The 2020 global pandemic negatively affected many businesses and organizations, including city, county, and municipal planning departments. Staff layoffs or hiring freezes, combined with natural attrition and backlogs of applications, created a logjam that continues to impact permit timelines in some areas—even four years later.
While most municipal approvals take about two weeks to obtain, according to many townships in New Jersey, sometimes extenuating circumstances can slow the process. Delays can add thousands of dollars to already costly construction projects. Fortunately, there are strategies to expedite the permit review and approval process.
- Get to know (and understand) the municipality.
If you want to move through the permit process quickly and efficiently, get acquainted with the municipality’s specific rules and procedures because they don’t all operate the same way. Think of it as learning the local lingo — every place has its quirks. Common permitting hiccups often arise from incorrect submissions or projects that don’t quite align with the local mold, especially in areas with more complex regulations.
For example, Chicago requires you to submit architectural drawings to the permit office to begin the approval process; New York, however, requires you to pre-file and pay the application fee at the appropriate Department of Buildings office to start. Connecting with the people in the local permit office can help things run more smoothly.
- Set expectations early with all stakeholders.
Establish clear expectations with key stakeholders from the outset to mitigate potential delays. Proactive communication fosters greater understanding and manages expectations. Consider using a due diligence report that outlines applicable rules and regulations and offers an estimated timeline for the approval process. This report will enable you to set realistic expectations. - Be organized.
To help ensure a smooth, efficient permitting process and minimize potential delays or rejections, make sure you’re organized. Even minor errors or missing documents can lead to permit denial. Double- and triple-check the application to verify that it includes all documentation, forms, additional information, and signatures.
Connect with the office that reviews and grants permits — or seek assistance from a permit expediter or someone with local expertise. Their knowledge is invaluable for ensuring your permit application meets all requirements and avoids common pitfalls that can add weeks — and even months — to the approval process. A proactive approach saves time and keeps costs from escalating.
- Understand the zoning and building codes.
Non-compliance with the local zoning and building codes can lead to permit denials and project delays. Since each jurisdiction may have unique requirements, make sure you understand the codes and ask for clarification if something is unclear. Proactively addressing potential issues early in the process will avoid costly revisions and align your project with the required standards. - Submit one application per permit.
If you’re handling a large project spanning multiple locations, know that each municipality has distinct permitting requirements and processes. If not carefully managed, this scenario can create a complex web of regulations, leading to confusion and delays.
To streamline the process, consider a focused approach. Concentrating on one area at a time allows you to understand its specific regulations and procedures. This targeted strategy improves efficiency and reduces the risk of errors or oversights from juggling multiple requirements simultaneously.
- Exercise patience.
It’s understandable to feel anxious when you’re waiting for your permit, especially if the typical wait period has come and gone and you’ve heard nothing. Excessive inquiries can slow the planning department down and potentially delay the overall process.
Instead of requesting frequent updates, establish clear communication channels and agreed-upon timelines at the outset. If a reasonable time has passed without an update, a polite inquiry might be appropriate — but trust in the process to allow permitting staff to focus on their workload and processes. - Use the electronic submission option.
The COVID-19 pandemic accelerated the adoption of digital tools and processes in many sectors, including government — and the permitting process. Many small governments, including municipalities and boroughs, transitioned to electronic plan review systems (ePlans) like ProjectDox to streamline application submissions and reviews.
Familiarize yourself with the specific ePlan system used by the municipality from which you’re seeking a permit. These systems offer several advantages, including simplified application procedures, improved communication channels, and often the ability to track your application’s status online. By using these digital tools, you contribute to a more efficient and transparent permitting process. - Address correction requests
When (or if) you receive feedback on your submitted drawings, address all requested corrections promptly and thoroughly. Plan reviewers take a meticulous approach to their evaluations, and you must ensure all revisions align with building codes and regulations to avoid further delays. - Hire an expert
If you’re balancing multiple projects or a single, large project with many moving parts, you have another option: using a permit expediting service. These professionals have in-depth knowledge of local regulations, codes, and processes that allows them to:
- Proactively spot potential code or zoning violations within project plans, preventing costly delays and rework.
- Ensure applications are complete and accurate and include all necessary documentation, minimizing the risk of rejections.
- Liaise between you and permitting authorities, navigate communication channels effectively, and advocate for your project.
- Assist in obtaining required health or fire department approvals to ensure comprehensive compliance.
Adopting a proactive, informed approach will make navigating the permit application less daunting — and hopefully faster, too. Prioritize thorough preparation, adherence to local regulations, and communication with relevant authorities.
Leveraging the expertise of professionals, championing organization, and embracing technology (like submission systems) can further streamline the process and minimize potential delays. With careful planning and preparation, you can successfully navigate the permitting journey and lay the groundwork for a smooth, successful project.
Are you a commercial real estate investor — or looking for a specific property to meet your company’s needs? We invite you to talk to the professionals at CREA United, an organization of CRE professionals from 92 firms representing all disciplines within the CRE industry, from brokers to subcontractors, financial services to security systems, interior designers to architects, movers to IT, and more.
