Why Permit Applications Get Sent Back

A plans examiner opens your application, finds something missing, writes it up, and moves to the next file. Your application goes back to you and, when it returns, joins the queue again rather than resuming where it left off. That is why a missing survey costs three weeks and not ten minutes.

Departments are not being obstructive. A reviewer working a queue cannot hold a partly assessed file open while an applicant finds a document, so incomplete files get returned as a matter of process rather than as a judgement on the project.

The encouraging part is that the reasons repeat. Departments see the same omissions constantly, which is why they publish checklists, and why applications that follow those checklists move noticeably faster.

The usual reasons#

Almost none of those are code failures. They are gaps that prevent a reviewer from telling whether the design complies, which from their side is the same as non-compliance because they cannot approve what they cannot assess.

What to do before submitting#

1. 1

   Get the department’s checklist and work through it

   Nearly every municipality publishes one for each application type. It is the actual list your file will be assessed against.

2. 2

   Confirm zoning compliance yourself

   Show setbacks, height, lot coverage and any calculations on the site plan. Do not leave the examiner to work out whether it fits.

3. 3

   Label every assembly

   Each wall, floor, roof and any rated separation, with its layers. Generic labels are one of the most common reasons for a request for more information.

4. 4

   Ask about anything unusual in advance

   A pre-application conversation about an alternative solution or an odd condition means the examiner meets it in context rather than for the first time in the file.

5. 5

   Do a completeness check against the fee schedule

   Forms signed, owner authorisation included, designer qualifications where required, correct number of copies, fees identified.

One more habit: keep the response to a request for information tight and complete. Answer every item, in the order they were raised, and say where in the drawings each answer now appears. Partial responses trigger another round, and a second incomplete submission tends to attract more scrutiny than the first.

Common questions#

How long should a residential permit take?

It varies widely by municipality and season, and departments usually publish target times. Those targets assume a complete application, which is why the published number and people’s experience often disagree.

Do I need a designer or architect?

It depends on the size and type of building and on provincial rules. Many provinces require a qualified designer for anything beyond simple work, and some require a registered professional above a threshold.

Can I submit incomplete and fill in the gaps later?

You can, and it usually costs time rather than saving it. An incomplete file often is not assigned to a reviewer at all, so the clock never starts.

Will the examiner tell me how to fix it?

They will tell you what is deficient. Designing the solution is your side of the line, though most will answer a specific question about an approach.

Does a returned application cost more in fees?

Usually not for the first resubmission, and some municipalities charge for repeated ones. The real cost is the calendar rather than the fee.

Does hiring a permit expediter help?

On complex applications in busy jurisdictions, often yes, because they know the local checklist and the people. On a simple residential job the checklist does most of the same work for free.

What if I disagree with the deficiency?

Ask for the code reference and the reasoning. Genuine disagreements happen, and most are resolved by clarifying what is being proposed rather than by arguing.