Owner coordination worksheet · Reviewed 25 October 2026
People living or working near a renovation need clear information about access, timing and whom to contact. A communication plan reduces avoidable confusion, but it does not replace required notices, a Tenant Protection Plan, a safety plan or emergency instructions from the responsible parties.
Identify audiences before drafting a notice
The building manager, an adjacent tenant, a delivery driver and the incoming trade may need different details. List each audience, what affects them, the channel that reaches them and the person responsible for updates. Do not circulate residents’ private contact information in an open project document. Use the building’s agreed communication process.
| Topic | Information to confirm | Update trigger |
|---|---|---|
| Access | Affected entrances and an approved alternative, if applicable | Approved route changes |
| Deliveries | Booking contact and agreed access arrangements | Schedule or logistics revision |
| Services | Authorized service interruption information | Confirmed change to the approved plan |
| Questions | Named project contact and response channel | Contact responsibility changes |
| Urgent danger | Emergency route defined by appropriate authorities | Use emergency procedures immediately |
Write only confirmed information
Separate a target date from a confirmed arrangement. If a schedule is provisional, say so and specify when the next update will be issued. Avoid promising “no disturbance” or “zero risk.” A useful message explains what is known, what may change and where the recipient can obtain an update.
A fictional coordination message might read: “The project team is confirming the delivery arrangement for the lobby area. The building manager will issue the agreed access notice before the arrangement changes. Please use the established building contact for non-emergency questions.” The actual notice must reflect the real project; this example is not a legally sufficient notice or permission to obstruct access.
Keep a change and acknowledgment trail
Record the message version, issuer, date and intended audience. When an important arrangement changes, issue a replacement through the same agreed channel and make clear which version it replaces. A message sitting in a coordinator’s draft folder is not evidence that the affected people received it.
Collect questions without making promises outside your authority. Refer technical concerns to the responsible professional or contractor and log the response. If someone reports an immediate danger, use the appropriate emergency channel; an editorial communication checklist is not an emergency response procedure.
Check the official tenant information
NYC’s tenant FAQ explains that public applications and permits can be reviewed through BIS and DOB NOW and discusses applicable posted notices. Requirements depend on the work and occupancy. Ask the responsible project team which notices and protections apply, and use the current official guidance rather than copying another project’s notice.
Primary reference: NYC Buildings: Tenant Frequently Asked Questions. The planning grid above is an original organizational aid.