Why Building Consent Authorities Reject Producer Statements (And How to Avoid It)

For LBPs, engineers, plumbers, drainlayers, and other building professionals in New Zealand, few things are more frustrating than submitting a producer statement only to have it come back with queries — or rejected outright. It delays the project, creates extra paperwork, and puts your professional reputation on the line.

The good news is that the vast majority of producer statement rejections and queries are preventable. They come down to a small set of recurring mistakes that are easy to avoid once you know what to look for.

1. Wrong Form Type for the Work

Using a PS1 (design) form when the work calls for a PS3 (construction) is one of the most common errors. Each producer statement type has a specific purpose:

• PS1 — design compliance, submitted before or with a consent application
• PS2 — independent design review
• PS3 — construction compliance, submitted on completion of work
• PS4 — independent construction review

Submitting a PS3 for work that hasn't been completed yet, or using a PS1 for work you constructed yourself, will result in an immediate query from the BCA. Make sure the form type matches the actual stage and nature of the work being certified.

2. Incorrect or Missing NZBC Clauses

The New Zealand Building Code (NZBC) contains 35+ clauses covering everything from structural performance (B1) to energy efficiency (H1). A producer statement must clearly identify which clauses the work addresses.

Common clause-related mistakes include:

• Leaving clauses blank or checking "not applicable" for clauses that clearly do apply
• Selecting clauses that don't relate to the scope of work
• Missing clauses that a BCA specifically requires for the type of work — for example, B2 Durability for weathertightness work
• Using outdated clause references that have since been updated

3. Missing or Incorrect Building Consent Number

A producer statement that doesn't reference the correct building consent number can't be processed by the BCA. This sounds obvious, but it's a surprisingly frequent issue — particularly when professionals are completing statements at the end of a job from memory, or when consent numbers have changed due to amendments.

Always confirm the exact building consent number with your client or the property owner before completing your producer statement. On large projects with multiple sub-consents, make sure you're referencing the correct one for the specific work you're certifying.

4. Scope of Work Not Clearly Described

BCAs need to understand exactly what work the producer statement covers. Vague descriptions like "plumbing work" or "structural work as per plans" are frequently queried. Your description should be specific enough that a BCA officer can match it against the consent drawings and scope.

A better description would be: "Installation of hot and cold water supply to kitchen and two bathrooms, as per consent drawings dated [date], including backflow prevention at incoming water meter."

5. Signing Outside Your Competency or Licence Class

An LBP can only sign a PS3 for restricted building work within their licence class. A Licensed Building Practitioner with a carpentry licence cannot sign a producer statement covering structural engineering — that requires a registered engineer. Similarly, a drainlayer cannot certify electrical work.

BCAs will query a producer statement if the signatory's qualifications don't match the work being certified. Always check that your LBP licence class or professional registration covers the specific work described in your statement.

6. Using an Outdated or Non-Preferred Form

Different BCAs have their own preferred producer statement forms and may reject or query statements that use an outdated template. Auckland Council, for example, uses specific form numbers (AC2310 for general PS3, AC2335 for plumbing, AC2337 for electricians, AC2338 for drainlayers, etc.) and updates these periodically.

Using a form you downloaded from the internet two years ago — without checking if it's the current version — is a common source of delays. Check with the relevant BCA or their website for current, accepted forms.

7. Illegible Signature or Missing Professional Details

A producer statement must include the signatory's:

• Full legal name (printed clearly)
• Professional qualification or registration (e.g. LBP licence number, CPEng registration)
• Contact details
• Original signature (not a typed name)
• Date of signing

Missing any of these will result in a query. Scanned or digital signatures are increasingly accepted, provided they are authentic and traceable to the signatory.

8. Submitting Before Work is Complete

A PS3 or PS4 (construction statements) must be submitted after the work is complete. Submitting a construction producer statement before the work is finished — even if you intend to complete it — is a misrepresentation. If a BCA inspection finds that work is incomplete or differs from what the PS states, the professional consequences can be serious.

Always complete the work, carry out your own inspection or review, and then generate your producer statement.

How to Get It Right Every Time

The most reliable way to avoid producer statement rejections is to use a structured, consistent process — rather than completing them from scratch each time or relying on memory at the end of a busy day on-site.

1. Confirm the correct building consent number before you start
2. Use the current, BCA-accepted form for your region
3. Identify all applicable NZBC clauses for the specific work
4. Write a clear, specific description of the scope of work
5. Check your licence class covers everything you're certifying
6. Complete the statement only after the work is fully done
7. Sign with your full name, qualifications, and LBP/registration number

Why Digital Producer Statements Reduce Errors

Completing producer statements on paper or with generic PDF tools introduces unnecessary room for error. Fields get missed, clauses get forgotten, and important details are filled in from memory hours after leaving site.

PS Express was built specifically to address this. The app pre-fills your professional details and licence number, guides you through selecting the relevant NZBC clauses for each form type, and validates the form before generating a signed PDF — all from your phone, while you're still on-site. Statements are automatically emailed to you and your client, and stored by building consent number for easy retrieval when the CCC application comes around.

For NZ building professionals who complete producer statements regularly, the time savings and reduction in errors pay for themselves quickly. Try PS Express free for 28 days — no credit card required.