Request property research and copies of permits

Steps to requesting property research and copies of permits

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• Step 1: Review our services and documents and determine if you need permission to submit your request

  Approved use letter

  An approved use letter may be requested to confirm the current approved use for both commercial and residential properties under the Zoning and Development and Building by-laws. 

  Who can submit this request?

  • Anyone (The information we can provide regarding by-law enforcement activities and ongoing non-compliance will be limited without the owner's consent.)

  Property research letter

  A property research letter (also referred to as a comfort letter) includes a search of the information on file for a particular address based on records maintained by the Development, Buildings, and Licensing Department. These letters may include the following property information and records:

  • Outstanding orders from violations of these by-laws:
    • Zoning and Development By-law
    • Vancouver Building By-law (includes plumbing)
    • Electrical By-law
    • Gas By-law
    • Standards of Maintenance By-law
    • Untidy Premises By-law
    • Graffiti By-law
    • Sign By-law
    • Parking By-law
    • Business Licence By-law
  • Current zoning
  • Approved use of the building or a specific portion
  • Issued permits without final inspection approval
  • Pending permit applications
  • Current business licence
  • Heritage significance
  • Marijuana grow operation records (if an unsafe to occupy notice was posted)
  • Compliance with yard and setback requirements (when you provide a recent, sealed survey plan with your request)

  Who can submit this request?

  • Anyone (The information we can provide is limited without the owner’s consent.) 
  • Property owner or a third-party agent with the owner’s consent (Agents will need to complete and submit an owner/strata authorization form with their request.)

  Who to contact for enquiries or property records

  • Zoning allowances and what you can do with your property: Contact the Development and Building Services Centre
  • Property taxes or utilities: Log in to your tax and utility account portal
  • Underground oil storage tanks: Phone 3-1-1
  • Fire inspection results: Phone 3-1-1
  • Public health inspection results: Phone Vancouver Coastal Health at 604-675-3800

  Independent school certification letter

  The Ministry of Education requires independent schools to complete a certification process, and a part of that process is to get a letter from the local municipality confirming that the school facility complies with all local municipal requirements.

  An independent school certification letter may be requested to confirm the property is in compliance with our Zoning and Development and Building by-laws. 

  If we determine that a building is in non-compliance, we will issue a letter outlining the deficiencies and steps required to bring the property into compliance. After all identified deficiencies have been corrected, you will be required to resubmit a new application (with the associated fees) to get a letter that certifies the property is in compliance with our Zoning and Development and Building  by-laws.

  Who can submit this request?

  • The school
  • Third-party agents (These agents will be required to submit an owner/strata authorization form.)

  Copies of permit documents

  Copies of permits and some documents associated with the development and building permit application processes are routinely releasable. These include, but are not limited to: 

  • Copies of issued development, building, and trades permits
  • Prior-to letters
  • Enforcement orders (only those that are posted at a property)
  • City documents (for example previously issued approved use or property research letters)

  Who can submit this request?

  There are some documents that can only be released to the current registered owner of a property or an agent with an owner/strata authorization form. These include:

  • Building code compliance reports
  • Engineer’s reports 
  • Enforcement letters and orders 
  • Permit applications
  • Permit related inspection reports
  • Alternative solutions Information icon Records before 1995 can be accessed through a Freedom of Information request
  • Equivalency reports Information icon Records before 1995 can be accessed through a Freedom of Information request

• Step 2: Submit application

  A. Fill out application form

  Download and complete:

  • Document request application form PDF file (144 KB)
  • Property research request application form PDF file (332 KB)

    Ensure you are providing clear and concise information in the application form so we can proceed without follow-up requests for information. If unclear information is provided in your application form, there may be delays as we will need to follow-up with you to clarify the request.

    Your online account name is required on the application form. If you don't already have an online account with us, please set one up using our instructional guide PDF file (723 KB).

  B. Fill out authorization form (if required)

  In addition to the application form, you may also need to include an authorization form for the submission to be considered complete. 

  If you are a third-party (for example, anyone other than the registered property owner), and you’re acting on behalf of the property owner, we recommend you submit a completed owner/strata authorization form with your application so we can provide you with the most comprehensive response.

  Download and complete:

  • Release records authorization form PDF file (50 KB)

  C. Submit form(s)

  Email [email protected] your:

  • Application form
  • Authorization form (if required)

• Step 3: Pay fees

  A. Receive email and setup online account (if required)

  Shortly after we receive your application, we will email you a link so you can pay your fees online.

  B. Review fees

  Approved use letter service	Fee
  Residential or one unit in a commercial building	$85.60
  Commercial or mixed-use building	$373
  Each additional hour	$187

  Property research letter service	Fee per building
  Single detached house or duplex	$364
  Environmental information	$373
  All other buildings	$729

  Independent school certification letter service	Fee
  Compliance letter	$373

  Copies of specific documents service	Fee
  Residential buildings (2 or fewer principal dwelling units) or one unit in a commercial building – up to 4 copies	$79.70 +GST
  Other buildings - Up to 4 copies	$164 +GST
  Each additional copy	$16.50 +GST

  Open-ended research requests service	Fee
  First two hours	$373
  Each additional hour	$187

  C. Pay fees

  Pay fees online (We will send you a link in our email.).

    Withdrawing your request

  You may get a partial application fee refund when you withdraw your request (if we have not started processing the request).

  • An $85 administration fee will be required to process your refund request
  • Refunds will not be applicable for requests that cost less than $85 (for example, the fee for an approved use letter for a residential building is non-refundable as the service fee is less than $85)

• Step 4: Application processed and request confirmed

  A. Review processing time

  The response time for these requests depends upon complexity of the research involved and the volume of the requests in queue, but we typically aim to respond within these timelines:

  Approved use letter service	Time required to complete request
  Single detached house or duplex	3 to 5 business days
  All other buildings	5 to 7 business days

  Property research letter service	Time required to complete request
  Single detached house or duplex	10 to 15 business days
  All other buildings	35 to 40 business days

  Service	Time required to complete request
  Independent school certification letter	10 to 15 business days
  Copies of specific documents	3 to 5 business days
  Open-ended research requests	10 to 15 business days

  Have a short deadline and need a request expedited? Submit a request in writing for staff to expedite the request and acknowledge your willingness to pay the overtime fee. The fee for expedited requests is $270 per hour or portion thereof (in addition to the standard fees applicable to the request) and subject to staff availability.

  B. Application form reviewed

  We will review the information in your application form in detail and begin processing the request.

  C.   Documents emailed

  Once the request has been completed, we will email you a PDF of the letter and/or permit document copies. 

  Alert icon We will no longer be mailing paper copies of the letter.

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