Essential Documentation for Construction Licensing: What You Need to Know Before Submitting

When the time comes to start construction — whether it’s a new build, an extension, or a refurbishment — there is one key factor that determines the success of the process: documentation. Having all the necessary documents properly organised and up to date is the first step to ensuring the municipal licensing process runs smoothly, without delays, refusals, or unexpected additional costs. This post explains, in a clear and practical way, which documents are essential for construction licensing and how to prepare a complete and effective submission.

Why is having the right documentation so important?

The licensing process is a mandatory and highly rigorous stage. An incomplete or incorrect submission can delay project approval for weeks or even months, leading to additional costs, design revisions, and more complex project management. When the process is well prepared, the result is administrative efficiency, technical clarity, and faster municipal decisions.

What are the essential documents?

While the exact list of documents may vary depending on the type of project and the legal framework of each municipality, there are common core elements that are almost always required.

1. Identification Elements

   • Duly completed application form.

   • Identification of the applicant (owner, developer, or legal representative).

   • Tax number, address, and up-to-date contact details.

   • Title deed or other proof of ownership confirming legal rights over the property.

2. Written Project Documents

   • Descriptive and justification report prepared by the responsible architect.

   • Table of areas, uses, and planning indices.

   • Copies of technical statements and complementary opinions.

   • Accessibility plan, where applicable.

3. Drawn Project Documents

   • Location plan and site plan.

   • Floor plans, elevations, and sections at the required scale.

   • Drawings of the existing and proposed states (in the case of alterations or refurbishments).

   • Construction details essential to understanding the architectural solution.

4. Administrative and Legal Documents

   • Updated permanent land registry certificate.

   • Property tax certificate.

   • Architect’s technical responsibility statement.

   • Declarations of use compatibility (where applicable).

   • Responsibility statements from other project designers (engineering, safety, etc.).

5. Other Supporting Documents

   • Acoustic and energy efficiency studies, according to the type of project.

   • External authorities’ opinions (such as Regional Coordination and Development Commissions, Regional Directorates, Health Authorities, among others).

   • Technical data sheets and specialised reports.

   • Site photographs, particularly relevant for rehabilitation works or projects in historic areas.

Tips for an efficient submission

Licensing a construction project is more than just gathering paperwork. It requires strategy and attention to detail. To optimise time and reduce the risk of errors, consider the following practical advice:

• Gather all documents in advance, before opening the process with the local council.

• Check the validity period of each document — some certificates and records expire quickly.

• Organise all documentation digitally according to the municipality’s electronic submission system.

• Engage an experienced architect to ensure technical and legal compliance.

• Keep updated copies of the entire process for future phases or interventions.

Benefits of thorough documentation

A complete, coherent, and well-presented licensing process offers multiple advantages:

• Speeds up technical analysis by municipal services.

• Reduces notifications and requests for clarification.

• Prevents refusals and administrative costs.

• Ensures predictability of project timelines.

• Strengthens the promoter’s credibility with partners and investors.

To consider

Investing time and care in the preparation of licensing documentation is an investment in the project’s own success. A well-licensed project originates from a transparent, safe, and efficient process. The quality of the final construction result largely depends on the strength of the administrative and technical work that precedes it. Rigorous documentation is the cornerstone of a smooth execution.

Need support with the preparation or submission of your licensing process? AC-Arquitetos will assist you at every stage — from the initial survey to final approval. Get in touch with us and make your process simpler, more complete, and more secure.