What Information Should I Bring to My First Quantity Surveyor Meeting?

Turning up to your first quantity surveyor (QS) meeting well-prepared makes a real difference — it helps the QS give you more accurate cost estimates, spot potential budget risks early, and save you from expensive surprises down the track. Whether you're planning a new build, a renovation, or a commercial project, the more information you can bring, the better the advice you'll receive.

Why Preparation Matters

A quantity surveyor's job is to manage and forecast construction costs throughout a project. To do that accurately, they need a clear picture of what you're building, where, and to what standard. Arriving with incomplete information doesn't just slow things down — it can lead to rough estimates that miss the mark, which causes headaches later when tenders come in higher than expected.

Site and Property Information

Bring everything you have about the land or property itself:

• Certificate of Title — confirms legal boundaries, easements, and any covenants that might affect construction
• Land Information Memorandum (LIM) report — outlines known hazards, zoning, and council records; available from your local council
• Site survey or topographical survey — especially important on sloping or difficult sites, as earthworks costs can vary enormously
• Geotechnical (geotech) report — if you have one, bring it; foundation costs depend heavily on ground conditions
• Location details — the full address and any access constraints (narrow roads, remote location, etc.) that could affect material delivery costs

Plans and Design Documents

Even rough or preliminary drawings are useful at this stage. Bring whatever you have:

• Architectural drawings or concept plans — floor plans, elevations, and sections help the QS understand the scale and complexity of the project
• Structural engineer's drawings — if available, these inform foundation and framing cost estimates
• Specification documents — any written descriptions of materials, finishes, or systems (e.g. kitchen joinery grade, flooring type, insulation specification)
• Resource consent or building consent documents — if already lodged or granted, these confirm what has been approved; check MBIE Building Performance for guidance on consent requirements

If you don't have formal drawings yet, a rough sketch with approximate dimensions is still helpful as a starting point.

Your Budget and Financial Position

Be upfront about your budget — even a ballpark figure. A good QS will work with you honestly and flag early if your expectations and budget are misaligned. Bring:

• Your target budget or funding limit
• Any finance pre-approval letters (if relevant)
• Details of any owner-supply items — for example, if you're supplying your own appliances or tiles, the QS needs to know what to exclude from their estimate

Scope of Work and Wishlist

Write down everything you want the project to include, even if you're not sure it's affordable. This gives the QS a full picture so they can help you prioritise:

• A written list of rooms, spaces, or features you want
• Any specific brands or product preferences (e.g. Resene paint, GIB plasterboard systems, or particular tile ranges)
• Desired completion timeframe — construction timelines affect cost, especially if you need a fast-track programme
• Any sustainability or energy-efficiency goals, such as meeting Energywise recommendations or exceeding the minimum NZ Building Code insulation requirements

Existing Building Information (Renovations)

If you're renovating rather than building new, bring:

• As-built drawings of the existing building (if you have them)
• Age and construction type of the building — e.g. 1960s concrete block, 1990s monolithic cladding, or a weatherboard villa
• Any known defects or issues — leaky building history, asbestos reports, or structural concerns; these significantly affect cost
• Photos of the areas being renovated

Note that some renovation work may require a building consent. Licensed Building Practitioners must carry out certain restricted building work, so your QS can help you understand what's involved.

Contractor and Procurement Preferences

If you already have views on how you want to procure the build, let the QS know:

• Do you want a fixed-price contract or are you open to cost-plus?
• Do you have a preferred builder or are you going to tender?
• Are you planning any DIY contributions? (Be realistic — some work is legally restricted, such as electrical work regulated by the Electrical Workers Registration Board and plumbing/gasfitting regulated by the Plumbers, Gasfitters and Drainlayers Board)

A Handy Checklist Summary

When to Call a Professional

A quantity surveyor is the right professional to engage as early as the concept stage — even before you have full plans. Early QS involvement is one of the best ways to avoid budget blowouts. You can find qualified quantity surveyors across New Zealand on tradedirectory.co.nz. Look for members of the New Zealand Institute of Quantity Surveyors (NZIQS) for assurance of professional standards.

For complex projects, your QS may also recommend engaging a Licensed Building Practitioner or structural engineer early, and can advise whether your project needs building consent under the NZ Building Code.

Sources & Further Reading

• MBIE Building Performance — Building Consents
• Licensed Building Practitioners (LBP)
• BRANZ — Building Research
• Energywise — Energy Efficient Homes
• WorkSafe NZ — Construction Safety
• Standards NZ