A board submission can contain the right documents and still become difficult to review when different people are using different revisions. This worksheet focuses on controlling the package after you have obtained the building’s current instructions: which files are current, who owes a response, what was submitted and which conditions remain open.
For the wider approval route, start with the Manhattan building review worksheet. Use the record below to manage the specific submission. It does not determine insurance coverage, permit eligibility or whether the building will approve the work.
1. Create a Package Register
Give the project one shared document register. For every item, record its name, revision date, person responsible, reviewer, current status, date sent and location of the supporting file. Include the building’s instructions, alteration forms, scope, drawings, specifications, requested contractor documentation and relevant review correspondence.
Use clear statuses such as requested, received, under review, revised, submitted and accepted with conditions. Do not mark a document accepted merely because it was emailed. Record who confirmed acceptance and retain that written response.
2. Identify the Current Scope and Drawing Set
Choose one revision identifier for the submission. Check that the written scope, drawings, product selections and contractor proposal describe the same intended work. Mark unresolved items instead of filling them with assumptions. Identify the design professional responsible for technical decisions and the contractor responsible for the proposed construction scope.
If a layout, fixture or specification changes, list the affected files and ask the responsible people to update them together. Keep superseded files in an archive clearly separated from the current submission. A reviewer should be able to identify the latest set without comparing a long email chain.
3. Track Insurance Documentation Separately
Obtain management’s current insurance instructions and send them to the contractor and insurance representative. Record the requested legal entity names, documents, endorsements and dates, then track the response against those instructions. Use the actual documentation rather than a generic coverage statement on a website.
A certificate is a document in the package; it is not your determination of policy coverage. Ask the insurance representative to address coverage and endorsement questions, and ask management to identify any remaining submission issues. Record renewal or replacement documents when the project dates change.
4. Keep a Review Comment and Response Log
Number each comment from management or its reviewing professionals. Record the date, source, affected drawing or document, person assigned to respond, response date and supporting revision. Keep the original comment alongside the response so that changes remain traceable.
- Open: a response or document is still required.
- Answered: the assigned person has sent a response; reviewer confirmation remains outstanding.
- Resolved: the reviewer has confirmed the response or recorded the relevant acceptance.
- Deferred: the responsible reviewer has identified a later stage and its condition; record that instruction.
For a technical question, route the response to the responsible professional. For a contractual or insurance question, involve the appropriate adviser. Do not close a comment simply because the project team prefers a proposed answer.
5. Record Required Assessments and Agency Decisions
Ask the responsible professionals which assessments, filings and inspections apply to the actual work. Keep their determinations and relevant records with the affected scope. Building age alone should not serve as the worksheet’s testing decision.
DOB explains that most construction requires approval and permits, with exceptions for specified work. Use its official permit guidance and the responsible professional’s scope review to identify the applicable route. Record building permission and agency requirements as separate entries.
6. Assemble a Resubmission with a Change Summary
When responding to comments, send the current set with a short list of what changed, the revision identifier and the comments addressed. Confirm the recipient and the building’s preferred submission method. Record the date sent and acknowledgment of receipt; ask which review steps remain outstanding.
Use management’s current review information when discussing timing. Keep proposed construction dates conditional on the actual decisions and start requirements. This worksheet does not establish a standard review fee or approval duration for another building.
7. Reconcile Conditions Before Mobilization
Collect the written authorization and list its conditions. Compare them with the agreed scope, applicable permits, contractor documentation, access arrangements, protection measures and any required preconstruction meeting. Assign a person and evidence to every outstanding condition.
Ask management and the responsible project professionals to confirm which conditions must be resolved before the affected work begins. Keep submitted, approved with conditions and cleared to start as separate statuses. Record any later scope change through the same revision process.
Bring the Record to Your Construction Discussion
Share the intended scope, latest drawings, current building instructions and open comments with Corniel Construction LLC. We can discuss construction scope and coordination needs with your project team. Approval decisions remain with the relevant building and authorities.
Schedule Your Consultation or call 917-410-3132.