The process of pulling a building permit can make or break your project’s timeline. Navigating jurisdictional requirements, documentation review standards, and review cycles is complex and time-consuming, especially when you’re balancing multiple projects at the same time.
This guide covers each step of the permit acquisition process, with insights on how you can streamline the approval process and keep your projects moving efficiently.
Step 1: Determine whether or not a permit is required
Not all projects require a building permit, but many do. Most structural modifications, such as framing, roofing, HVAC installation, plumbing, electrical work, and demolition will all require permits depending on your local jurisdiction. More speciality installations, such as EV charging equipment, backup generators, or other mechanical upgrades also typically call for separate or additional permits.
The requirements for each permit vary across both commercial and residential projects.
- Commercial projects often require more detail due to safety standards, occupancy requirements, and multi-phase inspections because of the complexity of the project.
- Residential permits are often easier to acquire, but will still be subjected to local building codes.
Step 2: Understand local jurisdiction requirements
Every jurisdiction has its own permitting rules, documentation standards, submittal processes, inspection scheduling procedures, approval timelines, and more. City, county, or state-level regulations may dictate design requirements, energy efficiency standards, environmental restrictions, and zoning approvals.
Researching permit requirements can become time-consuming, especially if you’re managing projects across multiple regions. AHJ’s requirements are often unclear, and their websites might be outdated. Using a permit management tool like PermitFlow can provide jurisdiction-specific guidelines and save you the hassle of researching requirements yourself.
Step 3: Gather required documentation
Gathering the correct documentation for your permit is often the most time-consuming and error-prone part of the permit acquisition process.
The most common required documentation includes:
- Construction drawings and site plans
- Engineering calculations or load reports
- Energy model or solar panel layout diagrams
- Project scope description
- Contractor licenses and insurance certifications
- Product specifications (e.g., energy storage, EV equipment)
- Fire safety or environmental impact assessments
Commercial projects will require stamped drawings from licensed engineers, while residential projects often accept standard building plans. Ensure formats, scale requirements, and digital file types all meet the requirements set by your jurisdiction.
Pro tip: Use permitting software like PermitFlow to generate project-specific document checklists, keep files organized in the cloud, and manage version control. It’ll help your team stay aligned, prevent missing documents, and reduce avoidable review delays.
Step 4: Prepare the permit application
Once you have all of your documents ready, you will need to prepare the full application. This usually requires entering project information, specifying the scope of work, listing subcontractors, and detailing estimated project costs or square footage. Some jurisdictions require digital submissions via online permitting portals, while others require in-person paper applications.
Common permit application mistakes include:
- Incomplete project descriptions
- Incorrect valuation figures
- Submitting outdated forms
Review your application before submission to avoid review delays or rejection.
Step 5: Submit the permit and pay fees
You’ll have to submit your application online, by mail, or in person depending on your jurisdiction’s rules.
Fee structures vary greatly depending on your jurisdiction. Some municipalities calculate permit fees based on project valuation; others on square footage, service type, or specialty use. Additional fees may be required for engineering reviews, zoning clearances, or expedited service.
Tracking fees is an important part of managing your project, especially when you’re managing several permits across multiple projects. Some advanced software integrates with digital submission platforms and enables electronic payment tracking. Some systems provide real-time updates if fees change due to rule updates or application modifications.
Step 6: Respond and reply to review comments
Once your application is submitted, your project undergoes plan review. This can involve various departments, such as building, fire, planning, electrical, environmental, and in some cases, utility providers. Reviewers may request clarifications or revisions before granting final approval.
Addressing comments promptly will help prevent delays. Having a designated internal process for assigning revision tasks to other stakeholders — like architects, engineers, or subcontractors — can greatly improve your team’s turnaround time.
In this situation, permit management software helps by:
- Centralizing revision requests
- Tracking task assignments
- Sending automated reminders to responsible team members
Step 7: Receive approval and schedule inspections
Once your application is approved, your permit is issued either digitally or in a physical form. Approval timelines vary from a few days to several weeks or months depending on the scope of the project and the AHJ’s backlog.
During the construction process, inspections are typically required at important milestones such as foundation, framing, electrical rough-in, panel installation, solar interconnection, and final walkthrough. Failing to schedule inspections promptly may cause delays to your projects.
Permit inspection management tools like PermitFlow allow you to log inspection milestones, schedule appointments with inspectors, and receive alerts to ensure field teams are ready to go on inspection day.
Step 8: Maintain permit compliance during construction
After your permit is approved, maintaining compliance means following approved plans and ensuring that any design or material changes go through the correct permit revision process. If a project extends beyond the original scope or timeline, you may need to request an extension or permit amendment.
Commercial projects often require additional compliance documentation as it relates to safety, ADA accessibility, or emergency systems. Residential projects may be simpler but still must align with inspection requirements.
Step 9: Close out the permit and retain documentation
Final inspections are required to close out most permits.
Once a permit is finalized, approved documents should be archived for future reference, insurance claims, liability protection, or resale requirements. All builders and installers involved in multi-site projects benefit from having a digital record readily accessible.
Take control of your permit acquisition workflow
Permit acquisition is a multi-step process that requires careful planning, detailed documentation, and ongoing compliance throughout the construction process. From an initial scope evaluation to a final inspection closeout, successfully navigating permit requirements minimizes project delays and ensures regulatory compliance.
If you want an easier way to keep permits moving, PermitFlow takes the busywork off your plate.
Our AI-powered permit management platform:
- Helps you stay organized
- Builds accurate submissions for any jurisdiction
- Keeps track of every submission without digging through emails or spreadsheets
The result is a smoother process with fewer surprises. PermitFlow users see 2.5x faster permit approvals and a 90% reduction in their permitting workload.
Get a demo of PermitFlow today.
