What documents are required to accompany a building application?

We have created this detailed list of requirements for each stage submission to council which we have detailed below.

The general turn around time for the council’s within Ethekweni Municipality is:

LUMS applications:

1 week until we hear a response back from the council

Development Planning applications:

1 – 2 weeks until we hear a response back from the council.

Note: Larger scale projects may take up to 30 days until council provides feedback on your plan submission.

For 1st stage submission to council (LUMS application):

1. Two sets of drawings:
  • Signed by architectural professional
  • One drawing is to be coloured in
  • For estate applications: Drawing need to have an approval stamp by the estate
  • Clear title block to state the owners details and address and erf number of the property
2. Title deed:
  • Must be a registered title deed i.e. not pending transfer etc.

Where do I obtain a copy of my Title Deeds / Surveyor General diagram?

Copies of the Title Deed & SG diagrams are held by the Bond Holder or Owner where not Bonded. Where unable to obtain a copy, contact the Surveyor General’s office:
Pietermaritzburg office: Location: 300 Pietermaritz Street, Pietermaritzburg, 3201

3. SG Diagram:

This will be collected by your architectural professional off the GIS website or office at your local council.

4. LUMS application form:
  • To be signed by both the owner and the architectural professional

5. Proxy letter: (only applicable to companies/trusts etc)
  • On a letterhead
  • If there is only one owner under the company/trust etc then a copy of the company registration documents is required
  • A proxy can only be appointed by another member of the trust/director of the company
6. Previous council approved plans: (n/a for new dwellings)
  • Only the most recent previously approved plan can be used
  • This can be obtained from the council, you will be required to furnish the following:
    • Copy of your ID
    • Not older then 3 months electricity & rates bill
    • ERF number & street address

For 2nd stage submission to council (development planning):

1. Four sets of drawings (two of which are coloured in)
  • Estate applications have to be stamped by the estate
  • Signed by architectural professional
  • Clear title block to state the owners details and address and erf number of the property
2. Title deed
3. SG Diagram
4. Proxy letter
5. 2nd Stage council submission forms:
  • Development planning application form (signed by both the architectural professional and the owner)

  • Form 1 (signed by both the architectural professional and the owner)

  • Form 2 (signed by both the engineer and the owner)

 

  • Form 2 (signed by both the energy efficiency and water reticulation specialist and the owner)
6. 1st stage approval letter
  • Obtained from council upon approval at LUMS stage
7. Previous council approved plan
8. Energy Efficiency report
  • To be signed by the specialist
9. Water reticulation drawings
  • To be signed by both the owner and the specialist
  • Has to be printed in color
10. Engineer reports and drawings
  • To be signed by the engineer
11. Council submission fee
  • This will be obtained at council by your architectural professional and is worked out based on the the amount of m2 added
  • This amount will be paid directly to council upon submission to council

For estate related applications:

All of the above listed items apply however the below is also a requirement by council:

  • Drawings are to be stamped approved by the estate
  • A letter from the estate (on their letterhead) stating that the proposed work is approved
  • Overall site plan of the entire estate/complex is required

What additional paperwork is required where the Registered Owner falls into one of the following categories?

Where the ownership of a property falls within one of the following, additional proof / consent / authority from the “Owner” is to accompany the application forms:
– Sectional Title / Home Owner’s Association Member – Letter of consent from Body Corp./ Home Owner’s Association for proposed work;
– Legal Representative – Separate Power of Attorney and / or where Legal Representative represents an institution, organization, business etc. a Letter of Authority setting out terms of such representation;
– Trust / Close Corp. Member / Company / Religious Organisation / NGO – Letter from Trust / Close Corp. / Company / Religious Organisation / NGO confirming member’s / representative’s status and letter of consent from Trust / Close Corp. / Company / Religious Organisation / NGO for proposed work, or Resolution appointing and authorizing Trust / Close Corp. / Company / Religious Organisation / NGO member’s / representative’s to undertake proposed work;
– Tenant / Other – Letter of Authority from Registered Owner to sign on behalf of Owner and letter of consent from owner for proposed work;
– Deceased Owner – Copy of Death Certificate & Letter of Authority & Consent from Executor or Administrator of the Estate authorizing & consenting Applicant to make such application;
– Insolvent Estate – Letter of Authority & Consent from Trustee or Liquidator of the Insolvent Estate authorizing & consenting Applicant to make such application;
– Minor – Power of Attorney authorizing representative to conduct affairs on behalf of the Minor.

Validity period of 3rd Party Authorizations, Resolutions, Undertakings, Letters of Authority etc.?

3rd Party authorizations, Resolutions, Undertakings, Letters of Authority etc. older than 6 months (from the date of their issue) are considered invalid by the department. Where such authorization etc. exceeds 6 months a NEW authorization etc. will need to be obtained.

Why do I need Title Deeds and SG diagrams to be submitted with a building application?

To confirm ownership, ensure that there are no restrictive conditions prohibiting the proposal, and to identify the extent of the site.

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