When an installation deadline is approaching, it is tempting to send a short email saying, “Please install the notice at this address.” That may be enough to start a conversation, but it rarely provides everything needed to organise the work without further questions.
A clear booking pack makes it easier to confirm the scope, arrange printing and avoid site errors.
The essential information
Council or authority instruction. This is the most important document because it shows what has actually been requested. Include the original email or letter where possible.
Approved notice document. Send the final version supplied or approved for the application. Label any replaced versions clearly so the wrong artwork is not printed.
Application reference and property address. These help associate the job with the correct planning matter. For multi-unit or corner sites, include lot details and a map if the address could be ambiguous.
Requested date or deadline. Explain whether a date is a fixed authority instruction, a preferred date or the earliest possible access time.
Site access details. Identify gates, fencing, on-site contacts, restrictions and hazards known to you. Avoid sending sensitive codes in an ordinary email if a secure job portal is available.
Useful extras for complex sites
A corner block may need a sketch or photographs of the available frontages. A property under construction may need information about temporary fencing and who can give permission to use it. A remote site may need accurate coordinates or directions if the street address is not yet recognised by mapping systems.
If the contractor is also quoting for printing, send the final artwork and any specifications set by the authority. If removal is included, ask how the removal date will be confirmed rather than assuming it can be booked automatically.
What not to send
Do not send unrelated personal records, entire planning files or unrestricted access credentials unless they are necessary. A good process asks for the minimum information required to complete the job safely.
Need a quotation? SiteNotice Australia can review your notice instructions and site details to confirm the requested field-service scope. Attach the documents to your enquiry rather than copying sensitive material into a public form description.
Related: Planning notice installation · Request a quote