Planning
Contract setup
Set clear written agreements for residential work, including scope, price, time, variations, insurance, H&S, quality evidence, and communication rules.
How to execute this stage
Micro-stage control plan
Work through each applicable step in order. A hold point means pause the dependent decision or work until the stated evidence and authorised review are complete.
01Confirm the correct main contract and subcontract forms for residential work and attach the final scope, drawings, specifications, and programmeLevel 1 · Planning
TaskCheckHold pointEvidenceRecordNext actionSimple explanation
Confirm the correct main contract and subcontract forms for residential work and attach the final scope, drawings, specifications, and programme.
Technical context
Coordinate this work against Contract drawing list, Contract conditions, the current consent status, and the actual site condition. Confirm interfaces before releasing dependent work.
Why it matters: The main recorded risk is: Unclear scope. A missed check can create rework, delay, hidden defects, an inspection failure, or a departure from approved project documents.
Prerequisites
- Contract drawing list is current, approved for the intended use, and available to the people doing the work.
- Contract conditions and relevant product information have been checked.
- Access, responsibility, safety controls, preceding work and the pre-start contract review sequence are confirmed.
Checks
- Check the completed work against Contract drawing list and Contract conditions.
- Check specifically for: Unclear scope.
- Avoid this known mistake: Letting work start before contract and insurance are confirmed.
Evidence to save
- Wide, location-identifying and close-up photographs of the completed contract setup work before it is concealed.
- Marked-up Contract drawing list or a precise drawing/detail reference.
- Pre-start contract review result, consultant record, trade QA record or written not-applicable reason.
Hold point
Do not cover, backfill, load, connect, certify or release the next activity until Pre-start contract review and the required project evidence are complete or the authorised reviewer confirms what may proceed.
Stop or escalate when
- Unclear scope
- Letting work start before contract and insurance are confirmed
- The current drawing, approval, competent reviewer or required evidence cannot be confirmed.
Documents and records
- Contract drawing list
- Contract conditions
- Current RFI/site-instruction/change record
- Inspection and evidence register
- Cost effect
- Rectification, reinspection, delay, damaged follow-on work, access loss and changed scope can increase the cost of contract setup. Record the cause and obtain written pricing before approving a commercial change.
- Programme effect
- This activity controls the release of dependent work. Update the lookahead programme and notify affected trades if the hold point, information, inspection or evidence is not ready.
Next action
Check insurance, contract works cover, public liability, professional input, warranties, retentions, payment claims, and variation processes.
Applicability: Apply when this work package is included in the current project scope. Confirm project-specific consent, contract, design, site and authority requirements.
Use the current consented/issued project documents and competent site review. BuildPath does not approve work.
02Check insurance, contract works cover, public liability, professional input, warranties, retentions, payment claims, and variation processesLevel 1 · Planning
TaskCheckHold pointEvidenceRecordNext actionSimple explanation
Check insurance, contract works cover, public liability, professional input, warranties, retentions, payment claims, and variation processes.
Technical context
Coordinate this work against Specification issue list, Special conditions, the current consent status, and the actual site condition. Confirm interfaces before releasing dependent work.
Why it matters: The main recorded risk is: No agreed variation path. A missed check can create rework, delay, hidden defects, an inspection failure, or a departure from approved project documents.
Prerequisites
- Specification issue list is current, approved for the intended use, and available to the people doing the work.
- Special conditions and relevant product information have been checked.
- Access, responsibility, safety controls, preceding work and the insurance review sequence are confirmed.
Checks
- Check the completed work against Specification issue list and Special conditions.
- Check specifically for: No agreed variation path.
- Avoid this known mistake: Not attaching the correct drawing revision.
Evidence to save
- Wide, location-identifying and close-up photographs of the completed contract setup work before it is concealed.
- Marked-up Specification issue list or a precise drawing/detail reference.
- Insurance review result, consultant record, trade QA record or written not-applicable reason.
Hold point
Do not cover, backfill, load, connect, certify or release the next activity until Insurance review and the required project evidence are complete or the authorised reviewer confirms what may proceed.
Stop or escalate when
- No agreed variation path
- Not attaching the correct drawing revision
- The current drawing, approval, competent reviewer or required evidence cannot be confirmed.
Documents and records
- Specification issue list
- Special conditions
- Current RFI/site-instruction/change record
- Inspection and evidence register
- Cost effect
- Rectification, reinspection, delay, damaged follow-on work, access loss and changed scope can increase the cost of contract setup. Record the cause and obtain written pricing before approving a commercial change.
- Programme effect
- This activity controls the release of dependent work. Update the lookahead programme and notify affected trades if the hold point, information, inspection or evidence is not ready.
Next action
Create a communication matrix so instructions, RFIs, approvals, and client updates are recorded.
Applicability: Apply when this work package is included in the current project scope. Confirm project-specific consent, contract, design, site and authority requirements.
Use the current consented/issued project documents and competent site review. BuildPath does not approve work.
03Create a communication matrix so instructions, RFIs, approvals, and client updates are recordedLevel 1 · Planning
TaskCheckHold pointEvidenceRecordNext actionSimple explanation
Create a communication matrix so instructions, RFIs, approvals, and client updates are recorded.
Technical context
Coordinate this work against Schedule of selections, Health and safety requirements, the current consent status, and the actual site condition. Confirm interfaces before releasing dependent work.
Why it matters: The main recorded risk is: Insurance gap. A missed check can create rework, delay, hidden defects, an inspection failure, or a departure from approved project documents.
Prerequisites
- Schedule of selections is current, approved for the intended use, and available to the people doing the work.
- Health and safety requirements and relevant product information have been checked.
- Access, responsibility, safety controls, preceding work and the subcontractor onboarding review sequence are confirmed.
Checks
- Check the completed work against Schedule of selections and Health and safety requirements.
- Check specifically for: Insurance gap.
- Avoid this known mistake: No written process for changes.
Evidence to save
- Wide, location-identifying and close-up photographs of the completed contract setup work before it is concealed.
- Marked-up Schedule of selections or a precise drawing/detail reference.
- Subcontractor onboarding review result, consultant record, trade QA record or written not-applicable reason.
Hold point
Do not cover, backfill, load, connect, certify or release the next activity until Subcontractor onboarding review and the required project evidence are complete or the authorised reviewer confirms what may proceed.
Stop or escalate when
- Insurance gap
- No written process for changes
- The current drawing, approval, competent reviewer or required evidence cannot be confirmed.
Documents and records
- Schedule of selections
- Health and safety requirements
- Current RFI/site-instruction/change record
- Inspection and evidence register
- Cost effect
- Rectification, reinspection, delay, damaged follow-on work, access loss and changed scope can increase the cost of contract setup. Record the cause and obtain written pricing before approving a commercial change.
- Programme effect
- This activity controls the release of dependent work. Update the lookahead programme and notify affected trades if the hold point, information, inspection or evidence is not ready.
Next action
Close the contract setup stage, link its evidence, resolve outstanding defects and release only the next applicable stage.
Applicability: Apply when this work package is included in the current project scope. Confirm project-specific consent, contract, design, site and authority requirements.
Use the current consented/issued project documents and competent site review. BuildPath does not approve work.
Trade-to-trade control
Interfaces and release gates
Use the actual consented design, specification and authorised reviewers. These controls help expose gaps; they do not approve work.
Release this stage to the next team
Prerequisites
- • Current consented/contract documents and scope are available
- • Preceding work, access, safety and materials are ready
- • Named people own open RFIs, defects, inspections and evidence
Interface checks
- • Work matches the current documents and actual site condition
- • Interfaces with the preceding and following trades have been walked
- • Cost, programme, change and evidence consequences are recorded
Evidence before release
- • Location and detail photographs
- • Dated checklist/inspection/RFI references
- • Daily report and linked action/defect records
Next team: The next applicable project team
Open the related Workspace control →What happens in this stage
- Confirm the correct main contract and subcontract forms for residential work and attach the final scope, drawings, specifications, and programme.
- Check insurance, contract works cover, public liability, professional input, warranties, retentions, payment claims, and variation processes.
- Create a communication matrix so instructions, RFIs, approvals, and client updates are recorded.
Before work starts
- Confirm the latest issued-for-construction and consented documents for contract setup are on site, including Contract drawing list.
- Check Contract conditions, approved product data, RFIs, minor variations, and amendment status before work starts.
- Confirm the subcontractor understands the scope, hold points, access, protection requirements, H&S controls, and quality evidence required.
- Check the programme sequence so this stage does not start before earlier work, inspections, testing, or concealed-work photos are complete.
- Confirm materials delivered to site match the specification, are dry/undamaged, and are stored according to manufacturer instructions.
During the work
- Walk the work face early, mid-shift, and before close-up. Compare actual work with the consented drawings, specification, and manufacturer details.
- Check set-out, levels, falls, clearances, penetrations, fixings, bracing, waterproofing, or protection points that will be difficult to see later.
- Ask trades to show their own quality checks rather than only saying the work is complete.
- Keep weather, site condition, delivery, delay, inspection, RFI, variation, and safety notes in the daily report.
- Photograph any work before it is covered, backfilled, lined, clad, tiled, painted, or otherwise hidden.
After the work
- Complete a close-out walk with the subcontractor and mark defects immediately while access is still available.
- Confirm required inspection bookings, council results, producer statements, LBP Records of Work, warranties, test certificates, or installer declarations are obtained.
- Update as-built notes where service routes, drainage, fixings, penetrations, or dimensions differ from the design.
- Confirm the area is protected from weather, other trades, impact damage, contamination, or premature loading.
- Update the lookahead programme and tell affected trades what is ready, what is blocked, and what must not be covered.
Common problems and step-by-step solutions
Client requests extra work verbally
- 1Stop the affected contract setup activity if continuing could hide defective work, create unsafe work, or move away from the consented design.
- 2Photograph the condition from wide, medium, and close-up angles. Include a tape, level, datum mark, gridline, or drawing reference where useful.
- 3Check the latest consented architectural, structural, civil, services, and specification documents before giving an instruction.
- 4Ask the subcontractor to explain the cause, proposed fix, timing impact, and whether the fix changes consented work.
- 5Escalate to the builder/project manager, designer, engineer, council inspector, or client when the fix affects structure, weathertightness, drainage, H1, fire/safety, cost, programme, or consent.
- 6Record the decision, responsible person, drawing/RFI/variation reference, photos, and follow-up inspection in the daily report.
Subcontractor starts without signed scope
- 1Stop the affected contract setup activity if continuing could hide defective work, create unsafe work, or move away from the consented design.
- 2Photograph the condition from wide, medium, and close-up angles. Include a tape, level, datum mark, gridline, or drawing reference where useful.
- 3Check the latest consented architectural, structural, civil, services, and specification documents before giving an instruction.
- 4Ask the subcontractor to explain the cause, proposed fix, timing impact, and whether the fix changes consented work.
- 5Escalate to the builder/project manager, designer, engineer, council inspector, or client when the fix affects structure, weathertightness, drainage, H1, fire/safety, cost, programme, or consent.
- 6Record the decision, responsible person, drawing/RFI/variation reference, photos, and follow-up inspection in the daily report.
Contract works insurance not confirmed
- 1Stop the affected contract setup activity if continuing could hide defective work, create unsafe work, or move away from the consented design.
- 2Photograph the condition from wide, medium, and close-up angles. Include a tape, level, datum mark, gridline, or drawing reference where useful.
- 3Check the latest consented architectural, structural, civil, services, and specification documents before giving an instruction.
- 4Ask the subcontractor to explain the cause, proposed fix, timing impact, and whether the fix changes consented work.
- 5Escalate to the builder/project manager, designer, engineer, council inspector, or client when the fix affects structure, weathertightness, drainage, H1, fire/safety, cost, programme, or consent.
- 6Record the decision, responsible person, drawing/RFI/variation reference, photos, and follow-up inspection in the daily report.
Verification
Source / where to check
Use current official information and the controlled documents for the actual project.
MBIE guidance explains that work should be built to the issued building consent, inspections must be managed, and records/certificates should be kept for CCC.
The issued consent drawings, stamped specifications, engineering drawings, RFIs, minor variations, and amendments control the specific project.
The issued consent drawings, stamped specifications, engineering drawings, RFIs, minor variations, and amendments control the specific project.
Use the exact current installation manual, warranty requirements, BRANZ/Appraisal information where applicable, and product data sheet for the product on site.
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.
Project-specific consented documents and professional advice override generic guidance.
Common inspections required
- Pre-start contract review
- Insurance review
- Subcontractor onboarding review
Common risks
- Unclear scope
- No agreed variation path
- Insurance gap
- Verbal instructions causing disputes
Common mistakes
- Letting work start before contract and insurance are confirmed
- Not attaching the correct drawing revision
- No written process for changes
Required documentation
- Latest consented drawings and specifications
- Relevant RFIs, site instructions, amendments, minor variations, and variation approvals
- Subcontractor scope, QA checklist, delivery dockets, product data, and installation records
- Inspection booking/result records and photos before cover-up
- Daily site report notes covering labour, weather, progress, delays, risks, and decisions
Photos or diagrams needed
- Wide photo showing where contract setup is happening on the site
- Close-up photos of critical details, fixings, laps, seals, penetrations, clearances, levels, or falls
- Photo of product labels, batch numbers, delivery dockets, and installer marks where relevant
- Marked-up drawing or simple diagram showing any changed location, clash, defect, or agreed remedial detail
Construction manager checklist
- 1Scope, drawings, specification, product data, and latest revision confirmed
- 2Trade briefed on hold points, tolerances to verify, evidence required, and inspection sequence
- 3Access, storage, protection, temporary works, and safety controls in place
- 4Work checked against drawings during installation, not only at completion
- 5Photos and records captured before work is concealed
- 6Defects, RFIs, delays, and variations recorded with owner and due date
- 7Inspection/producer statement/warranty/Record of Work requirements tracked for CCC
Questions to ask the subcontractor
- Which drawing, detail, or manufacturer instruction are you working from?
- What needs to be checked before this is covered or handed to the next trade?
- What could stop you today: weather, access, materials, information, inspections, or other trades?
- Does anything on site differ from the drawings or specification?
- What evidence will you provide for the quality file and CCC file?
Red flags to stop work
- Work differs from consented drawings or specification and no approved variation/RFI exists
- A structural, weathertightness, waterproofing, drainage, fire/safety, or H1 detail is unclear
- The trade wants to cover work before inspection, testing, or photos are complete
- Specified materials are missing, substituted, damaged, wet, expired, or installed outside manufacturer instructions
- A safety control is missing for excavation, heights, plant movement, electrical work, asbestos, silica, or public protection
What to record in the daily report
- Exact location and quantity of work completed
- Trade headcount, company names, plant used, deliveries, and material batch/product details
- Weather, site conditions, delays, instructions received, RFIs raised, and inspections booked/passed/failed
- Photos taken before cover-up and any defects or non-conformances found
- Next-day lookahead, blockers, and who is responsible for each action
Use this in my project
Turn contract setup into controlled action
Open the relevant workspace register, create the project-specific record, link the controlling documents and preserve evidence. The guide does not automatically approve or verify the action.