Assessments • Environmental and Social

The Ultimate Guide to Writing an Effective EIA Terms of Reference

by Francesca Crolley
June 22, 2025

Your Roadmap to Crafting a Powerful EIA Terms of Reference (Sample & Free Template)

If you’re responsible for drafting or reviewing an The Environmental Impact Assessment (EIA) Terms of Reference (ToR), this guide is your must-have resource to mitigating unwanted impacts and gaining licensing and approvals.. Packed with practical insights and expert tips, it demystifies the structure, purpose, and key components of an effective ToR.

Whether you’re a seasoned consultant, project developer, or regulatory reviewer, you’ll walk away with a clear understanding of how to outline environmental expectations, align stakeholders, and set the stage for a thorough, credible EIA process. By the end of this guide, you’ll know exactly what to include, why it matters, and how to make your ToR stand out as a strong foundation for responsible development.

Looking for a video on this subject? Check it out below.

💡 Keep and share this Terms of Reference in EIA (Sample & Free Template) article with your team. Download the free PDF guide now. It’s a valuable resource for all!

What’s in this Article? 

Save time on your next environmental impact assessment! This guide includes a project Terms of Reference example to use as a reference and free downloadable Terms of Reference EIA template! The TOR in environmental impact assessment is a meticulously crafted blueprint for the environmental assessment, mitigation, and monitoring. It’s the guiding document that sets the stage and dictates the direction for the entire EIA process.

The Scoping Step: Laying the Foundation for a Robust EIA

The EIA process typically involves several distinct stages, beginning with screening, which is followed by scoping. The other stages include the impact assessment, management, reporting, and final approval and monitoring.

Each step is crucial, but the scoping phase holds particular importance as it sets the boundaries and defines the focus of the entire assessment. During scoping, key stakeholders collaborate to determine what environmental issues and impacts are most relevant to the proposed project. This is where the Terms of Reference in EIA become indispensable.

The Terms of Reference for environmental impact assessment is a detailed document that specifies the scope, objectives, methodology, and reporting requirements for the EIA study.

Think of it as the project plan for the environmental assessment itself. Without a well-defined Terms of Reference EIA document, an environmental impact assessment can become a sprawling, unfocused endeavor, wasting valuable resources and potentially overlooking critical environmental considerations.

Are you looking for more information on doing a Terms of Reference for environmental impact assessment? Please reach out and let us know.

Unpacking the TOR in Environmental Impact Assessment: What Does it Entail?

The EIA Terms of Reference is a comprehensive document that covers several key areas of environmental management. While the specific content may vary depending on the project’s nature, scale, and location, a robust TOR will generally include:

  • Executive Summary: A concise overview of the entire TOR, highlighting the project, the scope of the EIA, and key expected outcomes.
  • Project Description and Overview: A clear description of the proposed project, including its purpose, size, design, and operational details.
  • Location of the Project: Detailed information about the project site, including maps, current land uses, zoning regulations, and identification of any protected areas.
  • Policies and Guidelines that Relate to the Project: Identification of all relevant environmental laws, regulations, policies, and guidelines that apply to the project and the EIA process.
  • Description of the Baseline Environment: This section specifies the type and extent of environmental baseline data that needs to be collected. This data establishes the “before” picture, providing a reference point against which future changes can be measured across various environmental components like air quality, water resources, biodiversity, and socio-economic conditions.
  • Determination of the Potential Impacts: Based on initial consultations and expert opinion during scoping, this outlines the preliminary list of potential environmental impacts the EIA will focus on.
  • Nature of the Impacts: This further details the characteristics of the identified impacts, specifying if they’re direct, indirect, secondary, or cumulative. It also categorizes impacts by duration (short, medium, and long-term), permanence (permanent or temporary), and effect (positive or negative).
  • Extent of the Impact: Defines the scope of the potential impact in terms of the affected area and the size of the affected population or habitat.
  • Formulation of Environmental Management Plan (EMP): While the detailed EMP is developed later, the Terms of Reference EIA outlines the expectation for its creation, ensuring a structured approach to managing environmental aspects of the project.
    • Mitigation Plan: Specifies the requirement for the EIA to propose practical and effective measures to avoid, reduce, or compensate for adverse impacts, and to enhance positive ones.
    • Monitoring Plan: Details how environmental performance will be tracked throughout the project lifecycle, ensuring the effectiveness of mitigation measures and compliance with environmental standards.
  • Description of Stakeholders and Planned Engagement: Outlines who the key stakeholders are (e.g., local communities, indigenous groups, government agencies) and how and when public and stakeholder consultation will be conducted throughout the EIA process.
  • Conclusion and Recommendations: While a full conclusion is for the final EIA report, this section in the Terms of Reference in EIA may outline the expected structure for the EIA report’s concluding remarks and any overarching recommendations for the assessment process.
  • Team and Expertise: Outlines the required qualifications, experience, and specific roles of the EIA team members, ensuring the assessment is conducted by competent professionals.

Two additional sections that may be added to the Terms of Reference project management document are:

  • Reporting Requirements: Specifies the format, content, and submission schedule for the EIA report and any other relevant deliverables. This ensures consistency and clarity in communication.
  • Timeline and Budget: While not always part of the formal TOR for regulatory purposes, internally, a project’s terms of reference project management often includes a timeline and budget for the EIA study to guide the environmental consultant.

💡 Are you looking to get started quickly? Download Our Free EIA Terms of Reference Template

Why is a Comprehensive EIA TOR So Important?

The importance of a well-crafted TOR in environmental impact assessment cannot be overstated. It serves multiple crucial functions:

  • Clarity and Focus: It provides a clear roadmap for the EIA study, ensuring that all parties involved understand the objectives, scope, and expected outcomes.
  • Efficiency: By defining the scope upfront, the Term of Reference in EIA helps to optimize resource allocation, preventing unnecessary data collection or analysis of irrelevant impacts.
  • Quality Control: It sets standards for the quality and rigor of the EIA study, ensuring that the assessment is scientifically sound, comprehensive, and addresses all relevant environmental considerations.
  • Legal Compliance: The Terms of Reference EIA often incorporates legal and regulatory requirements, ensuring that the final report meets all statutory obligations.
  • Transparency and Accountability: By clearly outlining the assessment process and expected deliverables, the TOR promotes transparency and holds the EIA team accountable for their work.
  • Facilitates Decision Making: A well-executed EIA, guided by a robust project Terms of Reference example, provides decision makers with the necessary information to make informed choices about project approval, conditions, or modifications.
  • Early Problem Identification: The scoping process that leads to the Terms of Reference in EIA helps to identify potential environmental risks and concerns early on, allowing for proactive adjustments to project design or planning.

Project Terms of Reference Example

Please let us know if you have any questions or feedback about the Terms of Reference environmental assessment document. We’ll be happy to help!

Example of Terms of Reference for a Project

To illustrate the practical application, we’ve created a Terms of Reference example for a fictional proposed new wind farm in a rural area. The sample of terms of reference for a project might include the following details.

Project Name:

Green Valley Wind Farm

Executive Summary:

This example of Terms of Reference for a project outlines the scope, objectives, and methodology for the Environmental Impact Assessment (EIA) of the proposed Green Valley Wind Farm. The project aims to generate 50 MW of renewable energy through 25 wind turbines, contributing to sustainable development.

The EIA will assess potential impacts on biodiversity, noise, visual amenity, cultural heritage, water resources, and socio-economic aspects, proposing robust mitigation and monitoring plans.

Project Description and Overview:

The proposed project involves the construction, operation, and eventual decommissioning of a 50 MW wind farm. This includes 25 wind turbines (2 MW each), associated access roads, an electrical substation, and a new transmission line to connect to the existing grid.

The project’s primary purpose is to supply clean electricity to the regional grid, reducing reliance on fossil fuels.

Location of the Project:

  • General Location: Green Valley District, approximately 15 km northwest of Springfield, South Carolina.
  • Maps: Detailed topographical maps (1:10,000 scale) indicating proposed turbine locations, access routes, substation site, and transmission line corridors. Maps will also show existing land uses within a 5 km radius.
  • Land Uses: Predominantly agricultural land (corn, soybeans) with scattered rural residential properties and isolated patches of forest.
  • Zoning: The area is currently zoned for agricultural and rural residential use. A special permit for industrial renewable energy infrastructure will be required from the local planning authority.
  • Policies: Compliance with the South Carolina Renewable Energy Act, local comprehensive land use plans, and any relevant county ordinances related to wind energy development.
  • Protected Areas: The “Springfield Migratory Bird Sanctuary” is located approximately 8 km east, and the “Green River Wetlands Conservation Area” is approximately 5 km south. Sensitive receptors such as schools and hospitals within a 10 km radius will be mapped.

Policies and Guidelines that Relate to the Project:

  • South Carolina Environmental Protection Act.
  • State-level Renewable Energy Promotion Act.
  • Local zoning bylaws for wind energy development.
  • Guidelines from the U.S. Fish and Wildlife Service regarding avian and bat impact assessments for wind energy projects.
  • EPA noise limits and air quality standards.

Description of the Baseline Environment:

While creating this Terms of Reference project management evaluation, we identified the following:

  • Climate and Meteorology: Local climate data (wind speed and direction, temperature, precipitation).
  • Air Quality: Baseline concentrations of particulate matter and other relevant air pollutants.
  • Noise: Pre-construction ambient noise levels at identified sensitive receptor locations.
  • Geology and Soils: Geological formations, soil types, and erosion potential.
  • Water Resources: Baseline water quality and quantity for Green River and other surface water bodies, as well as local groundwater aquifers. Identification of wetlands and floodplains.
  • Biodiversity: Comprehensive surveys of avian and bat populations (including migratory patterns, nesting sites, roosting habitats), identification of protected species (e.g., rare raptors, specific flora), and mapping of critical habitats (e.g., wetlands, old-growth forests). This will involve a minimum of one full year of pre-construction surveys.
  • Socio-economic and Cultural: Demographic data, economic activities (agriculture, tourism), land ownership patterns, traffic volumes, cultural heritage sites (archaeological potential, historical structures), and community perceptions.

Determination of the Potential Impacts:

This sample of Terms of Reference for a project found the EIA will assess potential positive and negative impacts during construction, operation, and decommissioning phases.

  • Nature of the Impacts:
    • Direct: Bird and bat mortality from turbine collisions; noise from construction machinery and operational turbines; visual impacts of turbines on the landscape; direct land disturbance for foundations and roads.
    • Indirect: Habitat fragmentation due to access roads; changes in surface water runoff patterns; increased local traffic during construction affecting community access.
    • Secondary: Potential impact on local property values; effects on tourism if scenic views are a primary draw; economic benefits from job creation and local tax revenue.
    • Cumulative: Consideration of combined impacts with existing high-voltage transmission lines or other planned industrial developments in the region.
    • Duration: Short-term (construction, decommissioning); Medium- to long-term (operational noise and visual impacts over 25 years).
    • Permanence: Permanent land-use change for turbine foundations and substation; temporary increase in noise and dust during construction.
    • Effect: Positive (renewable energy generation, local employment, reduced carbon emissions); Negative (potential biodiversity loss, noise disturbance, visual intrusion).
  • Extent of the Impact:
    • Area: Direct physical footprint of the project (turbines, roads, substation); Noise impact zones (e.g., predicted noise contours extending 2 km); Visual impact zone (e.g., up to 15 km from turbines); Potential shadow flicker impact areas.
    • Affected Population/Habitat: Number of residents within noise contour; estimated avian/bat populations at risk; hectares of affected agricultural land or sensitive habitat.

Formulation of Environmental Management Plan (EMP):

This Terms of Reference EIA provides an outline. The EIA will propose a comprehensive EMP encompassing the following:

  • Mitigation Plan:
    • Biodiversity: Turbine siting optimization to avoid high-risk areas for birds/bats, avian/bat deterrents (e.g., acoustic), operational curtailment protocols during peak migration or high-activity periods, habitat compensation/restoration plans.
    • Noise: Selection of low-noise turbine models, adequate setbacks from residences, implementation of noise barriers during construction, noise abatement procedures for machinery.
    • Visual: Careful siting and layout, use of non-reflective finishes for turbines, minimal obstruction of existing scenic views, adaptive landscaping.
    • Cultural Heritage: Archaeological monitoring during excavation, “stop-work” procedures for chance finds.
    • Socio-economic: Local employment targets, community benefit sharing schemes, clear grievance mechanisms for local residents.
  • Monitoring Plan:
    • Avian/Bat: Post-construction mortality monitoring (daily/weekly carcass searches), acoustic monitoring for bat activity, radar tracking for avian migration.
    • Noise: Regular noise measurements at sensitive receptors during operation (quarterly for first year, then annually).
    • Water Quality: Periodic sampling of surface and groundwater for turbidity, pH, and sediment during construction.
    • Compliance: Regular audits against environmental permits and EMP conditions.
    • Socio-economic: Periodic community consultations, tracking of local employment figures and economic benefits.

Description of Stakeholders and Planned Engagement:

  • Identified Stakeholders: Local residents within a 5 km radius, local agricultural associations, state environmental protection agency, South Carolina Department of Natural Resources, U.S. Fish and Wildlife Service, local indigenous community representatives, local planning and zoning committees.
  • Planned Engagement:
    • Initial public information sessions during the scoping phase.
    • Targeted stakeholder workshops with affected communities and environmental groups.
    • Establishment of a project website for public information and feedback.
    • A formal public comment period on the draft EIA report (minimum 45 days).
    • Regular updates to local governing bodies.

Conclusion and Recommendations:

The EIA report will conclude with a summary of significant residual impacts after mitigation, a clear statement on the environmental acceptability of the project, and any necessary conditions or recommendations for project approval. It will also provide a clear rationale for the chosen project alternative.

Names and Qualifications of Those Preparing the EIA Report:

  • Lead Environmental Consultant: Dr. Eleanor Doe (Ph.D. Environmental Science, 15+ years in EIA management for renewable energy projects).
  • Avian and Bat Specialist: Mr. David Doe (M.Sc. Wildlife Biology, 10 years experience in wind energy impact assessment).
  • Socio-economic Specialist: Mr. Robert Doe (M.A. Urban Planning, 12 years experience in socio-economic impact assessment).
  • Project Manager: Ms. Lisa Doe (PMP, 20 years in environmental consulting).

This example of terms of reference for a project illustrates the level of detail and foresight required to ensure a comprehensive and effective EIA.

💡 Would you like a downloadable version of this fictional sample of Terms of Reference for a project? Click here to download it now.

The Enduring Value of a Strong EIA TOR

The Terms of Reference in EIA is more than just a document; it is the cornerstone of a credible and effective Environmental Impact Assessment. It provides the necessary clarity and structure to navigate the complexities of environmental assessment.

The EIA TOR helps ensure that potential impacts are thoroughly investigated, mitigation measures are thoughtfully proposed, and decision-makers are provided with the information they need to foster sustainable development.

Get a Free Downloadable EIA Terms of Reference Template

A strong project Terms of Reference example is vital for any successful environmental impact assessment, ensuring a clear plan for evaluating a project’s environmental effects. To help you get started, we’re offering a free downloadable EIA Terms of Reference template.

This template provides:

  • A pre-formatted structure: Guiding you through all the essential sections of a comprehensive Terms of Reference in EIA.
  • Easy to Use: The Terms of Reference environmental assessment template is in an easy-to-use MS Word format.
  • Thoroughness and compliance: Helps ensure no vital element is missed, leading to a robust and compliant EIA study.

 ✅Download Your Project Terms of Reference Example Template

We would love to hear your feedback about this sample of Terms of Reference for a project or your tips about how you do a Terms of Reference EIA during scoping.

FAQ: Terms of Reference Project Management Document

What is the purpose of the Terms of Reference in an Environmental Impact Assessment (EIA)?

The Terms of Reference EIA serves as a detailed blueprint for the entire environmental assessment study. It specifies the scope, objectives, methodology, and reporting requirements, ensuring the assessment is focused, comprehensive, and addresses relevant environmental issues.

What key elements are typically included in the EIA Terms of Reference?

A comprehensive EIA TOR generally includes a project description, legal framework, EIA objectives, scope of the EIA (geographical and temporal), identification of key environmental issues, methodology for impact assessment, baseline data requirements, mitigation expectations, alternatives analysis, public consultation plans, reporting requirements, and team expertise.

Why is a well-defined EIA TOR considered so important for a project?

A robust project Terms of Reference example is crucial because it provides clarity and focus for the assessment, enhances efficiency by preventing scope creep, ensures quality control, aids in legal compliance, promotes transparency and accountability, and helps identify potential problems early in the project lifecycle.

Where can one find assistance in creating an EIA Terms of Reference?

For those seeking a structured starting point, download the free downloadable EIA Terms of Reference template in this article. The template offers a valuable framework that can be customized to fit the specific needs of a project, ensuring all essential components are considered.

Note: Content on the Assessment Tools https://assessmentstools.com/ website is protected by copyright. Should you have any questions or comments regarding this Assessments Tools Blog page, please reach out to the Assessments Tools Team.

Image source: stock.adobe.com