Most Common Permit Rejections & Fixes
Why Ontario Permit Applications Get Kicked Back (and How to Fix Them Fast)
A permit “rejection” usually isn’t a personal insult. It’s the building department saying, “We can’t approve what we can’t verify.” The good news: most kickbacks are predictable. The even better news: most are fixable without sacrificing your first-born (or your start date).
Why permits get kicked back
Ontario building departments typically do a “completeness” check before they burn time on technical review. If key pieces are missing—or the drawings contradict each other—your file gets returned with comments. That’s not them being picky; that’s them refusing to guess.
The 8 most common permit kickbacks (and the clean fix)
| Kickback | What they’re really saying | Fix |
|---|---|---|
| 1) No proper site plan | “Show lot lines, setbacks, and where this building actually sits.” | Submit a clear site plan with lot lines, setbacks, footprint, and key dimensions (no “approx”). |
| 2) Zoning doesn’t fit | “This proposal exceeds setbacks/height/coverage.” | Confirm the zoning envelope early. Redesign or pursue the proper planning relief before permit. |
| 3) Plans don’t match | “Your numbers disagree depending on which page I look at.” | Coordinate: same ceiling heights, window sizes, roof pitch, and dimensions across plan/elevation/section. |
| 4) Foundation is “generic” | “I can’t approve ‘standard foundation’ on an unknown site.” | Provide foundation plan + sections with sizes, frost protection intent, steps, and key notes. |
| 5) Big spans, no proof | “Where are the beams/posts/lintels and load path details?” | Add structural details and engineering where the design goes beyond prescriptive rules. |
| 6) Energy compliance missing/mismatched | “Your drawings and energy forms don’t agree.” | Submit required energy compliance documentation and make drawings match (windows/insulation/air barrier intent). |
| 7) Servicing conflicts (rural) | “House placement leaves no room for septic/well requirements.” | Confirm a servicing concept early. Don’t design the house into the only good septic area. |
| 8) Admin items missing | “Wrong forms, missing signatures, missing fees, missing designer info.” | Follow the municipality checklist exactly and submit a complete, signed package in the required format. |
The sneaky delay-makers nobody warns you about
Even with “good drawings,” some files stall because another approval or missing proof is hiding in the background. These are the usual suspects:
- Outside agency clearance: properties near floodplains/wetlands, valleys, or shorelines may need Conservation Authority sign-off before the municipality can finalize the permit.
- Rural servicing details: if your lot uses septic/well, the house placement and grading must leave room for required setbacks and a workable system.
- Entrance/driveway constraints: some roads have specific entrance requirements. If access isn’t resolved, the site plan can get stuck.
- “We’ll decide later” structural changes: moving a window bank, deleting a post, or widening a garage door often triggers structural revisions and new details.
- Energy details drifting: if windows/insulation change during design, the energy paperwork needs to change too. Mismatches are an easy kickback.
None of these are deal-breakers. They’re just reminders that a permit is a coordinated package, not a collection of nice drawings.
The “don’t get stuck in the comment loop” method
When you receive a comment letter, your goal is to resubmit once, not five times. Use this simple workflow:
- Make a response list: copy each comment into a checklist and note exactly which sheet will be revised.
- Revise + cloud: use revision clouds and a revision date so changes are obvious.
- Chase consistency: if you change something on one sheet, update every place it appears.
- Resubmit as one coordinated set: one clean package is faster to review than a drip-feed of pages.
The #1 reason resubmissions get re-kicked
You fix the comment on Sheet A… but the same issue still appears on Sheet C. Reviewers notice. Fast. Keep one “source of truth” set and update it everywhere.
Pro tip: if you have multiple versions floating around, your permit timeline will start doing cardio.
Pre-submission checklist (steal this)
Before you hit submit
If your package is complete and consistent, you’ve already done 80% of the “permit game.”
Final reality check
The building department isn’t your design team. They review what you submit. If your submission forces them to guess, they won’t. Build the permit package like you’re trying to make the reviewer’s job easy—because (secretly) that makes your job easy too.
Final builder note
Most permit kickbacks are preventable paperwork problems, not “bad projects.” Get the site plan right, keep drawings consistent, include the required structural/energy proof, and you’ll move faster. And if you do get comments back, respond once—clearly and completely—so your file doesn’t become a recurring series.