Client Kickoff Form
The client-facing form sent at project start to capture brand, entity, address, product, control, and admin readiness details.
The Client Kickoff Form is the client-facing companion to the Project Initiation Checklist. It captures, in one document, every piece of information the client must provide before modelling begins.
Use the working template: ClientKickoffForm_LargeCommercial_v1.docx. In the commercial project template folder structure, each project already includes the PIC and Client Kickoff Form in AExxx_Com_HP_Modelling\01-Admin; use that project-specific copy once the project folder has been created.
Sending the form
Send within 2 business days of quote acceptance. Use the Kickoff Email Template.
Subject line: [AExxx] {Client} — Project Kickoff Form & Documentation Request
In the email body, set expectations: this is the one consolidated request, the client should aim to return it within 5 business days, and EAE cannot begin modelling until it is complete.
If portal access or third-party communication routing needs a separate follow-up, use the Portal Access Request or Third-party Communication Routing templates.
What the form asks the client
1. Brand and legal identity
| Field | Notes |
|---|---|
| Registered brand for the scheme | The name that will appear on the VEU/ESS product register |
| Legal entity (full name) | The entity making the application |
| ABN of legal entity | |
| Registered address | Will appear on the EN 14511 report and authorisation letter |
| Manufacturer of record | Often the OEM, not the applicant |
| Sales / distribution brand if different | E.g. “Hunt Heating Commercial Hot Water” while the OEM is Mayekawa |
2. Products to be submitted
For each system, the client provides:
- System model code (full, character-exact)
- HP manufacturer and model
- Tank manufacturer, model, and volume
- Number of HP and tank units per system
- Element capacity per system (intended total — e.g. 3 × 3 kW = 9 kW)
- Control settings: HP setpoint, deadband, legionella temperature and frequency
- Boost element settings (if applicable)
3. Documents
Tick the box for each document the client has, with a date. The client uploads everything they have to the project SharePoint folder before EAE starts modelling.
- EN 14511 test report (signed by accredited lab)
- AS/NZS 4692.1 tank heat loss report (each tank ≤700L)
- AS/NZS 2712 certificate (each tank ≤700L) — see note below
- AS/NZS 3498 certificate (potable water contact)
- Tank drawing(s): dimensioned, client’s own drawing (not a reference image)
- System schematic
- Control declaration
- Pipe insulation specification
- HP data plate image (clear, legible)
- Tank data plate image (clear, legible)
- Installation manual (English, digitally searchable)
- Operation manual (English, digitally searchable)
- Warranty extension covering tank AND compressor (template available on request)
AS/NZS 2712 threshold: AS/NZS 2712 is required for each individual tank under 700L, regardless of how many tanks are in the system or the combined system volume. This is a common point of confusion; please confirm coverage per tank.
4. Schemes
- Targeting VEU Activity 44? Yes / No
- Targeting NSW ESS IHEAB (IPART)? Yes / No
- For IPART: who in your organisation will be the authorised signatory? (named individual, role)
- Is that signatory available during the planned submission window?
5. Portal access
- Has your organisation registered a VEU portal account? Yes / No (registration link: https://www.esc.vic.gov.au/…)
- Has your organisation registered a TESSA account? Yes / No (registration link in our welcome pack)
- Please add EnergyAE as a secondary user using this alias:
[your.name+clientbrand@energyae.com]
What we do with it
Once returned, save the original form to AExxx_Com_HP_Modelling\01-Admin\ClientKickoffForm_AExxx_signed.docx. Transfer the contents into the PIC and proceed.
Items not yet confirmed by the client are held open in the PIC and explicitly chased — not discovered later.