Apply for site plan approval

Site plan approval is required for most land development before a building permit is issued. For example, when there's a substantial change in land or building use or an increase in size. 

On this page

  1. When to proceed directly to building permit application
  2. Learn about the Site Plan Review Committee
  3. View the site plan application process
  4. How to pay fees
  5. View municipal system alterations requirements

When to proceed directly to building permit application

In the City of Waterloo, most land development requires site plan approval before issuing a building permit. Site plan approval is not required for the following types of land development, construction, and site alteration:  

  • development on a parcel of land containing no more than 10 residential units and no other land uses  
  • education institutional development, as defined by the Site Plan Control By-law
  • farm-related development, as defined by the Site Plan Control By-law
  • extractive uses, as defined by the Site Plan Control By-law
  • construction or alteration of a building or structure that does not substantially increase the size or usability of the building or site, as confirmed through consultation with the city’s Site Plan Review Committee 
  • site works not requiring a building permit, other than the laying out and establishment of a commercial parking lot or the locating of three or more trailers, as confirmed through consultation with the city’s Site Plan Review Committee  

If a property has previously approved site plans and a site plan agreement registered on title, the Site Plan Review Committee must be consulted to confirm whether site plan approval is required for the proposed development, construction and/or site alteration.


Learn about the Site Plan Review Committee

The Site Plan Review Committee (SPRC) reviews applications in accordance with the Site Plan Control Bylaw.

The committee consists of a team of city staff from different divisions, including planning, transportation services, engineering services, and building standards, and representatives from other applicable review agencies such as the Region of Waterloo, Enova Power, Grand River Conservation Authority, and Enbridge Gas.

The Director of Planning has delegated authority to grant final site plan approval.

Contact the Site Plan Coordinator, Jasmine Law by email at jasmine.law@waterloo.ca or by telephone at 519-886-1550 x78108

Contact the Committee Chairperson, Amanda Wyszynski by email at amanda.wyszynski@waterloo.ca or by telephone at 519-886-1550 ext 78759.


Site plan application process

 1. Determine if you need a Zoning Bylaw or Official Plan amendment 

2. Apply for site plan approval

Application submission steps:
  • submit a complete application for Site Plan Approval (PDF), including the required fees, forms, plans, documents, and reports.
  • submit all materials and the application to siteplan@waterloo.ca by the deadline. 
  • once the application is received, the Site Plan Chair and/or Coordinator will be in contact within 10 business days to deem the application complete or incomplete and confirm that the application has been circulated for written comments (comment report).

The following materials are required to be submitted unless you are told otherwise during a pre-consultation meeting or from the Site Plan Chair:

  • cover Letter
  • application form
  • architectural drawing set including site plan, elevations, floor plans and cross sections
  • photometric report
  • landscape plan
  • tree protection plan
  • functional engineering drawings including existing conditions, erosion and sediment control, site grading and site servicing)
  • survey
  • master plan (if applicable)
  • truck turning plan (if applicable)
  • context plan (if applicable)
  • urban design brief (if applicable)

For developments 6 storeys or greater (3 storeys or greater in the Uptown area) also submit:

  • wind study with recommendations
  • shadow study with recommendations

 

2025 application submission deadlines

Submission deadline

Comment report available

*First and third Fridays of every month*

*Generally 1 month after submission date*

January 10, 2025

February 10, 2025

January 24, 2025

February 24, 2025

February 07, 2025

March 10, 2025

February 21, 2025 March 24, 2025

March 07, 2025

April 07, 2025

March 21, 2025

April 23, 2025
April 04, 2025 May 05, 2025
April 17, 2025 May 21, 2025
May 02, 2025 June 02, 2025
May 16, 2025 June 16, 2025

June 06, 2025

July 07, 2025
June 20, 2025 July 21, 2025

July 04, 2025

August 05, 2025
July 18, 2025 August 18, 2025

August 01, 2025

September 02, 2025
August 15, 2025 September 15, 2025
September 05, 2025 October 06, 2025
September 19, 2025 October 20, 2025
October 03, 2025 November 03, 2025
October 17, 2025 November 17, 2025
November 07, 2025 December 08, 2025
November 28, 2025 January 05, 2026
December 19, 2025 January 13, 2026

 

3. Pay the application fee

Pay the application fee by mail, courier or in person.

The fees are updated annually on September 1. The current fees are:

Application type

Fees

September 1 2023 to August 31 2024

Fees

September 1 2024 to August 31 2025

Standard site plan – pre-application consultation 

 

$405.00

$425.00
Standard site plan

 

$9,875.00

$10,270.00
Standard site plan – resubmission with significant redesign

 

$1,265.00

$1,315.00
Major site plan – pre-application consultation $930.00 $970.00
Major site plan

 

$20,250.00

$21,060.00

Major site plan – resubmission with significant redesign

$1,890.00 $1,965.00

Site plan amendment

$1,270.00 $1,320.00

Incomplete site plan 

$140.00 $145.00

 

4. The SPRC will review your application and provide a formal position

The Site Plan Coordinator will assess applications for completeness.

  • Complete applications will be circulated for review immediately upon being deemed complete by the Site Plan Coordinator, with a notification to the applicant. 
  • Incomplete applications will be refused by the Site Plan Coordinator, with a notification to the applicant outlining missing or insufficient information.  

The SPRC will issue a Record of Site Plan Review to the applicant with detailed comments and the committee's formal position on the application. 

Formal positions may include Resubmission, Conditional Endorsement, or Full Endorsement. Engineering Services staff will advise on the acceptance of detailed engineering submissions, subject to functional acceptance of civil engineering plans and related information. 

Consider the following when preparing your submission:

  • Planning Act (Section 41 – Site Plan Control)
  • Interactive Mapping
  • Zoning By-law
  • Official Plan
  • Urban Design Manual
  • Site Plan Control By-law
  • City of Waterloo's Comprehensive Design Guidelines and Requirements Manual
  • Accessibility Standards
5. Address outstanding matters and resubmit your application

If the Record of Site Plan Review requires resubmission, it must be submitted digitally to siteplan@waterloo.ca.  

Matters outlined in the Record of Site Plan Review must be resolved and/or responded to in the resubmission. If necessary, the Site Plan Coordinator will review and circulate the resubmitted site plans and supporting documents. The SPRC will issue another Record of Site Plan Review with a formal position on the resubmission. This step is repeated until the SPRC issues a conditional or full endorsement of the application.

6. Site Plan Review Committee provides endorsement

Upon receiving full endorsement from the SPRC, the Director of Planning conducts final review and approval. The Director may request modifications to the plans and/or additional information.

7. Director of Planning grants approval

If the Director requires no modifications, the plans receive a formal stamp of approval, which is typically conditional.

8. Complete outstanding legal requirements

This step is required if there are agreements (such as special servicing agreements), easements, or other legal requirements to be completed before registering the site plan agreement. At the Director of Planning's discretion, these may be completed after the plans are stamped.

9. Site plan agreement is registered by the legal department

After the plans are stamped, all legal requirements are met, and the city accepts cost estimates for securities, the city will prepare a site plan agreement authorized by the Planning Act. The agreement is signed by an authorized representative of the City of Waterloo, property owner(s), and mortgagee(s) before being registered on the property title. The city will invoice the applicant or owner for all agreement preparation and registration costs.

10. Final site plan approval is released

Once the site plan agreement is registered on title, the Site Plan Coordinator notifies the applicant of the final release of site plan approval. Digital copies of the approved plans and registered site plan agreement are provided.

After this step, before commencing any construction or site alteration, the applicant must obtain all necessary approvals and permits (such as final engineering approval, demolition control approval, demolition permit, and building permit) and pay applicable fees and securities (such as site plan/engineering securities, parkland cash-in-lieu, development charges).


How to pay the application fees

The City of Waterloo accepts payment in person by debit, cash, or cheque.

Make cheques payable to The Corporation of the City of Waterloo. Include the site plan's property address on the envelope or cheque. 

Submit payment by mail, courier or in person.

By mail to:

Waterloo City Centre (IPPW, Planning Division, second floor)
100 Regina St. S.
P.O. Box 337, Station Waterloo
Waterloo ON, Canada, N2J 4A8

In-person or sent by courier to:

Waterloo City Centre (IPPW, Planning Division, second floor)
100 Regina St. S.
Waterloo ON, Canada, N2J 4P9


Municipal system alterations

Municipal systems alterations require a separate application. The process and forms to request an alteration are on the water utilities infrastructure page.