Clarification Request FAQs

Learn how to respond to comments from your auditor.

IN THIS ARTICLE

• What are Clarification Requests?
• How much time does my team have to respond to the Clarification Requests?
• What format should my team use when responding to the Clarification Requests?
• How can my team effectively respond to the Clarification Requests?

What are Clarification Requests?

Clarification Requests are the auditor's opportunity to ask the project team clarifying questions before issuing an official ruling. Auditors will issue one round of Clarification Requests per audit cycle (i.e., once during Ready Audit and once during Final Audit).

How much time does my team have to respond to the Clarification Requests?

Teams have 30 days to respond to the auditor’s Clarification Requests. If the team does not respond within this timeframe, the review will be closed out and the team will be required to Appeal to complete the audit phase.

What format should my team use when responding to the Clarification Requests?

Teams should provide responses to the auditor’s Clarification Requests using this form.

The following file naming convention must be used for all uploaded documentation:

CR Response_Imperative Number_Section Title_Unique Descriptor

For example: CR Response_I10-3_VOC documentation_XX Paint company

How can my team effectively respond to the Clarification Requests?

The biggest mistake teams make when responding to Clarification Requests is to focus on explaining why the project did not comply with the program requirements. To deviate from the program requirements, teams must receive pre-approval from Living Future through the Request for Ruling (RfR) process prior to submitting for audit. Auditors do not have the power or ability to make exceptions and will therefore deny any observed deviations unsupported by a favorable RfR ruling from Living Future.

An effective response will simply respond to the Clarification Request with a narrative and the requested documentation. See examples provided below:

I04-1 Density Documentation

Clarification Request: The team’s calculation of the FAR appears to be incorrect as the Gross Building Area used does not match the value listed in the Project Information  Synopsis. Please provide the correct calculation or update the Project Information Synopsis to show the correct value.

Response: The following is the team’s approach to calculating the FAR. The team acknowledges the original calculation used the wrong gross building area.  The GBA listed in the Project Synopsis is correct. After correcting the calculation, the updated FAR value is 0.65. See below for the updated calculation.

Calculation:

• Gross Building Area/Project Floor Area = 9,750 SF
• Project Area = 15,000 SF
• 9,750 SF / 15,000 SF  = 0.65

I07-1 Energy Narrative and Schematic Drawing

Clarification Request: The team’s narrative did not provide descriptions of how the energy reductions will be achieved. Please provide an updated narrative.

Response: The team has updated the narrative to include a description of how the energy reductions will be achieved and uploaded it in I07-1 under the filename I07_Energy Narrative and Schematic Drawing_Revised. The relevant excerpt is also included below. 

I09-4 Views and Daylight Documentation

Clarification Request: The team provided a diagram as required, however, the diagram shows that only 68% of regularly occupied spaces have access to daylight and views. The Imperative requires 75%. The auditor is not able to approve alternate pathways. The team must provide a Request from Ruling decision from Living Future confirming that this alternate pathway is acceptable.  

Response: The team submitted a Request for Ruling, which was approved by Living Future. Please reference the Request for Ruling decision at the top of the application. The additional documentation as required by the Request for Ruling can be found under section I09-4 in Portal, labeled “I09-4_Daylight and Views Documentation_Supplemental Docs.” 

I14-2 FSC-Certified, Salvaged, and Intentionally Harvested Wood Documentation

Clarification Request: The auditor could not locate the receipt with an FSC COC number for the wood door listed in the MTT in row 345. 

Response: The document was provided in the original submission and can be found on page 65 of the document titled “FSC support documentation”. In addition, please see below for the screenshot of the line item referenced in row 345 of the MTT.