Entry in the Urban Planning Licensing Process: What you need to know

When discussing municipal procedures and urban planning operations in Portugal, it is common for small adjustments to arise along the way. Whether it is a change in the project author, the replacement of the site director, or even a deadline extension, these modifications do not necessarily mean that the process must start over. This is where the entry (“averbamento”) comes in — a simple yet essential administrative procedure that allows you to update information already included in a licence or prior communication without unnecessary bureaucracy. This article explains in detail what an entry is, when it applies, who can request it, and its practical implications within construction and urban rehabilitation.

What is an Entry?

An entry is an accessory administrative act aimed at registering specific changes in licensing or prior communication processes already submitted or approved by the Municipality.

“The entry allows information to be updated without changing the essence of the originally approved project.”

Unlike a substantial project modification — which might require a new licence or communication — the entry is used to regularise formal or administrative changes that do not alter the technical or urban content of the approved operation. Think of it as a “data update” within the process, necessary to maintain transparency and compliance in urban operations.

When Does an Entry Apply?

It applies whenever it is necessary to record changes relating to the following:

1. Substitution of Participants

During construction, different professionals or entities might assume roles. The entry registers these official changes:

• Applicant or notifier: change of process holder.

• Project author: replacement of the architect or engineer in charge.

• Site director: change of the technician supervising the works.

• Works inspector: replacement of the person monitoring and controlling the work.

• Construction licence holder: change of the contractor registered with InCI – Construction and Real Estate Institute.

2. Extension of Deadlines

When the initially approved period for construction completion is insufficient, an entry can be requested to extend it. This prevents the expiry of the licence or prior communication and ensures legal continuity.

Typical cases include:

• Finishing phase works needing more time.

• Design changes causing delays.

• Unforeseen factors such as weather or supply issues.

3. Other Administrative Updates

The entry may also record:

• New documents or certificates.

• Updates to property or fiscal information.

• Correction of clerical errors in the process.

Who Can Request an Entry?

Responsibility for communicating the need for an entry depends on who is affected by the change:

• Applicant, Notifier, or Licence Holder: Must inform the Municipality of ownership or title changes.

• Technical Professionals: Outgoing and incoming architects, engineers, or supervisors must ensure the Municipality is duly notified.

• Contractors: If the executing entity changes, the new licence holder must report it within 15 days of the change.

How Does the Entry Process Work?

The entry process is relatively simple and quick:

Step 1: Communication

The applicant or technical professional informs the municipal officer of the process details and requested change.

Step 2: Analysis

The Municipality verifies compliance with legal conditions and confirms that the project’s validity remains intact.

Step 3: Registration

Once validated, the modification is entered into the record for oversight purposes.

Step 4: Proof of Entry (if applicable)

In some cases, an official confirmation document is issued.

Note: The entry does not produce a new licence or prior communication; it merely updates the existing record.

Entry vs Licence Amendment: Key Differences

Aspect	Entry	Licence Amendment
Nature	Administrative data update	Modification of approved project
Impact	Does not change technical content	Alters urban, volume, or use parameters
Procedure	Simple, via communication	Requires new application and approval
Timeline	Quick (15 days to notify)	Depends on complexity
New Licence	Not issued	May be required

Consequences of Non-compliance

Failure to communicate changes requiring entry may lead to legal and administrative penalties:

• Infractions: Omission of required entries (for applicant, designer, director, etc.) constitutes an offence under the Legal Regime for Urbanisation and Building (RJUE).

• Fines: Imposed depending on the gravity of the violation.

• Work Suspension: In severe cases, the Municipality may halt the works.

• Invalid Acts: Documents issued without valid entries can be legally challenged.

Practical Examples

Example 1: Replacement of Architect

During the construction of a single-family home, the original architect withdraws for personal reasons. A new architect takes over, and the change must be entered in the municipal record.

Example 2: Deadline Extension

A rehabilitation project for an apartment building was scheduled for 18 months but delayed due to supply issues. The developer requests a 6-month extension, recorded via entry without a new licence.

Example 3: Change of Site Director

During the construction of a commercial property, the technical supervisor moves to another project. A new engineer assumes the role, and the change is registered by entry.

Practical Advice for Developers and Owners

• Report changes promptly — do not wait until the 15-day limit.

• Keep all documentation organised for inspection purposes.

• Consult your municipal officer if unsure whether a change requires an entry or new licence.

• Work with qualified professionals (architects, engineers, or legal experts) to avoid procedural mistakes.

• Monitor project deadlines and request extensions before expiry.

Final Thoughts

An entry may appear to be a minor detail, but it plays a crucial role in maintaining legal compliance and transparency in construction and rehabilitation projects. Keeping records up to date avoids future complications, from fines to potential project suspensions.

If you are planning or managing a project, treat this step seriously. Working systematically and within the legal framework is always the safest, most efficient route to completing your project successfully.