Responding to corrections

Modified on Fri, 7 Aug at 8:56 PM

CorrectionsHOW-TO

Applicant · Contractor · Design-Professional

01	Responding to corrections

Address the reviewers' comments and resubmit your plans so review can continue.

Before you start

Getting corrections is normal. It is not a rejection, it is not a mark against you, and it does not mean you did something wrong. Most projects — including ones designed by experienced architects — go through at least one round. Reviewers are required to check specific things and to write down anything they can't confirm.
Download the current correction letter and the marked-up plans from your portal. Work from those, not from your own copies.
Whoever prepared the drawings usually needs to make the changes. If you hired an architect, engineer, or contractor, send them the correction letter today rather than trying to interpret it yourself.
Check whether a response deadline applies. If one does, it's shown on your correction letter or project page. If you can't meet it, ask the office before it passes — extensions are commonly granted when you ask early and rarely when you ask late.

Steps

1	Read the whole correction letter once before doing anything. Each comment normally cites a code section or a plan sheet. Some comments are requests for information, not design changes — those are often quick wins.
2	Sort the comments. Which are simple clarifications you can answer in writing? Which require the drawings to change? Which do you not understand?
3	Ask about anything unclear before you redraw. Contact the reviewer or your review contact. A five-minute question is cheaper than a wasted review cycle, and reviewers would much rather explain a comment than fail the same item twice.
4	Make the changes on the original drawing files. Update the revision block or date on affected sheets so reviewers can see what moved.
5	Write a response letter — sometimes called a comment response or correction response. List every comment in the reviewer's order and, under each, state what you did and where to find it. For example: "Comment 4 — Added header schedule on sheet S-2." This is the single biggest factor in whether your next cycle goes quickly. A resubmittal with no response letter forces the reviewer to re-check everything from scratch.
6	Do not respond to a comment by disagreeing without explanation. If you believe a comment is based on a misreading, say so respectfully and point to the evidence: the sheet, the detail, the code section.
7	Export a complete, flattened set of the revised plans — not just the changed sheets, unless the office has asked for partial sets. Follow the format requirements shown on your portal and see Uploading your files.
8	Open the application in the portal and use the option to resubmit or upload revised documents. Attach the revised plans and your response letter.
9	Complete the resubmittal action so the application is returned to the review queue. Uploading files alone may not notify anyone — this step is what restarts the review.
10	Check your project page for any amount due. Resubmitting is normally part of the review you've already paid for, but some organisations charge for additional cycles — if you're unsure, ask the office rather than assuming.

What happens next

Your resubmittal goes back to the reviewers — usually the same ones. They check the items they raised, and they also check anything your changes affected. Turnaround for a second cycle is often shorter than the first, but not always; it depends on how many departments have to look again.

You'll then either receive approval, or a shorter set of comments.

Why cycles repeat. This is the part that frustrates people most, so here is the honest explanation. A second round of comments usually happens for one of four reasons: a comment was answered partially; a change to fix one comment created a new conflict elsewhere in the drawings; a different department reviewed on this pass than on the last one; or the response didn't make clear where the fix landed, so the reviewer couldn't verify it. Only the last one is a communication problem, and it's the one you have the most control over — which is why the response letter matters so much.

If you're on your third cycle and feel like you're going in circles, stop resubmitting and ask for a conversation with the reviewer instead. Most departments will do this, and fifteen minutes on the phone routinely resolves what three rounds of paperwork couldn't. Ask your review contact.

If something goes wrong

Problem	Fix
You can't find the correction letter	Check your application's document or correspondence area in the portal, and your email spam folder. Call the office if it isn't there.
A comment doesn't make sense	Ask before redrawing. Cite the comment number when you call or write.
Comments seem to contradict each other	They may come from different departments. Say so explicitly and ask which takes precedence.
Your resubmittal doesn't appear to be moving	Confirm you completed the resubmit action and didn't just upload files. Check the status; see What your application status means.
The deadline is approaching and you need more time	Ask before it passes. Extensions are often granted when you ask early and rarely when you ask late.
Your designer has stopped responding	Contact the office. They can tell you what's outstanding so you can decide how to proceed.

Reach them using the contact details on your portal. Have your application number ready.

What a correction means · Uploading your files · Applying for a permit · What your application status means