Council Request for Information: How to Respond Without Delaying Your Development Application
- Ida Bahrami
- 14 hours ago
- 6 min read
Few things frustrate property developers more than opening an email from council only to discover a Request for Information (RFI) sitting in their inbox.
After weeks, or sometimes months, of preparing plans, engaging consultants and lodging your Development Application (DA), receiving an RFI can feel like your project has suddenly hit a roadblock.
Questions quickly start running through your mind.
Have I done something wrong?
Is council about to refuse my application?
How much is this going to cost?
How long will this delay my project?
The good news is that, in most cases, an RFI is a completely normal part of the planning process.
It doesn't necessarily mean your proposal has fundamental issues. More often than not, it simply means the assessing planner requires additional information before they can complete their assessment and issue a decision.
The way you respond, however, can make all the difference.
A well-prepared, coordinated response can keep your Development Application progressing smoothly.
A rushed or poorly managed response can trigger further Requests for Information, additional consultant fees and months of avoidable delays.
Most planning delays aren't caused by the council. They're caused by fragmented responses, inconsistent consultant documentation and a lack of coordination once an RFI has been issued.
Whether you're building your family home, developing a duplex, subdividing land or managing a larger development, understanding how to respond strategically to an RFI can save both time and money.
What Is a Council Request for Information?
A Council Request for Information is exactly what its name suggests.
It's a formal request asking you to provide additional information before your Development Application can continue through the assessment process.
Every planning authority has a legal obligation to properly assess proposed developments against planning legislation, zoning controls, engineering standards and environmental requirements.
If information is missing, unclear or inconsistent, council simply can't complete that assessment.
Rather than refusing the application immediately, they provide an opportunity to supply the additional information needed.
In many respects, an RFI is a positive sign.
It means your application is still being actively assessed, and council is giving you the opportunity to address outstanding matters before making its decision.
Why Councils Issue Requests for Information
One of the biggest misconceptions is that RFIs are only issued when something is wrong.
In reality, they're often issued because planning assessments involve many different departments reviewing the same proposal.
Your application may be assessed by planning officers, civil engineers, stormwater engineers, traffic specialists, landscape officers, environmental officers, heritage advisors and building professionals.
Each discipline reviews the application from a different perspective.
It's common for additional questions to arise during that process.
Some of the most common reasons include:
clarification of architectural drawings
additional stormwater design
engineering certification
traffic and parking assessments
landscaping revisions
bushfire or flood information
heritage considerations
overshadowing and privacy analysis
clarification of planning controls
servicing infrastructure
updated Statements of Environmental Effects
Receiving one or two RFIs during a Development Application should never be viewed as unusual.
The key is how they're managed.
Don't Rush Into Responding
One of the biggest mistakes developers make is trying to answer council's questions as quickly as possible.
While it's important to respond within the required timeframe, rushing almost always creates further problems.
Instead, take a step back. Read every request carefully. Understand what council is actually asking.
Often, several questions relate to the same planning issue.
Rather than treating every item independently, consider the broader objective behind the request:
Is council seeking new technical information?
Or are they simply looking for clarification?
Taking the time to understand the intent behind each request usually results in a far stronger submission.
The Most Expensive Mistake Developers Make
After working on hundreds of approvals, we've noticed one mistake more than any other.
Developers send each RFI item to a different consultant without anyone overseeing the overall response.
The architect revises the plans.
The civil engineer updates the stormwater design.
The town planner prepares additional planning justification.
The landscape architect amends planting schedules.
Each consultant completes their work professionally.
Yet the documents no longer match.
Council then issues another Request for Information because the revised documentation is inconsistent.
We've seen projects delayed by months because nobody coordinated the consultants.
The information wasn't wrong… It simply wasn't integrated.
Good project management prevents this from happening.
Speak With Council Before Spending Money
Many applicants immediately engage consultants without first speaking to the assessing planner.
Sometimes that's necessary. Often it isn't.
A brief conversation with the planner can clarify exactly what information they're seeking.
It may confirm that only a minor amendment is required rather than a complete redesign.
It may also help prioritise which items are most important.
Professional communication with council isn't a sign of weakness.
It's part of good development management.
Think Like a Project Manager, Not Just an Applicant
The most successful developers don't simply answer council's questions.
They manage the response as a project.
That means coordinating consultants, reviewing every revised document, checking consistency across reports, monitoring timeframes and ensuring the final submission presents one coordinated response.
This approach significantly reduces the likelihood of receiving another Request for Information.
It also saves considerable consultant costs throughout the approval process.
Prevention Is Better Than Cure
The best way to deal with an RFI is to reduce the likelihood of receiving one in the first place.
This starts long before the Development Application is lodged.
Comprehensive due diligence, coordinated consultant documentation, internal quality assurance and a thorough understanding of local planning controls all contribute to stronger applications.
While no Development Application can guarantee it won't receive an RFI, well-prepared applications generally experience fewer requests and shorter assessment timeframes.
How OwnerDeveloper Can Help
Preparing a Development Application is only one part of obtaining planning approval.
Managing the process afterwards is equally important.
At OwnerDeveloper, we coordinate consultants, communicate with council, review technical documentation and manage Requests for Information from start to finish.
Rather than allowing architects, engineers and planners to work in isolation, we ensure every revised document forms part of one coordinated submission that addresses council's concerns clearly and efficiently.
Whether you're a homeowner planning your dream home, an investor developing a duplex or an experienced developer managing a multi-unit project, our role is to simplify the planning process, minimise delays and keep your development moving forward.
Final Thoughts
Receiving a Request for Information isn't bad news. It's simply another stage of the planning approval process.
The difference between an efficient approval and months of unnecessary delays often comes down to preparation, coordination and communication.
When developers understand what council is asking, coordinate their consultant team effectively and provide a complete, well-structured response, they dramatically improve the likelihood of achieving timely approval.
At OwnerDeveloper, we believe successful developments begin long before construction starts. They begin with good planning, informed decisions and proactive project management.
And sometimes, that starts with knowing exactly how to respond when council asks for more information.
Frequently Asked Questions
What is a Council Request for Information (RFI)?
A Council Request for Information (RFI) is a formal request asking for additional documents, revised plans or further clarification before your Development Application (DA) can continue through the assessment process. Receiving an RFI is common and does not necessarily mean your application will be refused.
How long do I have to respond to a Council RFI?
The response timeframe varies between councils and states, but applicants are generally given between 21 and 28 days to provide the requested information. If additional time is required, it's important to contact the assessing planner as early as possible to discuss an extension.
Will a Request for Information delay my Development Application?
It can. The length of the delay depends on how quickly the requested information is prepared and submitted. A well-coordinated response can keep your application progressing, whereas incomplete or inconsistent documentation may result in further RFIs and extended approval timeframes.
Who should prepare the response to a Council Request for Information?
The response often requires input from multiple professionals, including architects, town planners, engineers, surveyors and other specialist consultants. Having a development manager coordinate the entire response helps ensure all documentation is consistent, complete and submitted efficiently.
How can I reduce the chances of receiving a Council Request for Information?
The best way to minimise RFIs is through thorough due diligence before lodging your Development Application. This includes preparing complete documentation, coordinating all consultant reports, identifying planning constraints early and undertaking a quality review before submission. A well-prepared application is more likely to progress through council with fewer delays.
#TownPlanning #PlanningApproval #PropertyDeveloper #PropertyInvestment #PropertyDevelopmentAustralia #DevelopmentManagement #DevelopmentConsultant
This explains the RFI process really well. Too many people panic when they receive one, but understanding why they're issued helps take a lot of the stress out of the process.
This is a great reminder that an RFI isn't necessarily bad news. It's all about how you respond. Coordinating the consultants properly can make a huge difference.