Decoding Council RFIs in NSW: How to Stop the Endless ‘More Information’ Emails

What is a council RFI, really?

An RFI (Request for Further Information) is a polite way of council saying:

“We’re not ready to approve this. We don’t understand something, or we think you don’t comply.”

For small developers, RFIs can:

• Pause statutory clocks
• Force you back to consultants (cost + delay)
• Trigger redesigns that affect yield and budget The worst cases are multiple rounds of RFIs, each time adding weeks.

1. The most common RFI triggers for small res projects

From experience, most RFIs come from:

• Missing or inconsistent drawingsPlans show one thing, elevations show another

• Floor levels or setbacks differ between sheets

• Overshadowing and privacyNo proper shadow diagrams at required times

• No explanation of how overlooking is managed

• Stormwater and drainageNo clear legal point of discharge shown

• Over-reliance on pumps where gravity options exist

• BASIX and energyBASIX report doesn’t match window sizes or glazing shown on drawings

• Water and energy commitments unclear for dual occs or multi-dwellings

Each of these tells the planner: “I can’t safely recommend approval yet.”

2. Why RFIs hurt small developers more than big ones

Big developers can absorb delay; it’s annoying but expected.

Small developers often:

• Have tight finance milestones

• Are carrying one or two sites at a time

• Need a steady pipeline to keep their crew busy An RFI that pushes you back by 4–8 weeks can mean:

• Extra interest

• Extra rent where you’re living elsewhere

• Missing a seasonal sales window Avoiding even one RFI can be the difference between a project that feels smooth and one that feels like a battle.

3. How to minimise RFIs before you even lodge

Some practical steps:

• Single source of truth for drawingsUse one central model (like Revit) instead of a patchwork of CAD files

• Lock in key dimensions and check they match across all sheets

• Get a planning “sense-check” earlyCheck setbacks, height, FSR, landscaping, private open space and parking against the DCP, LEP and any relevant SEPPs

• Don’t assume “this will be fine” because you saw something similar down the street

• Align consultants to the same set of drawingsBASIX, stormwater, and structurals should all reference the same plan revision

• Make sure every consultant has the same north point, levels, and layout

• Prepare a planning report that actually explains thingsPoint out variations and justify them

• Explain overshadowing outcomes and privacy treatments in words, not just drawings

4. How to respond when you do get an RFI

When an RFI lands:

• Don’t panic, don’t rush. Read the whole thing carefully and make a list of items by discipline (planning, architecture, stormwater, etc.).

• Prioritise the “show-stoppers”. Separate:Clarifications (easy)

• Genuine non-compliances (harder – may need redesign)

• Get your team on one page. Hold a quick coordination call or email thread:Architect/designer

• Planner

• Engineer

• BASIX consultant if relevant

• Respond once, clearly. Avoid drip-feeding responses. Instead:Update drawings/reports

• Prepare a short cover letter or RFI response document that answers every point with references to updated plans

How Planland reduces RFI pain for small developers

Planland structures DA and CDC packages so that council has fewer reasons to ask questions:

• Revit models that keep plans, sections and elevations in sync

• Early planning checks to flag likely variations before council does

• Coordinated consultant inputs (BASIX, stormwater, structure) tied to the same drawings

• RFI response support – we help prepare clear, planner-friendly responses that close out issues instead of creating new ones For small developers, that means:

• Fewer “uh-oh” moments when email from council arrives

• Less rework and redesign mid-approval

• Faster path from idea to construction certificate