Coordinate consultant evidence around a clear request

Identify the input and the right professional

The NSW pre-lodgement guide explains that the site and proposal influence the specialists involved in DA preparation. Establish the scope of each engagement with the relevant consultant.

1. Name the requirement or review question the input should address.
2. Use the project’s existing consultant contact and agreed scope where available.
3. Identify the current drawing or report revision the consultant should work from.
4. Include the requested deliverable, the reason it is needed and the agreed timing.

Write a request the recipient can act on

For example, an engineering request could say, ‘Please review the attached current architectural drawing set for the identified structural input. Confirm the document scope and any information needed before you can issue your report.’ Add the actual drawing reference, requirement and agreed delivery date from the project.

Attach or reference the relevant current sources. Keep the message concise and ensure the recipient has authorised access to any project material shared with them.

Review the response before closing the action

1. Check the project identity, author, revision and issue status of the returned document.
2. Confirm that the response addresses the requested question and the intended source set.
3. Record any qualifications, exclusions or requests for further information.
4. Link the reviewed document and decision to the requirement, then update the action to reflect the actual result.

Handle changes with a clear source trail

If the design changes after the request, tell the consultant which source has changed and identify the review that needs to be repeated. Keep superseded material in history so that the team can reconstruct an earlier decision without using an old revision for current work.

A project communication trail supports coordination. Responsibility for the technical content and professional assessment stays with the appropriate practitioners.