User Guide: Permit Issuance & Completion

Last updated: January 15, 2026

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Overview

This guide covers the final steps of the permit lifecycle: issuing approved permits and completing records after all inspections pass. The permit issuance process involves verifying all prerequisites, generating permit documents, and notifying applicants. Record completion occurs after the final inspection, when a Certificate of Completion or Certificate of Occupancy is issued.

Workflow Position

[All Reviews Approved] → [Payment Complete] → [ISSUANCE] → [Inspections] → [COMPLETION]

Key Review Tasks

Two Review Tasks manage the final workflow:

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Part 1: Permit Issuance

Prerequisites for Issuance

Before issuing a permit, verify all requirements are met:

Ready for Issuance View

Use or create a dashboard view showing permits ready for issuance:

Filter Criteria:

• Acceptance Status = Accepted (any variant)
• All review status fields = Approved, Approved with Conditions, or Review Not Required
• Payment Status = Paid / Complete
• Issuance Status = Not yet Issued (blank or "Ready for Issuance")

Issuance Review Task Statuses

The Permit Issuance Review Task uses these statuses:

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Issuing a Permit

Step 1: Open the Permit Record

1. Navigate to the permit from your "Ready for Issuance" queue
2. Verify all status fields show approved statuses
3. Confirm payment is complete

Step 2: Pre-Issuance Checklist

Before issuing, complete this checklist:

Step 3: Open the Issuance Review Task

1. Navigate to the Review Tasks related list
2. Find the Permit Issuance Review Task
3. Open the task

Step 4: Issue the Permit

1. Verify the Issuance Review Task shows all prerequisites met
2. Set status to "Issued"
3. Enter issuance date (if not auto-populated)
4. Calculate and enter permit expiration date
5. Add any issuance notes
6. Save the record

Step 5: Generate Permit Document

After issuance:

1. Generate the permit certificate/document
2. Attach to the permit record
3. Document may include:
   • Permit number
   • Property address
   • Scope of work
   • Conditions (if any)
   • Expiration date
   • Inspector/issuance signature

Step 6: Notify Applicant

Upon issuance, the applicant receives notification including:

• Confirmation that permit is issued
• How to access/download permit document
• Permit conditions (if any)
• Expiration date
• Instructions for scheduling inspections
• Contact information for questions

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Re-Issuing a Permit

A permit may need to be re-issued for:

• Correction of errors on original permit
• Change in scope (approved change order)
• Updated applicant/contractor information

Re-Issuance Process

1. Open the Issuance Review Task
2. Set status to "Re-Issued"
3. Document reason for re-issuance in notes
4. Generate new permit document
5. Notify applicant of re-issuance

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Revision Issued

When a permit is issued with approved plan revisions:

1. Confirm revision was approved by reviewers
2. Open the Issuance Review Task
3. Set status to "Revision Issued"
4. Document what revisions are included
5. Generate updated permit document
6. Notify applicant

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Cancelling Issuance

If a permit issuance must be cancelled:

1. Open the Issuance Review Task
2. Set status to "Permit Cancelled" or "Cancelled"
3. Document cancellation reason
4. Notify applicant
5. Process any fee refunds per policy

Reasons for Cancellation:

• Applicant request
• Fraud or misrepresentation
• Property ownership issue
• Project abandoned

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Part 2: Post-Issuance / Inspections

After Permit Issuance

Once the permit is issued:

1. Applicant can begin work (within permit scope)
2. Applicant schedules inspections as required
3. Inspections are conducted at project milestones
4. Inspection results recorded (Pass/Fail)
5. Final inspection confirms project completion

Tracking Inspections

Monitor inspection progress:

• View scheduled inspections on permit record
• Track pass/fail results
• Follow up on failed inspections
• Ensure required inspections are completed

Note: See Inspection-related guides for detailed inspection workflows.

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Part 3: Record Completion

When to Complete a Record

A permit record is completed when:

• All required inspections have passed
• Final inspection shows "Pass" or "Approved"
• No outstanding conditions remain
• Certificate of Completion/Occupancy is appropriate

C of C Review Task

The C of C (Certificate of Completion) Review Task manages the completion process.

C of C Statuses

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Completing a Permit Record

Step 1: Verify Final Inspection

1. Confirm final inspection passed
2. Review all inspection history
3. Verify no failed inspections remain open

Step 2: Verify Conditions Met

If permit was "Approved with Conditions":

1. Review all documented conditions
2. Verify each condition has been satisfied
3. Document how/when conditions were met

Step 3: Open C of C Review Task

1. Navigate to the permit's Review Tasks
2. Find the C of C Review Task
3. Open the task

Step 4: Complete the Record

1. Verify all completion prerequisites met
2. Set status to "Completed"
3. Enter completion date
4. Add completion notes if needed
5. Save the record

Step 5: Generate Certificate

Generate the appropriate certificate:

Certificate includes:

• Permit number
• Property address
• Project description
• Completion date
• Authorizing signature

Step 6: Notify Applicant

Send completion notification including:

• Confirmation of project completion
• Certificate document (attached or link)
• Any final instructions
• Thank you message

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Cancelled Completion

If a record must be closed without completion:

1. Open the C of C Review Task
2. Set status to "Cancelled"
3. Document reason (abandoned project, permit expired, etc.)
4. Save the record

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Status Sync for Issuance and Completion

Issuance Status Sync

When Permit Issuance Review Task status changes:

• Parent permit's Issuance Status field updates automatically
• Reflects current issuance status (Issued, Re-Issued, etc.)

Completion Status Sync

When C of C Review Task status changes:

• Parent permit's C of C Status field updates automatically
• Reflects completion status (Completed, Cancelled)

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Special Scenarios

Permit Extension

If a permit will expire before work is complete:

1. Applicant requests extension
2. Review extension request
3. If approved, update expiration date
4. Generate updated permit document
5. Set Issuance Review Task to "Re-Issued"
6. Notify applicant

Permit Revision (Post-Issuance)

If project scope changes after permit issuance:

1. Applicant submits revision request
2. Route revision through appropriate reviews
3. If approved, re-issue permit with revisions
4. Set Issuance Review Task to "Revision Issued"
5. Update permit document

Partial Completion

Some permits allow partial completion:

1. Verify partial completion is allowed for permit type
2. Document which portions are complete
3. May issue partial certificate
4. Full completion occurs later

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Best Practices

For Permit Issuance

1. Double-check prerequisites - Don't issue until everything is verified
2. Document thoroughly - Include all conditions and notes
3. Calculate dates carefully - Expiration date affects enforcement
4. Verify accuracy - Errors require re-issuance
5. Notify promptly - Applicants are waiting

For Record Completion

1. Verify all inspections - Don't complete with open inspections
2. Confirm conditions met - Document condition satisfaction
3. Generate proper certificate - Use correct certificate type
4. Complete the loop - Ensure applicant receives notification

Quality Control

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Troubleshooting

Common Issues

Q: Permit shows approved but I can't find the Issuance Review Task. A: The Issuance Review Task may not have been auto-created. Create it manually or contact your administrator about permit type configuration.

Q: Applicant says they didn't receive issuance notification. A: Check their email address in the system. Resend notification or provide permit document directly.

Q: Permit was issued with incorrect information. A: Re-issue the permit with corrections. Document the error and correction in notes.

Q: Final inspection passed but C of C task is missing. A: Create the C of C Review Task manually if not auto-created.

Q: Applicant wants to extend an expired permit. A: Check your organization's policy. May require new application or fee.

Q: How do I handle a permit that will never be completed? A: Set the C of C Review Task to "Cancelled" with documented reason.

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Related Guides

• Multi-Department Review Tracking - Monitoring reviews before issuance
• Invoice Generation & Payment Notices - Ensuring payment before issuance
• Inspector Scheduling & Route Optimization - Post-issuance inspections
• Inspection Result Recording - Recording inspection outcomes

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Quick Reference: Issuance Checklist

Quick Reference: Completion Checklist

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For questions about issuance procedures or special scenarios, contact your supervisor.