Permitting Process for General Contracting
Permitting Process defines how the project team identifies, plans, applies for, and obtains all required permits and approvals before and during construction. It organizes permit research, application preparation, submissions, tracking, and follow-up so approvals are not left to chance or tackled at the last minute. The process coordinates design consultants, internal team members, and authorities having jurisdiction (AHJs) to keep permit timelines aligned with the construction schedule. When followed, the project has a clear path to permit issuance and avoids costly start delays or compliance issues.
Identify Required Permits and Approvals
Step 1: Review contract and RFP documents for permit obligations
Open the owner contract, RFP, and any pre-award documents to see what they state about permits and approvals. Note whether the contractor, owner, or design team is responsible for each type, and capture this in a simple notes document.
Step 2: Research local jurisdiction requirements
Visit the websites or contact the offices of the city, county, and other authorities having jurisdiction (for example, building department, fire department, environmental agencies, utility providers). Look for checklists or guidance on permits commonly required for projects of this type and size.
Step 3: Consult with design team and internal experts
Ask the architect, engineers, and any in-house permitting specialist which permits they expect will be needed, including building, trade, zoning, right-of-way, demolition, environmental, and special use permits.
Step 4: List all potential permits and approvals
Create a detailed list of each permit and approval by name, issuing authority, and what it covers. Include both primary building permits and secondary items like sign permits, utility taps, and encroachment permits.
Step 5: Clarify responsibility for each permit
Next to each permit on the list, indicate who is responsible for preparing and submitting it (for example, general contractor, architect, civil engineer, or owner). Use contract language and discussions to guide this, and flag any unclear items for follow-up.
Step 6: Create a “Permit Register – Draft”
Compile this information into a draft permit register with columns for permit name, authority, responsibility, and notes. Save it in the project folder as the starting point for more detailed planning.
Create Permit Strategy and Timeline
Step 1: Review project schedule for permit-driven milestones
Look at the Schedule Development outputs to find key dates such as site mobilization, foundation start, structure start, and tenant occupancy. Note which work cannot start until certain permits are in hand.
Step 2: Estimate processing times for each permit
For each permit in the draft register, use jurisdiction guidance, past experience, or a quick call to the AHJ to estimate typical review times and the number of review cycles often required.
Step 3: Determine required submission and decision dates
Working backwards from construction milestones, decide when each permit needs to be approved and when applications must be submitted to comfortably meet those dates with a buffer for re-reviews.
Step 4: Sequence permits and pre-application steps
Identify which permits must be obtained before others (for example, zoning or planning approvals often precede building permits). Note any pre-application meetings or concept reviews that should be scheduled.
Step 5: Document a simple permit timeline
Create a brief timeline table or Gantt-style view showing planned submission, review, and approval windows for each permit. Link this to the main project schedule so dependencies are visible.
Step 6: Update Permit Register with dates and priorities
Add target submission dates, expected approval dates, and priority levels (high/medium/low) to the permit register. Save this as the working “Permit Strategy & Timeline” document.
Gather Application Requirements for Each Permit
Step 1: Obtain checklists and forms from each authority
For every permit in the register, download or request the official application forms and submission checklists from the relevant authority. Save these in labeled subfolders under a main “Permits” folder.
Step 2: List technical documents required
From the checklists and discussions with the design team, list required drawings, reports, and calculations (for example, civil plans, architectural sets, structural calculations, energy compliance forms, traffic studies, and stormwater reports).
Step 3: Identify non-technical supporting documents
Note other required items such as ownership letters, contractor licenses, insurance certificates, fee estimates, and any neighborhood or stakeholder notifications that must be completed.
Step 4: Clarify format and submission method
For each permit, note whether submissions must be electronic, hard copy, or both; how many copies are needed; and whether there are file size or naming requirements for digital submissions.
Step 5: Estimate fees and payment process
Identify application and review fees for each permit, how payment must be made (online, check, etc.), and who within your company will handle payment. Estimate total fees for budgeting purposes.
Step 6: Update Permit Register with requirements summary
Add short requirement summaries for each permit into the register, and link each row to a detailed checklist or folder containing the full requirements. This keeps high-level and detailed views connected.
Coordinate Permit-Ready Drawings and Consultant Deliverables
Step 1: Review permit requirements with design team
Schedule a short meeting or call with the architect and engineers to walk through the permit register and application requirements. Clarify which documents each consultant is responsible for producing and by when.
Step 2: Define “permit-ready” drawing standards
Agree on what “permit-ready” means for this project, including required sheets, details, schedules, and notes. Make sure this definition matches AHJ requirements and avoids submitting incomplete or schematic-level sets.
Step 3: Set deadlines for permit sets and supporting reports
Based on the permit timeline, work with consultants to set specific dates for delivering permit-ready drawings and reports. Build these dates into your main project schedule and track them like any other deliverable.
Step 4: Clarify revision and resubmittal responsibilities
Discuss who will handle revisions during permit review (for example, responding to plan check comments) and how quickly responses will be turned around. Document expectations so there is no confusion later.
Step 5: Monitor progress toward permit-ready deliverables
Check in regularly with consultants to confirm they are on track. Ask for draft sets or progress updates if there is any risk of missing a permit submission date.
Step 6: Store permit sets in a controlled folder
When permit-ready sets are issued, save them in a designated “Permit Sets” folder with clear naming including date and version (for example, “Building Permit Set – 2026-02-15 – Issued for Permit”).
Prepare and QA Permit Application Packages
Step 1: Create a permit application cover sheet
For each permit, draft a simple cover sheet summarizing project information, type of permit, contact person, and a checklist of enclosed documents. Use this as your internal and external table of contents.
Step 2: Complete all forms carefully
Fill out all application forms using information from the contract, drawings, and internal records. Double-check project addresses, parcel numbers, contact details, and license numbers for accuracy.
Step 3: Assemble required drawings and documents
Gather the appropriate permit-ready drawing set, reports, and supporting documents listed in the requirements checklist. Make sure you are using the latest versions and that all pages are clearly legible.
Step 4: Verify signatures and stamps
Confirm that all required signatures and professional stamps (for example, architect, structural engineer) are present where the authority requires them. If digital signatures are used, ensure they meet the AHJ’s standards.
Step 5: Calculate and confirm fees
Use the authority’s fee schedule or calculator to determine the correct application and review fees. Confirm the amount with a second person if the fee is large or the calculation is complex.
Step 6: Perform a final QA check before packaging
Use a simple QA checklist to confirm every required item is included, correctly filled out, and in the proper order. Only after this check should the package be sealed or finalized for electronic upload.
Submit Permit Applications to Authorities
Step 1: Confirm submission method and location
Verify whether the permit must be submitted online, by mail, or in person. Note office hours, portal addresses, or mailing addresses, and any appointment requirements for in-person submissions.
Step 2: Prepare digital or physical package accordingly
For online submissions, convert all documents to the required file formats and naming conventions. For physical submissions, print the required number of sets and assemble them neatly with the cover sheet on top.
Step 3: Arrange for fee payment
Coordinate with accounting or the designated person to obtain checks, credit card authorization, or online payment access. Ensure the payment method matches the authority’s accepted forms and amounts.
Step 4: Complete submission according to instructions
Upload documents to the portal, deliver them in person, or mail them via trackable service as required. Follow on-screen prompts or counter staff instructions carefully to avoid incomplete submissions.
Step 5: Obtain and save proof of submission
Capture submission confirmation numbers, receipts, and any email confirmations or stamped copies provided by the authority. Save these in a “Permit Submissions” folder and note reference numbers in the Permit Register.
Step 6: Update permit status to “Submitted”
Change the status of each permit in the Permit Register to “Submitted,” and record the submission date and any confirmation numbers or contacts. This becomes the starting point for tracking review progress.
Track Permit Review Status and Respond to Comments
Step 1: Set a regular review check-in cadence
Decide how often you will check on permit statuses (for example, weekly). Put a repeating reminder on your calendar so this happens consistently.
Step 2: Check status through portals or direct contact
Log into online systems or call permit technicians to verify current status, review stage, and any pending actions. Note changes and expected next steps.
Step 3: Log comments and review cycles
When plan check comments or review letters are issued, save them in the project folder and summarize key issues in the Permit Register. Note any deadlines for responses or resubmittals.
Step 4: Coordinate responses with design team and consultants
Distribute comments to the appropriate architect, engineers, or specialists. Set due dates for their responses and hold brief meetings if needed to clarify expectations and responsibilities.
Step 5: Compile response packages and resubmit
Once responses and revised documents are ready, assemble them in the format the authority requires and resubmit them, following the same QA and submission steps used for the original application.
Step 6: Update register with review cycle information
After each review cycle, update the Permit Register with dates of comment receipt, response submission, and any revised expected approval dates. This keeps the entire team aware of progress and potential schedule impacts.
Coordinate Pre-Permit Meetings and Inspections (if required)
Step 1: Identify permits with pre-meeting or inspection requirements
From your requirements review and AHJ guidance, note which permits require pre-application meetings, neighborhood hearings, or site inspections before approval.
Step 2: Schedule meetings or inspections early
Contact the appropriate authority to schedule these events well in advance of desired approval dates. Confirm available time slots and choose dates that allow enough preparation time for your team and consultants.
Step 3: Prepare materials and talking points
For meetings, prepare a brief project overview, relevant drawings or slides, and a list of questions or topics you want clarified. For inspections, ensure the site or documents are in a presentable condition and that someone knowledgeable will be present.
Step 4: Include key internal and design participants
Invite the project manager, relevant consultants, and, if appropriate, the owner’s representative to attend. Confirm their availability and share the agenda and expectations ahead of time.
Step 5: Conduct meeting or inspection and take notes
During the event, listen carefully to authority feedback and capture all comments and conditions discussed. Ask clarifying questions to avoid misunderstandings and agree on next steps and responsibilities.
Step 6: Translate outcomes into action items
After the meeting, write up the notes and convert them into specific action items (for example, “add fire lane signage,” “revise landscape plan”). Assign owners and due dates and update the Permit Register with any new requirements.
Confirm Permit Issuance and Capture Conditions
Step 1: Obtain official permit documents
When a permit is approved, collect the official permit card, letters, or electronic certificates from the authority. Confirm they reflect the correct project information and scope.
Step 2: Review all permit conditions and notes
Read the permit documents carefully, paying close attention to conditions, special inspections, inspection frequency, posting requirements, and any operational restrictions (for example, work hours, noise limits).
Step 3: Summarize key conditions in plain language
Write a brief summary of each permit’s critical conditions that field staff and project managers must know. Use straightforward language and group similar conditions together for easier reading.
Step 4: Update Permit Register to “Issued” status
Change the status of each permit in the register from “Submitted” or “In Review” to “Issued,” and record the issuance date, permit number, and any critical conditions in dedicated fields.
Step 5: Store copies in central project location
Save digital copies of permits and conditions in a clearly named “Issued Permits” folder. For physical permit cards or placards, scan them before sending them to the site and keep the originals where required (usually on site).
Step 6: Distribute conditions to relevant team members
Share the summarized conditions and permit copies with the project manager, superintendent, safety lead, and any affected subcontractors. Ensure they understand that these conditions are mandatory and must be followed.
Communicate Permit Status and Requirements to Project Team
Step 1: Prepare a simple permit status summary
Using the Permit Register, create a one-page summary showing each permit, status (planned, submitted, in review, issued), key dates, and any critical conditions or risks. Use clear, color-coded indicators if helpful.
Step 2: Share summary in preconstruction and kickoff meetings
Present the permit status summary during preconstruction coordination and project kickoff meetings so everyone understands what approvals are in place and what constraints apply at each stage.
Step 3: Highlight impacts on schedule and mobilization
Clearly explain which activities cannot start until certain permits are issued and how current permit timelines align with the construction schedule. Note any contingency plans if approvals are delayed.
Step 4: Set expectations for field use of permits
Explain how permits must be handled on site (for example, permit cards posted, inspection sign-offs recorded, conditions followed). Make sure field leaders know where to find permit documents and whom to contact with questions.
Step 5: Update and redistribute summary as status changes
Whenever a major permit moves from one status to another (for example, submitted to issued), update the summary and share it with the project manager, superintendent, and key stakeholders.
Step 6: Archive final permit records for closeout use
Note where permit records are stored so they can be easily retrieved during inspections, audits, or project closeout. This helps when preparing closeout documents or responding to future questions from authorities or the client.
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