QS high-level cost email; assumptions not yet verified by civil engineer. |
| Key checks completed | Summarise what was checked, who checked it, and whether each item is confirmed, assumed, pending, or not applicable. | Zoning checked by planner - pending written memo. Title review by lawyer - not started. GRV by agent - indicative only. |
| Cost / programme / risk impact | Record whether the item changes feasibility, contingency, cashflow, consent timing, construction programme, sales timing, or settlement risk. | Potential stormwater constraint: add provisional civil allowance and do not waive due diligence until engineer confirms. |
| Professional advice required | Name the person or role that must confirm unresolved matters before a decision is treated as reliable. | Planner to confirm activity status; lawyer to confirm covenants; accountant to confirm GST treatment. |
| Decision / approval | Record the decision, approver, approval date, conditions, and what must happen next. | Approved to submit conditional offer at maximum $X subject to finance, title, LIM, planning, civil and building inspection. |
| Evidence attached | List screenshots, reports, photos, emails, plans, spreadsheets, meeting notes, and signed approvals saved with the form. | Comparable sales PDF, AUP screenshots, feasibility v0.3, agent email, site photos. |
| Storage / document control | Record where the signed/current version is saved and where superseded versions are archived. | Saved under 02_Feasibility/2026-07-05_initial-feasibility_v0.3.pdf; superseded versions in Archive folder. |
Example completed version
Example: for all stages, the developer records the site address, attaches current source documents, notes unresolved planning/legal/finance assumptions, assigns professional follow-ups, and records the decision with conditions.
Evidence to attach
- Current feasibility or budget extract where relevant.
- Plans, sketches, maps, title/LIM/property file extracts, reports, quotes, photos, and emails relied on.
- Professional advice, meeting minutes, lender/council correspondence, and approval emails.
- Marked-up risk register or decision register entries.
Common mistakes
- Leaving assumptions unlabelled so they look like verified facts.
- Not recording the source document, date, version, or professional who confirmed the information.
- Approving a decision without showing cost, programme, risk, finance, or consent impact.
- Saving forms in email only instead of the project folder with document control.
Where to store it
Save in the project document system under the related stage folder, with date, version number, preparer, reviewer, and approval status. Keep superseded versions in an archive folder.
Consultantsprofessional team and design coordination
Consultant meeting minutes
Meeting notes that capture decisions, actions, responsibilities, deadlines, risks, and information requests.
When to use it
Use during professional team and design coordination before giving instructions, approving spend, signing documents, waiving conditions, lodging consents, starting work, or making promises to lenders, council, consultants, builders, buyers, or clients.
Who fills it out
Development manager or nominated minute taker
Who reviews it
Meeting attendees
| Field | What goes in this section | Example |
|---|
| Project / site details | Record address, legal description if known, project name, developer entity, date, version number, and person preparing the form. | 12 Example Road, Auckland; Lot details to be confirmed by lawyer/surveyor; Version 0.3; prepared 5 July 2026. |
| Purpose / decision needed | State the exact professional team and design coordination decision this form supports. Keep it narrow so the reviewer can approve, reject, or ask for more information. | Decide whether to proceed from quick feasibility to conditional offer. |
| Inputs and source documents | List every document, email, quote, plan, report, map, title document, consent record, or professional advice used. Mark assumptions clearly. | AUP map screenshot; agent appraisal; draft concept plan SK01; QS high-level cost email; assumptions not yet verified by civil engineer. |
| Key checks completed | Summarise what was checked, who checked it, and whether each item is confirmed, assumed, pending, or not applicable. | Zoning checked by planner - pending written memo. Title review by lawyer - not started. GRV by agent - indicative only. |
| Cost / programme / risk impact | Record whether the item changes feasibility, contingency, cashflow, consent timing, construction programme, sales timing, or settlement risk. | Potential stormwater constraint: add provisional civil allowance and do not waive due diligence until engineer confirms. |
| Professional advice required | Name the person or role that must confirm unresolved matters before a decision is treated as reliable. | Planner to confirm activity status; lawyer to confirm covenants; accountant to confirm GST treatment. |
| Decision / approval | Record the decision, approver, approval date, conditions, and what must happen next. | Approved to submit conditional offer at maximum $X subject to finance, title, LIM, planning, civil and building inspection. |
| Evidence attached | List screenshots, reports, photos, emails, plans, spreadsheets, meeting notes, and signed approvals saved with the form. | Comparable sales PDF, AUP screenshots, feasibility v0.3, agent email, site photos. |
| Storage / document control | Record where the signed/current version is saved and where superseded versions are archived. | Saved under 02_Feasibility/2026-07-05_initial-feasibility_v0.3.pdf; superseded versions in Archive folder. |
Example completed version
Example: for professional team and design coordination, the developer records the site address, attaches current source documents, notes unresolved planning/legal/finance assumptions, assigns professional follow-ups, and records the decision with conditions.
Evidence to attach
- Current feasibility or budget extract where relevant.
- Plans, sketches, maps, title/LIM/property file extracts, reports, quotes, photos, and emails relied on.
- Professional advice, meeting minutes, lender/council correspondence, and approval emails.
- Marked-up risk register or decision register entries.
Common mistakes
- Leaving assumptions unlabelled so they look like verified facts.
- Not recording the source document, date, version, or professional who confirmed the information.
- Approving a decision without showing cost, programme, risk, finance, or consent impact.
- Saving forms in email only instead of the project folder with document control.
Where to store it
Save in the project document system under the related stage folder, with date, version number, preparer, reviewer, and approval status. Keep superseded versions in an archive folder.
Consentsplanning, resource consent, building consent, engineering approvals
Council meeting notes
A structured record of pre-application meetings, council calls, inspection/approval discussions, and action items.
When to use it
Use during planning, resource consent, building consent, engineering approvals before giving instructions, approving spend, signing documents, waiving conditions, lodging consents, starting work, or making promises to lenders, council, consultants, builders, buyers, or clients.
Who fills it out
Planner, architect, engineer, or development manager
Who reviews it
Relevant consultant lead and developer
| Field | What goes in this section | Example |
|---|
| Project / site details | Record address, legal description if known, project name, developer entity, date, version number, and person preparing the form. | 12 Example Road, Auckland; Lot details to be confirmed by lawyer/surveyor; Version 0.3; prepared 5 July 2026. |
| Purpose / decision needed | State the exact planning, resource consent, building consent, engineering approvals decision this form supports. Keep it narrow so the reviewer can approve, reject, or ask for more information. | Decide whether to proceed from quick feasibility to conditional offer. |
| Inputs and source documents | List every document, email, quote, plan, report, map, title document, consent record, or professional advice used. Mark assumptions clearly. | AUP map screenshot; agent appraisal; draft concept plan SK01; QS high-level cost email; assumptions not yet verified by civil engineer. |
| Key checks completed | Summarise what was checked, who checked it, and whether each item is confirmed, assumed, pending, or not applicable. | Zoning checked by planner - pending written memo. Title review by lawyer - not started. GRV by agent - indicative only. |
| Cost / programme / risk impact | Record whether the item changes feasibility, contingency, cashflow, consent timing, construction programme, sales timing, or settlement risk. | Potential stormwater constraint: add provisional civil allowance and do not waive due diligence until engineer confirms. |
| Professional advice required | Name the person or role that must confirm unresolved matters before a decision is treated as reliable. | Planner to confirm activity status; lawyer to confirm covenants; accountant to confirm GST treatment. |
| Decision / approval | Record the decision, approver, approval date, conditions, and what must happen next. | Approved to submit conditional offer at maximum $X subject to finance, title, LIM, planning, civil and building inspection. |
| Evidence attached | List screenshots, reports, photos, emails, plans, spreadsheets, meeting notes, and signed approvals saved with the form. | Comparable sales PDF, AUP screenshots, feasibility v0.3, agent email, site photos. |
| Storage / document control | Record where the signed/current version is saved and where superseded versions are archived. | Saved under 02_Feasibility/2026-07-05_initial-feasibility_v0.3.pdf; superseded versions in Archive folder. |
Example completed version
Example: for planning, resource consent, building consent, engineering approvals, the developer records the site address, attaches current source documents, notes unresolved planning/legal/finance assumptions, assigns professional follow-ups, and records the decision with conditions.
Evidence to attach
- Current feasibility or budget extract where relevant.
- Plans, sketches, maps, title/LIM/property file extracts, reports, quotes, photos, and emails relied on.
- Professional advice, meeting minutes, lender/council correspondence, and approval emails.
- Marked-up risk register or decision register entries.
Common mistakes
- Leaving assumptions unlabelled so they look like verified facts.
- Not recording the source document, date, version, or professional who confirmed the information.
- Approving a decision without showing cost, programme, risk, finance, or consent impact.
- Saving forms in email only instead of the project folder with document control.
Where to store it
Save in the project document system under the related stage folder, with date, version number, preparer, reviewer, and approval status. Keep superseded versions in an archive folder.
Consentsresource consent, building consent, tender, construction
RFI tracker
A tracker for requests for information from council, consultants, builders, lenders, or buyers.
When to use it
Use during resource consent, building consent, tender, construction before giving instructions, approving spend, signing documents, waiving conditions, lodging consents, starting work, or making promises to lenders, council, consultants, builders, buyers, or clients.
Who fills it out
Development manager, planner, architect, or project manager
Who reviews it
Responsible consultant and developer
| Field | What goes in this section | Example |
|---|
| Project / site details | Record address, legal description if known, project name, developer entity, date, version number, and person preparing the form. | 12 Example Road, Auckland; Lot details to be confirmed by lawyer/surveyor; Version 0.3; prepared 5 July 2026. |
| Purpose / decision needed | State the exact resource consent, building consent, tender, construction decision this form supports. Keep it narrow so the reviewer can approve, reject, or ask for more information. | Decide whether to proceed from quick feasibility to conditional offer. |
| Inputs and source documents | List every document, email, quote, plan, report, map, title document, consent record, or professional advice used. Mark assumptions clearly. | AUP map screenshot; agent appraisal; draft concept plan SK01; QS high-level cost email; assumptions not yet verified by civil engineer. |
| Key checks completed | Summarise what was checked, who checked it, and whether each item is confirmed, assumed, pending, or not applicable. | Zoning checked by planner - pending written memo. Title review by lawyer - not started. GRV by agent - indicative only. |
| Cost / programme / risk impact | Record whether the item changes feasibility, contingency, cashflow, consent timing, construction programme, sales timing, or settlement risk. | Potential stormwater constraint: add provisional civil allowance and do not waive due diligence until engineer confirms. |
| Professional advice required | Name the person or role that must confirm unresolved matters before a decision is treated as reliable. | Planner to confirm activity status; lawyer to confirm covenants; accountant to confirm GST treatment. |
| Decision / approval | Record the decision, approver, approval date, conditions, and what must happen next. | Approved to submit conditional offer at maximum $X subject to finance, title, LIM, planning, civil and building inspection. |
| Evidence attached | List screenshots, reports, photos, emails, plans, spreadsheets, meeting notes, and signed approvals saved with the form. | Comparable sales PDF, AUP screenshots, feasibility v0.3, agent email, site photos. |
| Storage / document control | Record where the signed/current version is saved and where superseded versions are archived. | Saved under 02_Feasibility/2026-07-05_initial-feasibility_v0.3.pdf; superseded versions in Archive folder. |
Example completed version
Example: for resource consent, building consent, tender, construction, the developer records the site address, attaches current source documents, notes unresolved planning/legal/finance assumptions, assigns professional follow-ups, and records the decision with conditions.
Evidence to attach
- Current feasibility or budget extract where relevant.
- Plans, sketches, maps, title/LIM/property file extracts, reports, quotes, photos, and emails relied on.
- Professional advice, meeting minutes, lender/council correspondence, and approval emails.
- Marked-up risk register or decision register entries.
Common mistakes
- Leaving assumptions unlabelled so they look like verified facts.
- Not recording the source document, date, version, or professional who confirmed the information.
- Approving a decision without showing cost, programme, risk, finance, or consent impact.
- Saving forms in email only instead of the project folder with document control.
Where to store it
Save in the project document system under the related stage folder, with date, version number, preparer, reviewer, and approval status. Keep superseded versions in an archive folder.
Consentsresource consent, building consent, engineering approvals, CCC
Consent tracker
A tracker for consent lodgement, RFIs, approvals, conditions, inspections, amendments, CCC, and closeout.
When to use it
Use during resource consent, building consent, engineering approvals, CCC before giving instructions, approving spend, signing documents, waiving conditions, lodging consents, starting work, or making promises to lenders, council, consultants, builders, buyers, or clients.
Who fills it out
Development manager or consultant lead
Who reviews it
Developer and professional team
| Field | What goes in this section | Example |
|---|
| Project / site details | Record address, legal description if known, project name, developer entity, date, version number, and person preparing the form. | 12 Example Road, Auckland; Lot details to be confirmed by lawyer/surveyor; Version 0.3; prepared 5 July 2026. |
| Purpose / decision needed | State the exact resource consent, building consent, engineering approvals, CCC decision this form supports. Keep it narrow so the reviewer can approve, reject, or ask for more information. | Decide whether to proceed from quick feasibility to conditional offer. |
| Inputs and source documents | List every document, email, quote, plan, report, map, title document, consent record, or professional advice used. Mark assumptions clearly. | AUP map screenshot; agent appraisal; draft concept plan SK01; QS high-level cost email; assumptions not yet verified by civil engineer. |
| Key checks completed | Summarise what was checked, who checked it, and whether each item is confirmed, assumed, pending, or not applicable. | Zoning checked by planner - pending written memo. Title review by lawyer - not started. GRV by agent - indicative only. |
| Cost / programme / risk impact | Record whether the item changes feasibility, contingency, cashflow, consent timing, construction programme, sales timing, or settlement risk. | Potential stormwater constraint: add provisional civil allowance and do not waive due diligence until engineer confirms. |
| Professional advice required | Name the person or role that must confirm unresolved matters before a decision is treated as reliable. | Planner to confirm activity status; lawyer to confirm covenants; accountant to confirm GST treatment. |
| Decision / approval | Record the decision, approver, approval date, conditions, and what must happen next. | Approved to submit conditional offer at maximum $X subject to finance, title, LIM, planning, civil and building inspection. |
| Evidence attached | List screenshots, reports, photos, emails, plans, spreadsheets, meeting notes, and signed approvals saved with the form. | Comparable sales PDF, AUP screenshots, feasibility v0.3, agent email, site photos. |
| Storage / document control | Record where the signed/current version is saved and where superseded versions are archived. | Saved under 02_Feasibility/2026-07-05_initial-feasibility_v0.3.pdf; superseded versions in Archive folder. |
Example completed version
Example: for resource consent, building consent, engineering approvals, CCC, the developer records the site address, attaches current source documents, notes unresolved planning/legal/finance assumptions, assigns professional follow-ups, and records the decision with conditions.
Evidence to attach
- Current feasibility or budget extract where relevant.
- Plans, sketches, maps, title/LIM/property file extracts, reports, quotes, photos, and emails relied on.
- Professional advice, meeting minutes, lender/council correspondence, and approval emails.
- Marked-up risk register or decision register entries.
Common mistakes
- Leaving assumptions unlabelled so they look like verified facts.
- Not recording the source document, date, version, or professional who confirmed the information.
- Approving a decision without showing cost, programme, risk, finance, or consent impact.
- Saving forms in email only instead of the project folder with document control.
Where to store it
Save in the project document system under the related stage folder, with date, version number, preparer, reviewer, and approval status. Keep superseded versions in an archive folder.
Consentsdesign, consent, construction
Design change register
A register for design changes, reason, cost/time impact, consent impact, approval, and superseded drawings.
When to use it
Use during design, consent, construction before giving instructions, approving spend, signing documents, waiving conditions, lodging consents, starting work, or making promises to lenders, council, consultants, builders, buyers, or clients.
Who fills it out
Architect, development manager, or project manager
Who reviews it
Developer, planner, engineer, builder, council where required
| Field | What goes in this section | Example |
|---|
| Project / site details | Record address, legal description if known, project name, developer entity, date, version number, and person preparing the form. | 12 Example Road, Auckland; Lot details to be confirmed by lawyer/surveyor; Version 0.3; prepared 5 July 2026. |
| Purpose / decision needed | State the exact design, consent, construction decision this form supports. Keep it narrow so the reviewer can approve, reject, or ask for more information. | Decide whether to proceed from quick feasibility to conditional offer. |
| Inputs and source documents | List every document, email, quote, plan, report, map, title document, consent record, or professional advice used. Mark assumptions clearly. | AUP map screenshot; agent appraisal; draft concept plan SK01; QS high-level cost email; assumptions not yet verified by civil engineer. |
| Key checks completed | Summarise what was checked, who checked it, and whether each item is confirmed, assumed, pending, or not applicable. | Zoning checked by planner - pending written memo. Title review by lawyer - not started. GRV by agent - indicative only. |
| Cost / programme / risk impact | Record whether the item changes feasibility, contingency, cashflow, consent timing, construction programme, sales timing, or settlement risk. | Potential stormwater constraint: add provisional civil allowance and do not waive due diligence until engineer confirms. |
| Professional advice required | Name the person or role that must confirm unresolved matters before a decision is treated as reliable. | Planner to confirm activity status; lawyer to confirm covenants; accountant to confirm GST treatment. |
| Decision / approval | Record the decision, approver, approval date, conditions, and what must happen next. | Approved to submit conditional offer at maximum $X subject to finance, title, LIM, planning, civil and building inspection. |
| Evidence attached | List screenshots, reports, photos, emails, plans, spreadsheets, meeting notes, and signed approvals saved with the form. | Comparable sales PDF, AUP screenshots, feasibility v0.3, agent email, site photos. |
| Storage / document control | Record where the signed/current version is saved and where superseded versions are archived. | Saved under 02_Feasibility/2026-07-05_initial-feasibility_v0.3.pdf; superseded versions in Archive folder. |
Example completed version
Example: for design, consent, construction, the developer records the site address, attaches current source documents, notes unresolved planning/legal/finance assumptions, assigns professional follow-ups, and records the decision with conditions.
Evidence to attach
- Current feasibility or budget extract where relevant.
- Plans, sketches, maps, title/LIM/property file extracts, reports, quotes, photos, and emails relied on.
- Professional advice, meeting minutes, lender/council correspondence, and approval emails.
- Marked-up risk register or decision register entries.
Common mistakes
- Leaving assumptions unlabelled so they look like verified facts.
- Not recording the source document, date, version, or professional who confirmed the information.
- Approving a decision without showing cost, programme, risk, finance, or consent impact.
- Saving forms in email only instead of the project folder with document control.
Where to store it
Save in the project document system under the related stage folder, with date, version number, preparer, reviewer, and approval status. Keep superseded versions in an archive folder.
Constructiontendering builders
Tender comparison template
A comparison sheet for normalising builder prices, exclusions, allowances, tags, programme, insurances, and capability.
When to use it
Use during tendering builders before giving instructions, approving spend, signing documents, waiving conditions, lodging consents, starting work, or making promises to lenders, council, consultants, builders, buyers, or clients.
Who fills it out
Developer, QS, or project manager
Who reviews it
Developer, QS, architect, lawyer where contract issues matter
| Field | What goes in this section | Example |
|---|
| Project / site details | Record address, legal description if known, project name, developer entity, date, version number, and person preparing the form. | 12 Example Road, Auckland; Lot details to be confirmed by lawyer/surveyor; Version 0.3; prepared 5 July 2026. |
| Purpose / decision needed | State the exact tendering builders decision this form supports. Keep it narrow so the reviewer can approve, reject, or ask for more information. | Decide whether to proceed from quick feasibility to conditional offer. |
| Inputs and source documents | List every document, email, quote, plan, report, map, title document, consent record, or professional advice used. Mark assumptions clearly. | AUP map screenshot; agent appraisal; draft concept plan SK01; QS high-level cost email; assumptions not yet verified by civil engineer. |
| Key checks completed | Summarise what was checked, who checked it, and whether each item is confirmed, assumed, pending, or not applicable. | Zoning checked by planner - pending written memo. Title review by lawyer - not started. GRV by agent - indicative only. |
| Cost / programme / risk impact | Record whether the item changes feasibility, contingency, cashflow, consent timing, construction programme, sales timing, or settlement risk. | Potential stormwater constraint: add provisional civil allowance and do not waive due diligence until engineer confirms. |
| Professional advice required | Name the person or role that must confirm unresolved matters before a decision is treated as reliable. | Planner to confirm activity status; lawyer to confirm covenants; accountant to confirm GST treatment. |
| Decision / approval | Record the decision, approver, approval date, conditions, and what must happen next. | Approved to submit conditional offer at maximum $X subject to finance, title, LIM, planning, civil and building inspection. |
| Evidence attached | List screenshots, reports, photos, emails, plans, spreadsheets, meeting notes, and signed approvals saved with the form. | Comparable sales PDF, AUP screenshots, feasibility v0.3, agent email, site photos. |
| Storage / document control | Record where the signed/current version is saved and where superseded versions are archived. | Saved under 02_Feasibility/2026-07-05_initial-feasibility_v0.3.pdf; superseded versions in Archive folder. |
Example completed version
Example: for tendering builders, the developer records the site address, attaches current source documents, notes unresolved planning/legal/finance assumptions, assigns professional follow-ups, and records the decision with conditions.
Evidence to attach
- Current feasibility or budget extract where relevant.
- Plans, sketches, maps, title/LIM/property file extracts, reports, quotes, photos, and emails relied on.
- Professional advice, meeting minutes, lender/council correspondence, and approval emails.
- Marked-up risk register or decision register entries.
Common mistakes
- Leaving assumptions unlabelled so they look like verified facts.
- Not recording the source document, date, version, or professional who confirmed the information.
- Approving a decision without showing cost, programme, risk, finance, or consent impact.
- Saving forms in email only instead of the project folder with document control.
Where to store it
Save in the project document system under the related stage folder, with date, version number, preparer, reviewer, and approval status. Keep superseded versions in an archive folder.
Constructioncontractor appointment
Contractor evaluation template
A scorecard for builder capability, price, programme, quality, safety, financial capacity, references, and risk.
When to use it
Use during contractor appointment before giving instructions, approving spend, signing documents, waiving conditions, lodging consents, starting work, or making promises to lenders, council, consultants, builders, buyers, or clients.
Who fills it out
Developer, project manager, or QS
Who reviews it
Developer and project team
| Field | What goes in this section | Example |
|---|
| Project / site details | Record address, legal description if known, project name, developer entity, date, version number, and person preparing the form. | 12 Example Road, Auckland; Lot details to be confirmed by lawyer/surveyor; Version 0.3; prepared 5 July 2026. |
| Purpose / decision needed | State the exact contractor appointment decision this form supports. Keep it narrow so the reviewer can approve, reject, or ask for more information. | Decide whether to proceed from quick feasibility to conditional offer. |
| Inputs and source documents | List every document, email, quote, plan, report, map, title document, consent record, or professional advice used. Mark assumptions clearly. | AUP map screenshot; agent appraisal; draft concept plan SK01; QS high-level cost email; assumptions not yet verified by civil engineer. |
| Key checks completed | Summarise what was checked, who checked it, and whether each item is confirmed, assumed, pending, or not applicable. | Zoning checked by planner - pending written memo. Title review by lawyer - not started. GRV by agent - indicative only. |
| Cost / programme / risk impact | Record whether the item changes feasibility, contingency, cashflow, consent timing, construction programme, sales timing, or settlement risk. | Potential stormwater constraint: add provisional civil allowance and do not waive due diligence until engineer confirms. |
| Professional advice required | Name the person or role that must confirm unresolved matters before a decision is treated as reliable. | Planner to confirm activity status; lawyer to confirm covenants; accountant to confirm GST treatment. |
| Decision / approval | Record the decision, approver, approval date, conditions, and what must happen next. | Approved to submit conditional offer at maximum $X subject to finance, title, LIM, planning, civil and building inspection. |
| Evidence attached | List screenshots, reports, photos, emails, plans, spreadsheets, meeting notes, and signed approvals saved with the form. | Comparable sales PDF, AUP screenshots, feasibility v0.3, agent email, site photos. |
| Storage / document control | Record where the signed/current version is saved and where superseded versions are archived. | Saved under 02_Feasibility/2026-07-05_initial-feasibility_v0.3.pdf; superseded versions in Archive folder. |
Example completed version
Example: for contractor appointment, the developer records the site address, attaches current source documents, notes unresolved planning/legal/finance assumptions, assigns professional follow-ups, and records the decision with conditions.
Evidence to attach
- Current feasibility or budget extract where relevant.
- Plans, sketches, maps, title/LIM/property file extracts, reports, quotes, photos, and emails relied on.
- Professional advice, meeting minutes, lender/council correspondence, and approval emails.
- Marked-up risk register or decision register entries.
Common mistakes
- Leaving assumptions unlabelled so they look like verified facts.
- Not recording the source document, date, version, or professional who confirmed the information.
- Approving a decision without showing cost, programme, risk, finance, or consent impact.
- Saving forms in email only instead of the project folder with document control.
Where to store it
Save in the project document system under the related stage folder, with date, version number, preparer, reviewer, and approval status. Keep superseded versions in an archive folder.
Salesmarketing and sales
Sales and marketing checklist
A checklist for pricing, agent appointment, buyer pack, marketing assets, sales documents, disclosures, and campaign timing.
When to use it
Use during marketing and sales before giving instructions, approving spend, signing documents, waiving conditions, lodging consents, starting work, or making promises to lenders, council, consultants, builders, buyers, or clients.
Who fills it out
Developer, agent, or marketing manager
Who reviews it
Lawyer, agent, developer, lender where presales matter
| Field | What goes in this section | Example |
|---|
| Project / site details | Record address, legal description if known, project name, developer entity, date, version number, and person preparing the form. | 12 Example Road, Auckland; Lot details to be confirmed by lawyer/surveyor; Version 0.3; prepared 5 July 2026. |
| Purpose / decision needed | State the exact marketing and sales decision this form supports. Keep it narrow so the reviewer can approve, reject, or ask for more information. | Decide whether to proceed from quick feasibility to conditional offer. |
| Inputs and source documents | List every document, email, quote, plan, report, map, title document, consent record, or professional advice used. Mark assumptions clearly. | AUP map screenshot; agent appraisal; draft concept plan SK01; QS high-level cost email; assumptions not yet verified by civil engineer. |
| Key checks completed | Summarise what was checked, who checked it, and whether each item is confirmed, assumed, pending, or not applicable. | Zoning checked by planner - pending written memo. Title review by lawyer - not started. GRV by agent - indicative only. |
| Cost / programme / risk impact | Record whether the item changes feasibility, contingency, cashflow, consent timing, construction programme, sales timing, or settlement risk. | Potential stormwater constraint: add provisional civil allowance and do not waive due diligence until engineer confirms. |
| Professional advice required | Name the person or role that must confirm unresolved matters before a decision is treated as reliable. | Planner to confirm activity status; lawyer to confirm covenants; accountant to confirm GST treatment. |
| Decision / approval | Record the decision, approver, approval date, conditions, and what must happen next. | Approved to submit conditional offer at maximum $X subject to finance, title, LIM, planning, civil and building inspection. |
| Evidence attached | List screenshots, reports, photos, emails, plans, spreadsheets, meeting notes, and signed approvals saved with the form. | Comparable sales PDF, AUP screenshots, feasibility v0.3, agent email, site photos. |
| Storage / document control | Record where the signed/current version is saved and where superseded versions are archived. | Saved under 02_Feasibility/2026-07-05_initial-feasibility_v0.3.pdf; superseded versions in Archive folder. |
Example completed version
Example: for marketing and sales, the developer records the site address, attaches current source documents, notes unresolved planning/legal/finance assumptions, assigns professional follow-ups, and records the decision with conditions.
Evidence to attach
- Current feasibility or budget extract where relevant.
- Plans, sketches, maps, title/LIM/property file extracts, reports, quotes, photos, and emails relied on.
- Professional advice, meeting minutes, lender/council correspondence, and approval emails.
- Marked-up risk register or decision register entries.
Common mistakes
- Leaving assumptions unlabelled so they look like verified facts.
- Not recording the source document, date, version, or professional who confirmed the information.
- Approving a decision without showing cost, programme, risk, finance, or consent impact.
- Saving forms in email only instead of the project folder with document control.
Where to store it
Save in the project document system under the related stage folder, with date, version number, preparer, reviewer, and approval status. Keep superseded versions in an archive folder.
Salessettlement
Settlement checklist
A checklist for sale agreement conditions, CCC/title, funds, buyer inspection, keys, handover, lender discharge, and legal closeout.
When to use it
Use during settlement before giving instructions, approving spend, signing documents, waiving conditions, lodging consents, starting work, or making promises to lenders, council, consultants, builders, buyers, or clients.
Who fills it out
Developer or development manager
Who reviews it
Lawyer, agent, lender, accountant
| Field | What goes in this section | Example |
|---|
| Project / site details | Record address, legal description if known, project name, developer entity, date, version number, and person preparing the form. | 12 Example Road, Auckland; Lot details to be confirmed by lawyer/surveyor; Version 0.3; prepared 5 July 2026. |
| Purpose / decision needed | State the exact settlement decision this form supports. Keep it narrow so the reviewer can approve, reject, or ask for more information. | Decide whether to proceed from quick feasibility to conditional offer. |
| Inputs and source documents | List every document, email, quote, plan, report, map, title document, consent record, or professional advice used. Mark assumptions clearly. | AUP map screenshot; agent appraisal; draft concept plan SK01; QS high-level cost email; assumptions not yet verified by civil engineer. |
| Key checks completed | Summarise what was checked, who checked it, and whether each item is confirmed, assumed, pending, or not applicable. | Zoning checked by planner - pending written memo. Title review by lawyer - not started. GRV by agent - indicative only. |
| Cost / programme / risk impact | Record whether the item changes feasibility, contingency, cashflow, consent timing, construction programme, sales timing, or settlement risk. | Potential stormwater constraint: add provisional civil allowance and do not waive due diligence until engineer confirms. |
| Professional advice required | Name the person or role that must confirm unresolved matters before a decision is treated as reliable. | Planner to confirm activity status; lawyer to confirm covenants; accountant to confirm GST treatment. |
| Decision / approval | Record the decision, approver, approval date, conditions, and what must happen next. | Approved to submit conditional offer at maximum $X subject to finance, title, LIM, planning, civil and building inspection. |
| Evidence attached | List screenshots, reports, photos, emails, plans, spreadsheets, meeting notes, and signed approvals saved with the form. | Comparable sales PDF, AUP screenshots, feasibility v0.3, agent email, site photos. |
| Storage / document control | Record where the signed/current version is saved and where superseded versions are archived. | Saved under 02_Feasibility/2026-07-05_initial-feasibility_v0.3.pdf; superseded versions in Archive folder. |
Example completed version
Example: for settlement, the developer records the site address, attaches current source documents, notes unresolved planning/legal/finance assumptions, assigns professional follow-ups, and records the decision with conditions.
Evidence to attach
- Current feasibility or budget extract where relevant.
- Plans, sketches, maps, title/LIM/property file extracts, reports, quotes, photos, and emails relied on.
- Professional advice, meeting minutes, lender/council correspondence, and approval emails.
- Marked-up risk register or decision register entries.
Common mistakes
- Leaving assumptions unlabelled so they look like verified facts.
- Not recording the source document, date, version, or professional who confirmed the information.
- Approving a decision without showing cost, programme, risk, finance, or consent impact.
- Saving forms in email only instead of the project folder with document control.
Where to store it
Save in the project document system under the related stage folder, with date, version number, preparer, reviewer, and approval status. Keep superseded versions in an archive folder.
Handoverclient / buyer handover
Handover checklist
A checklist for keys, manuals, warranties, certificates, maintenance info, defect process, and buyer/client sign-off.
When to use it
Use during client / buyer handover before giving instructions, approving spend, signing documents, waiving conditions, lodging consents, starting work, or making promises to lenders, council, consultants, builders, buyers, or clients.
Who fills it out
Developer, builder, or project manager
Who reviews it
Buyer/client, builder, developer
| Field | What goes in this section | Example |
|---|
| Project / site details | Record address, legal description if known, project name, developer entity, date, version number, and person preparing the form. | 12 Example Road, Auckland; Lot details to be confirmed by lawyer/surveyor; Version 0.3; prepared 5 July 2026. |
| Purpose / decision needed | State the exact client / buyer handover decision this form supports. Keep it narrow so the reviewer can approve, reject, or ask for more information. | Decide whether to proceed from quick feasibility to conditional offer. |
| Inputs and source documents | List every document, email, quote, plan, report, map, title document, consent record, or professional advice used. Mark assumptions clearly. | AUP map screenshot; agent appraisal; draft concept plan SK01; QS high-level cost email; assumptions not yet verified by civil engineer. |
| Key checks completed | Summarise what was checked, who checked it, and whether each item is confirmed, assumed, pending, or not applicable. | Zoning checked by planner - pending written memo. Title review by lawyer - not started. GRV by agent - indicative only. |
| Cost / programme / risk impact | Record whether the item changes feasibility, contingency, cashflow, consent timing, construction programme, sales timing, or settlement risk. | Potential stormwater constraint: add provisional civil allowance and do not waive due diligence until engineer confirms. |
| Professional advice required | Name the person or role that must confirm unresolved matters before a decision is treated as reliable. | Planner to confirm activity status; lawyer to confirm covenants; accountant to confirm GST treatment. |
| Decision / approval | Record the decision, approver, approval date, conditions, and what must happen next. | Approved to submit conditional offer at maximum $X subject to finance, title, LIM, planning, civil and building inspection. |
| Evidence attached | List screenshots, reports, photos, emails, plans, spreadsheets, meeting notes, and signed approvals saved with the form. | Comparable sales PDF, AUP screenshots, feasibility v0.3, agent email, site photos. |
| Storage / document control | Record where the signed/current version is saved and where superseded versions are archived. | Saved under 02_Feasibility/2026-07-05_initial-feasibility_v0.3.pdf; superseded versions in Archive folder. |
Example completed version
Example: for client / buyer handover, the developer records the site address, attaches current source documents, notes unresolved planning/legal/finance assumptions, assigns professional follow-ups, and records the decision with conditions.
Evidence to attach
- Current feasibility or budget extract where relevant.
- Plans, sketches, maps, title/LIM/property file extracts, reports, quotes, photos, and emails relied on.
- Professional advice, meeting minutes, lender/council correspondence, and approval emails.
- Marked-up risk register or decision register entries.
Common mistakes
- Leaving assumptions unlabelled so they look like verified facts.
- Not recording the source document, date, version, or professional who confirmed the information.
- Approving a decision without showing cost, programme, risk, finance, or consent impact.
- Saving forms in email only instead of the project folder with document control.
Where to store it
Save in the project document system under the related stage folder, with date, version number, preparer, reviewer, and approval status. Keep superseded versions in an archive folder.
Governancepost-completion review
Post-project review template
A review template comparing expected and actual cost, programme, revenue, margin, defects, consultant performance, and lessons learned.
When to use it
Use during post-completion review before giving instructions, approving spend, signing documents, waiving conditions, lodging consents, starting work, or making promises to lenders, council, consultants, builders, buyers, or clients.
Who fills it out
Developer or development manager
Who reviews it
Developer, accountant, QS, project team
| Field | What goes in this section | Example |
|---|
| Project / site details | Record address, legal description if known, project name, developer entity, date, version number, and person preparing the form. | 12 Example Road, Auckland; Lot details to be confirmed by lawyer/surveyor; Version 0.3; prepared 5 July 2026. |
| Purpose / decision needed | State the exact post-completion review decision this form supports. Keep it narrow so the reviewer can approve, reject, or ask for more information. | Decide whether to proceed from quick feasibility to conditional offer. |
| Inputs and source documents | List every document, email, quote, plan, report, map, title document, consent record, or professional advice used. Mark assumptions clearly. | AUP map screenshot; agent appraisal; draft concept plan SK01; QS high-level cost email; assumptions not yet verified by civil engineer. |
| Key checks completed | Summarise what was checked, who checked it, and whether each item is confirmed, assumed, pending, or not applicable. | Zoning checked by planner - pending written memo. Title review by lawyer - not started. GRV by agent - indicative only. |
| Cost / programme / risk impact | Record whether the item changes feasibility, contingency, cashflow, consent timing, construction programme, sales timing, or settlement risk. | Potential stormwater constraint: add provisional civil allowance and do not waive due diligence until engineer confirms. |
| Professional advice required | Name the person or role that must confirm unresolved matters before a decision is treated as reliable. | Planner to confirm activity status; lawyer to confirm covenants; accountant to confirm GST treatment. |
| Decision / approval | Record the decision, approver, approval date, conditions, and what must happen next. | Approved to submit conditional offer at maximum $X subject to finance, title, LIM, planning, civil and building inspection. |
| Evidence attached | List screenshots, reports, photos, emails, plans, spreadsheets, meeting notes, and signed approvals saved with the form. | Comparable sales PDF, AUP screenshots, feasibility v0.3, agent email, site photos. |
| Storage / document control | Record where the signed/current version is saved and where superseded versions are archived. | Saved under 02_Feasibility/2026-07-05_initial-feasibility_v0.3.pdf; superseded versions in Archive folder. |
Example completed version
Example: for post-completion review, the developer records the site address, attaches current source documents, notes unresolved planning/legal/finance assumptions, assigns professional follow-ups, and records the decision with conditions.
Evidence to attach
- Current feasibility or budget extract where relevant.
- Plans, sketches, maps, title/LIM/property file extracts, reports, quotes, photos, and emails relied on.
- Professional advice, meeting minutes, lender/council correspondence, and approval emails.
- Marked-up risk register or decision register entries.
Common mistakes
- Leaving assumptions unlabelled so they look like verified facts.
- Not recording the source document, date, version, or professional who confirmed the information.
- Approving a decision without showing cost, programme, risk, finance, or consent impact.
- Saving forms in email only instead of the project folder with document control.
Where to store it
Save in the project document system under the related stage folder, with date, version number, preparer, reviewer, and approval status. Keep superseded versions in an archive folder.
