Tips and Tricks to Become a Building Permit Pro
By: Lauren Chipman | CEO and Nelly Augustyn | Principal
Congratulations, you’ve just signed the lease for your very first retail space in a bustling mall! The keys are in your hand, your vision is coming to life, and your to-do list is a mile long. Then, just as you start feeling on top of everything, your landlord asks, “Can you send over a copy of your building permit?” Oh no, that wasn’t on your to-do list and suddenly the excitement wavers and the questions begin swirling. Do I really need one? Why? What does this mean? Where do I even start?
Finding answers to these questions can take precious days out of your already overloaded schedule. Together we’ll explore when building permits come into play, how they protect you and your business, and how to navigate the process of obtaining one so you can cut the ribbon at your grand opening right on time.
The purpose of permits
Building permits are official approvals of your renovation plans granted to you, the business owner, by the city, state, or county authorities. Building permits are required for most construction, renovation, or change-of-use projects, meaning projects that repurpose a space for a new use like renovating a former shoe store into a coffee shop. They are an important part of the building process as they allow the building officials to review your proposed construction, modifications, or installations against building codes meant to prevent hazards like electrical fires, structural failures, plumbing issues, and accessibility problems.
For mall retail spaces and restaurants, the most common reasons for obtaining building permits are changing the general layout of the space, adding, moving or relocating walls and doors, installing electrical outlets, sinks, toilets, light fixtures, and kitchen equipment, upgrading the heating and air conditioning systems, plus any exterior changes like moving or adding doors, windows, and signage. If you've leased a "warm vanilla box," a typical sparse mall space with drywall finish, working HVAC, and basic utilities, a permit is typically required before you begin renovations. Cosmetic changes, such as painting, wallpapering, or replacing carpeting/flooring, typically do not require a building permit unless they are part of a larger project.
Pro tip: Complications due to building permit management is one of the top reasons mall stores delay their opening. Starting early ensures you can begin construction as soon as possible and open your doors on time.
“Where do I even start?”
As a business owner, it's wise to start researching local requirements for building permits even before you sign a lease, if possible, as permits can have a major impact on your budget and schedule. To determine whether you need a permit, call your town’s “Building Department” or “Community Development Department.” Be prepared with a written description of the work you are proposing, the name of your mall, and the type of business you plan on opening. You should also note if you are undergoing a change-of-use project.
Next, ask if your work requires any permits and whether there are any authorities that you should speak with. For example, if you are serving food or beverages you may need to call your local health department and have the same conversation. Some local jurisdictions may defer you to the county or state authorities for your permit questions. It’s important to record the names and numbers of the people you speak with in case you need to follow up. If you don’t need a permit, you’ll want to inform your landlord that “Andy from the permit counter in Altoona informed me that since we are reusing the existing point of sale along with the display fixtures and only painting and replacing the carpet, we will not need a permit.”
If your permitting authority confirms you need a permit, go online and review all available FAQs and information — usually found on “Building Department” or “Community Development” homepages. Look for terms like “commercial permits” or “building plan review submittals,” and note how to submit for a permit, how long the “plan review” takes, and any fees associated with the process.
Once you’ve gathered this information, call your contact back with follow-up questions about how this will impact your schedule and budget. A true pro tip for calling any building department is to approach each conversation like you're building a friendship. There will be several times after this initial phone call that you’ll need to use your “phone a friend” lifeline and if you’ve set the stage for pleasant conversation this will make the process much easier to navigate.
Start your submittal
Once you’ve done your research on your local permitting process and how it will impact your proposed project, you can start your submittal. Many jurisdictions use online permitting portals that you — or your architect or general contractor — will need to navigate. These portals typically ask for basic information such as your name, project address, and estimated construction cost. If your jurisdiction doesn’t have an online portal, you’ll need to visit the building department in person to pick up the required paperwork.
Before filling anything out, ask your “new friend” at the building department which fields can be left blank or marked TBD during the initial submittal. Missing a general contractor or an exact construction cost doesn’t necessarily prevent you from starting the process. Many jurisdictions allow TBD placeholders so your application can begin moving, saving you valuable time.
This is also a smart time to look up the associated fees. Many jurisdictions charge both a plan review fee (paid before your review begins) and a permit issuance fee (paid at pickup). Fees may be based on construction valuation, project square footage, or flat rates. Once you have an estimate, call your permitting contact to confirm you’re interpreting the fee schedule correctly — these costs can total hundreds or thousands of dollars and should be incorporated into your budget early.
As you’re going over the website or paperwork, also look for information on plan review timeframes. Before a permit is issued, your plans must be reviewed by a building official for compliance with building codes related to health and safety. Simple projects, like adding a few outlets or a sink, may be reviewed the same day. However, more involved work can take weeks or even months. Jurisdictions usually list a “typical” review timeline, but this is only general guidance. This is a great time to “phone a friend” again. Your contact will know if the department is currently overwhelmed with a large number of reviews.
Keep this in mind
Remember that plan review often happens in rounds, so account for that in your initial planning. After the first review, the plan reviewer may issue comments that your architect or contractor must respond to, followed by a second (usually shorter) review. Once your plans are approved, the jurisdiction moves to the actual permit issuance. If you left the general contractor or construction cost fields as TBD, now is when you must finalize and submit those details. Permit issuance can take an additional week or two depending on workload.
As you can see, each step in the permitting process affects your construction start date — and ultimately your grand opening. It can be a very slow-moving process with lots of back and forth so ideally, you’ve gathered this information early in your leasing process so you can properly plan your budget, the rent for your leased space, and prepare for possible delays.
Pro tip: When making follow-up calls, start with: “I was on your website and saw this information — can you confirm it applies to my project?” Jurisdictions invest heavily in their websites and acknowledging that you used them sets a positive tone, making your conversations smoother and more productive.
See it step by step
Now that you have a general understanding of building permits, their timeframes, and associated costs, let's take a step-by-step look at the overall process. Be sure to verify this simplified process against your local government's requirements to ensure there are no additional steps or fees.
Develop your game plan. Determine what construction projects you need and want to prioritize, then create a strategy based on local requirements around submittal information, timeframe, and costs. If your budget isn’t aligned with these requirements, reconsider the amount of work you are going to do. If you are proceeding with the original renovation plans, start talking to a commercial architect that’s licensed in your state or a licensed general contractor. They will help you budget the remainder of your project.
Prepare your submittal. Gather the necessary paperwork and blueprints for your submittal. If you have retained an architect and they are contracted to help with the permitting process, they will prepare your plans and paperwork for you.
Submit your project for permit plan review. Once you have gathered all necessary documents or an architect you’re working with has ensured all the necessary details are accounted for, you can submit your permit plan for review. Be sure to reference your local jurisdictions permit process timeframe and follow up with your architect to make sure the timeline stays on track.
Await your approval. Permit review times vary widely, and construction cannot begin until permits are approved. Starting construction before a permit is in hand can be associated with hefty fines and neither the jurisdiction nor the landlord will allow you to start work without one.
Start your buildout. Once your submittal is approved and a permit is in-hand, your general contractor can start construction and develop the store of your dreams!
Pro tip: Make sure you have a copy of the approved plans and actual permit posted at your store or restaurant. Since your general contractor will now begin the process of construction, they will be calling for the necessary inspections, and everyone involved will reference both the permitted set of plans and permit number regularly.
Now you’re ready to renovate your store or restaurant with confidence! If you're interested in streamlining the building permit process even further or receiving additional advice, consider working with licensed architects and general contractors during the earliest stages of your project. Commercial architects like Chipman Design Architecture are well versed in the permit process and can help you plan your project successfully.
Lauren Chipman is the Chief Executive Officer of Chipman Design Architecture, where she provides creative leadership for one of the nation’s most established commercial architecture and design firms. A true multi‑disciplinary designer and former performing artist, Lauren brings an unconventional and forward‑thinking perspective to architecture, branding, and the built environment.
Before joining Chipman Design Architecture, Lauren built a successful career as a professional stringed instrumentalist, recording for television, film, and top Billboard artists. That background deeply informs her approach to design leadership today. Her ability to blend creativity with structure allows her to guide complex hospitality, retail, and restaurant projects with both vision and precision.
As a third‑generation leader of a family‑owned firm, Lauren is proud to carry on Chipman Design Architecture’s legacy while continuously pushing it forward. Under her leadership, the firm supports national and global brands including Chick‑fil‑A, Jeni’s Splendid Ice Creams, Ulta Beauty, and Whole Foods Market. Lauren’s entrepreneurial mindset extends beyond traditional architectural practice, emphasizing innovation, adaptability, and long‑term relevance.
Lauren actively integrates emerging technology into the conceptual design process and champions the recruitment of multi‑hyphenate talent with diverse professional backgrounds. By leveraging her experience as an industry outsider, she fosters a culture that values curiosity, inclusivity, and cross‑disciplinary collaboration. The result is a design practice that is both deeply experienced and future‑focused.
Nelly Augustyn has acted as both Project Manager and Project Architect for numerous retail and restaurant accounts, running national expansion accounts for Ulta Beauty, H&M, Potbelly Sandwich Works and Bally Total Fitness. Recent projects include the highly-acclaimed Ulta Beauty Flagship locations in Chicago, IL and Manhattan, NY, in addition to numerous large-scale projects at the American Dream including Barneys New York, Urban Planet and Charlotte Russe.
In addition to skilled coordination with properties and contractors, Nelly has also taken a leadership role in the firm’s mentoring program by acting as an ARE licensure mentor. Nelly’s primary objectives are building strong client relationships, conceptualizing their needs and delivering a beautiful space.
Nelly is a recipient of the 2018 ICSC CenterBuild “Retail Leaders Under 40” award. Her award nomination focused on Chipman Design’s utilization of 3D gaming technology to create fully immersive client experiences for the Ulta Flagship Stores in both Chicago and Manhattan, a brand with which she personally aligns, empowering women in the workforce and body-positive messaging.
