Guide to Planning Permission Documents

If you're like me and have ever tried to make changes to your property—whether it's adding an extension, building a garage, or even changing the use of a building—you've likely encountered the dreaded planning permission process. It's something that, at first glance, can seem overwhelming, but with the right knowledge, it doesn’t have to be.

In this post, I’m going to walk you through the essentials of planning permission documents based on my own experience, break down the key types of documents involved, and hopefully make the whole process feel a lot more manageable.

My Experience with Planning Permission

A couple of years ago, I decided to extend my kitchen by adding a conservatory. I thought it would be simple: build the structure, enjoy more space. What I didn’t realize was that I’d need planning permission. And that’s where the real journey began!

As soon as I started researching, I discovered that planning permission isn’t just about asking the local council for a "yes" or "no." It involves a set of formal documents that provide information about the project, the property, and the surrounding area. Navigating these documents felt like learning a new language, but with time (and some help), I got the hang of it. Let me share what I learned so you can avoid the same confusion.

What Are Planning Permission Documents?

Planning permission documents are the formal papers you need to submit when you want to make significant changes to your property. They ensure that your project complies with local planning laws, environmental regulations, and building codes.

These documents are required when:

• You’re building a new property.

• You’re making major structural changes to an existing building (e.g., extensions or demolitions).

• You’re changing the use of a building (e.g., converting a residential house into a shop).

While the requirements may vary slightly depending on your local council or country, the core elements of planning permission documents are generally the same.

Key Planning Permission Documents

Here's a breakdown of the key documents you'll need to submit during the planning permission process:

Document	What It Is	Why It’s Important
Application Form	The official form provided by the local authority to submit your request.	Provides basic details about your project (property, applicant).
Location Plan	A map showing the location of your property within the local area.	Helps the council understand where the development will take place.
Site Plan	A more detailed plan showing the layout of the site and nearby features.	Shows how the proposed development will fit into the existing environment.
Design and Access Statement	A document explaining the design choices and how access will be managed.	Justifies the project and shows how it will impact the surroundings.
Existing and Proposed Drawings	Blueprints of the current and proposed state of the building.	Allows the council to compare the current state with your plans.
Heritage Impact Statement	Required if the property is listed or in a conservation area.	Assesses the effect of the development on historic buildings or areas.
Planning Statement	A summary of how the development complies with planning policies.	Demonstrates that the proposal aligns with local regulations and guidelines.

My Own Process: Breaking Down Each Document

1. Application Form

This is the starting point. For my conservatory, I downloaded the form from my local council’s website. The application form asks for basic details like your name, address, and a description of the work you're planning. It sounds simple, but it’s important to be precise about what you want to do.

Tip: Always check if you need extra approvals, such as building regulations, alongside the planning application.

2. Location Plan

The location plan is a simple map showing where your property is located. It was a bit tricky for me at first because you can’t just sketch this yourself. You need to get an official map, usually from an accredited provider. I found one online, and it cost about £25. This map must highlight your property in relation to the surrounding area, including roads, neighboring properties, and landmarks.

Tip: Double-check that the map scale is correct, as councils are very particular about this.

3. Site Plan

A site plan is more detailed and shows the actual layout of your property, including boundaries, access points, trees, and any other buildings on the land. For my project, this was essential to show where the conservatory would sit in relation to my house and garden.

Tip: Your architect or designer will often help with this if you're using one.

4. Design and Access Statement

This one stumped me at first. The Design and Access Statement is where you explain the reasoning behind your design choices and how people will access the building. In my case, I had to justify why a conservatory was the best option for my space and explain how it wouldn’t negatively affect the neighbors or the look of the area.

Tip: Keep it simple but make sure you address local planning policies. I consulted my council’s guidelines on design to make sure my choices aligned with their standards.

5. Existing and Proposed Drawings

These drawings are essentially before-and-after plans. You need to submit clear, professional drawings that show the current state of the property and how it will look after the changes. For the conservatory, I had an architect draw up these plans. This is often the most technical part of the application process, and it’s where a professional can really help.

Tip: Make sure these drawings are to scale and include measurements for everything, from windows to garden space.

6. Heritage Impact Statement (If Required)

I didn’t need this, but if your property is listed or in a conservation area, you'll need a Heritage Impact Statement. This document explains how your project will affect any historic or architectural aspects of the building or area. If you live in such a place, this can be a crucial part of your application.

7. Planning Statement

The Planning Statement is where you explain how your project fits in with local and national planning laws. For my conservatory, I focused on how it would enhance my property without disrupting the neighbors or the local environment. It’s a way to show the council that you’ve thought about the broader implications of your project.

Tip: I found that using examples from the council’s own policies helped strengthen my case.

Common Challenges and How to Overcome Them

While going through the planning process, I ran into a few challenges that you might also face:

1. Delays: My application took a bit longer than expected because the council asked for additional information. Be prepared for this, and don’t get discouraged!

2. Neighbor Concerns: A neighbor was initially worried about privacy. To address this, I included details in my Design and Access Statement about how I’d minimize the impact, such as by using frosted glass on one side of the conservatory.

3. Understanding Technical Terms: At first, I found it hard to understand some of the technical language in the documents. I highly recommend working closely with an architect or planning consultant if you’re unsure.

Conclusion

While dealing with planning permission documents might seem daunting at first, it’s all about being thorough and clear in your explanations. My own journey, while challenging at times, was made much easier by breaking things down step by step and ensuring that every document I submitted was detailed and accurate.

If you're planning to embark on a property project, take your time with these documents—they’re your way of convincing the council that your plans are not only beneficial to you but also considerate of the broader community.