How to brief a builder in Auckland: what to tell them and when

W O Flatz Construction works with Auckland homeowners from first contact through to project completion. This article covers what to prepare before approaching any builder, what to include in a project brief, and how to manage changes once construction starts. Most cost and timeline problems on residential projects trace back to a brief that was never written down.

What to have ready at first contact

Before contacting a builder, have three things ready. A description of the project in plain language: what you want to build, roughly how large, and what the project connects to. A budget range: not a fixed number, but a realistic range based on what you can spend. A timeline: when you want to start, and whether there are fixed completion dates such as a school start or a lease expiry.

A builder who receives a project description, a budget range, and a timeline can tell you quickly whether the project is feasible, whether their capacity matches your timeline, and what further information they need to quote. A builder who receives none of this information cannot give you a useful response.

What the project description should cover

The project description does not need to be a design brief. It needs to answer four questions. What are you building: extension, renovation, new home, or a combination. What is the scope: which rooms, which levels, which systems. What is the specification level you expect: standard finishes, mid-range, or high specification. What is fixed and what is flexible.

Specification level matters more than homeowners often expect. A builder pricing a kitchen renovation to standard specification and a builder pricing the same scope to high specification will produce quotes that differ by 40 to 70%. If you do not state your specification expectation, each builder will make their own assumption. The resulting quotes are not comparable.

When to ask for a price

Ask for a price when the scope is clear enough to be priced. On a renovation or extension, that means at minimum a concept plan showing the layout, a room schedule listing what each space requires, and a specification noting the level of finish expected. On a new build, that means a full set of drawings and a specification schedule.

Asking for a price before this point produces a rough order of magnitude figure, not a quote. A rough order of magnitude is useful for testing feasibility. It is not useful for comparing builders or for committing to a budget. If you are asking three builders to quote, ensure all three are pricing the same documents.

How to manage scope changes during construction

Scope changes during construction are common. A variation is any change to the agreed scope. Good building contracts require variations to be approved in writing before work proceeds. If a builder asks you to approve a variation verbally or informally, ask for it in writing first.

Variations accumulate. On a $900,000 project, a 5 to 15% variation overage is common when the brief was not fully defined before construction started. On a project where the brief was well-defined, variations are typically under 5% of contract value. The difference between 5% and 15% on a $900,000 contract is $90,000.

Budget a variation allowance from the outset. For a well-specified renovation, allow 7 to 10% of build cost. For a project with provisional sums, unknowns, or a brief that is still evolving, allow 12 to 15%.

What to put in writing before construction starts

Before any construction starts, have in writing: the agreed scope, a list of provisional sums and their estimated values, the payment schedule, the start date and anticipated completion date, and the process for approving variations.

A builder who is uncomfortable putting these items in writing before starting work is a risk. The contract protects both parties. A builder who works without a contract or with a vague letter of agreement is operating outside normal practice for residential construction in Auckland.