Site Admin · Free editable form

Decision register

A record of major decisions, who approved them, what evidence was relied on, and what assumptions remained.

When to use

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.

Completed by

Developer or development manager

Review / sign-off

Developer, project owner, lawyer or lender where relevant

Private by design

A saved draft stays in this browser’s local storage. BuildPath NZ does not receive the entries. Clear shared devices after use and place exported records in the project’s controlled document system.

1. Project nameUse the project name shown in the project document register.2. Project addressEnter the full site address and lot/legal reference if needed.3. Consent / reference numberUse the building consent, resource consent, contract, or internal project reference that applies.4. Form referenceGive this record a unique number that can be found again.5. DateRecord the date the check, event, decision, or report relates to.6. Prepared byEnter the name, role, and organisation of the person preparing the record.7. Project / site detailsRecord address, legal description if known, project name, developer entity, date, version number, and person preparing the form.8. Purpose / decision neededState the exact all stages decision this form supports. Keep it narrow so the reviewer can approve, reject, or ask for more information.9. Inputs and source documentsList every document, email, quote, plan, report, map, title document, consent record, or professional advice used. Mark assumptions clearly.10. Key checks completedSummarise what was checked, who checked it, and whether each item is confirmed, assumed, pending, or not applicable.11. Cost / programme / risk impactRecord whether the item changes feasibility, contingency, cashflow, consent timing, construction programme, sales timing, or settlement risk.12. Professional advice requiredName the person or role that must confirm unresolved matters before a decision is treated as reliable.13. Decision / approvalRecord the decision, approver, approval date, conditions, and what must happen next.14. Evidence attachedList screenshots, reports, photos, emails, plans, spreadsheets, meeting notes, and signed approvals saved with the form.15. Storage / document controlRecord where the signed/current version is saved and where superseded versions are archived.

Prepared by / signature

Reviewed by / signature

Date

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

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.

Storage and document control

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.

Source / Where to check

Check the current consented drawings and specifications, project contract, Auckland Council records and inspection requirements, MBIE Building Performance guidance, WorkSafe NZ guidance, relevant NZ Standard, consultant instructions, producer statements, product technical information, warranties, and manufacturer installation instructions.

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