How to prepare a valid planning application

How to prepare a valid planning application

Submitting a valid application is straightforward if you follow our advice. It explains how to ensure your application and supporting documents meet all requirements.

These webpages set out the Local Validation List for Rochford Council which came into effect for all planning applications received from 22 November 2022.

The Local Validation List consultation closed on 8 November 2022.

Before you start...

The Local Validation List for Rochford Council applies to the following application types:

• householder planning permission
• full planning permission
• outline planning permission
• listed building consent
• advertisement consent

Please see the planning applications and fees page for requirements for other application types.

The government also offers general guidance on making a valid application (external website).

What do you need to submit with a planning application?

For an application to be valid and meet our best practice guidelines, you must provide all the information and documents we need to assess it.

If any information is missing, the application will be made 'invalid'. This slows down the application process, so it's best to get your application right first time.

There are 3 types of planning application documents:

• Forms - which are needed for all applications
• Plans and drawings - which are needed for most applications
• Supporting information - which are needed for some applications

Do you need more guidance?

If you want help from a planning officer on preparing your application, use our pre-application advice service.

You can also read our planning FAQs, glossary and guidance on how to apply for planning permission. 

Forms

These forms are needed for all planning applications.

Application form

This form contains your contact information and details about the proposed development.

Please do

• complete, sign, and date the form
• use Planning Portal (external website) to make your submission 

Best practice example

• application form - best practice example [PDF - 2.2MB]

Detailed guidance

Planning Practice Guidance

If you are unable to submit your application online, you can download copies of the application form (external website).

Ownership certificate

This certificate confirms who owns the site. It is included as a section of the application form.

If you need to submit a Notice form, you can download these from the Further Guidance section below.

Please do

• complete only one certificate (A, B, C, or D):
  • Certificate A - Sole ownership and no agricultural tenants
  • Certificate B - EITHER not the owner but know who is OR you are not the sole owner but you know who the other owners / agricultural tenants are
  • Certificate C - EITHER not the owner but you know some of the other owners / agricultural tenants OR you are an owner but only know some of the other owners / agricultural tenants
  • Certificate D - EITHER not the owner and do not know the owner(s) OR you are an owner but do not know any other owner(s) / agricultural tenant(s).

Please do not:

• complete or sign more than one Ownership Certificate

Best practice example

• Application form (including ownership certificate) - best practice example [PDF | 2.4MB]

Detailed guidance

What is an 'owner'?

An 'owner' is anyone with a freehold interest, or leasehold interest the unexpired term of which is not less than 7 years. In the case of highways development, the highway authority are considered an owner.

What is an 'agricultural tenant'?

An 'agricultural tenant' is a tenant of an agricultural holding, any part of which is comprised in the land to which the application resides.

Fee

Fees are set by the government and must be paid for most application types. Please see the planning application types and fees webpage for guidance on what you must pay. 

Please do:

• make your payment online using the Planning Portal
• respond as soon as possible if we contact you for additional payment
• check the government guidance on which types of applications do not need a fee (external website)

Plans and Drawings

The plans and drawings listed below are required for most planning application types.

The specific plan or drawing requirements will depend on what works you want to do.

Block Plan

Please do

• scale at 1:1250 or 1:2500
• show the direction North
• include a scale bar
• provide the scale and specified page size at which the original plan was produced (e.g. 1:1000 at A3)
• number and name plans in a logical manner
• include a title which describes the content

Best practice example

• block plan - best practice example [PDF - 1MB]

Detailed guidance

• Planning Practice Guidance (external website)

Location Plan

Please do

• scale at 1:1250 or 1:2500
• outline the boundary of the site with a solid red line
• outline any other land within the applicant's ownership with a solid blue line
• include within the red line all land necessary to carry out the proposed development (e.g. land required for access to the site from a public highway, visibility splays, landscaping, car parking and open areas around buildings)
• show two roads if possible

Best practice example

• Example and how to buy Ordnance Survey Plans (external website)

Detailed guidance

• Planning Practice Guidance (external website)

Existing and proposed floor and roof plans

Please do

• Scale at 1:50 or 1:100
• label the existing and proposed usage
• clearly show any buildings or walls that are to be demolished
• show new buildings in relation to any adjacent buildings
• include details such as roofing materials, vents and their location

Please do not

• mark the plans with 'do not scale'

Best practice example

• Floor plans - best practice example [PDF - 0.2MB]

Detailed guidance

• Planning Practice Guidance

Existing and Proposed Elevations

Please do

• scale plans at 1:100 or 1:50 and include a scale bar
• clearly show the proposed works in relation to what is already there
• show all sides of the proposal with orientations labelled
• detail the proposed building materials
• detail the style, materials and finish of windows and doors
• include blank elevations
• clearly show any buildings that are adjoining or in close proximity, and detail the positions of the openings on each property
• include a unique reference number on each plan
• include written dimensions, especially for proposed extensions

Please do not

• mark the plans with 'do not scale'
• mark the whole page as 'front, side and rear elevations'

Best practice example

• Elevations - best practice example [PDF - 0.2MB]

Detailed guidance

• Planning Practice Guidance

Existing and Proposed Site Sections

Please do

• scale at 1:50, 1:100 or 1:200
• referenced to known datum level
• show both existing and finished levels

Street Scene Elevations/Views

Please do

• scale at 1:100
• provide various cross sections through a site showing street scene perspectives

Heritage Drawings

Please do

• scale at no less than 1:20
• include elevations and sections
• show all new doors, windows, shop fronts, panelling and other decorative details

Supporting Documents

Air Quality Assessment

Please do

• refer to the Council’s interactive map that includes details on the location of air quality management areas within the District
• demonstrate that the development would be air quality neutral or better

Affordable Housing Statement and/or Viability Appraisal and Report

Please do

• describe how the homes will be kept affordable in perpetuity
• adhere to the Requirement for 10% affordable housing provision for 10 dwellings or more (NPPF), 35% affordable housing provision for 15 dwellings or more (policy H4 of the Core Strategy 2011)
• include plans or details of numbers of affordable units, tenures, numbers of habitable rooms and bedrooms, floor space
• justify any variation from policy

Alternative Site Assessment

Please do

• refer to the allocation plan
• explain why the site is the most suitable for development compared to alternatives.

Archaeological Assessment

Please do

• demonstrate how the development has been designed to enable the preservation of remains of specific importance in situ, or if appropriate arrange for excavation, recording, analysis and reporting of the remains
• include an assessment of the character, condition and extent of any archaeological remains
• clearly stated and analyse the implications for the archaeological and historical value of the site
• clearly show and substantiate the measures proposed to protect the historical and archaeological interest

Bat Declaration 

Detailed guidance

• Natural England – Bats
• Bats: Protection and licences

Biodiversity Net Gain (BNG)

Please do: Development subject to the biodiversity gain condition, the application must be accompanied by the minimum information:

• confirmation that the applicant believes that planning permission, if granted, the development would be subject to the biodiversity gain condition;
• the pre-development biodiversity value(s), either on the date of application or earlier proposed date (as appropriate);
• where the applicant proposes to use an earlier date, this proposed earlier date and the reasons for proposing that date;
• the completed metric calculation tool showing the calculations of the pre-development biodiversity value of the onsite habitat on the date of application (or proposed earlier date) including the publication date of the biodiversity metric used to calculate that value;
• a statement whether activities have been carried out prior to  the date of application (or earlier proposed date), that result in loss of onsite biodiversity value (‘degradation’), and where they have:

• a statement to the effect that these activities have been carried out;
• the date immediately before these activities were carried out;
• the pre-development biodiversity value of the onsite habitat on this date;
• the completed metric calculation tool showing the calculations, and
• any available supporting evidence of this;

• a description of any irreplaceable habitat (as set out in column 1 of the Schedule to the Biodiversity Gain Requirements (Irreplaceable Habitat) Regulations 2024) on the land to which the application relates, that exists on the date of application, (or an earlier date); and
• plan(s), drawn to an identified scale and showing the direction of North, showing onsite habitat existing on the date of application (or earlier proposed date), including any irreplaceable habitat (if applicable).

If this information has not been provided, the local planning authority will likely refuse to validate the application. Within the planning application form applicants will be asked to confirm whether this information accompanies the application. Where these details have been provided elsewhere in accompanying documents, applicants are encouraged to cross-reference to these rather than duplicate this information within the application form.

Applicants should be aware that local planning authorities may request further information relating to biodiversity net gain as part of the planning application.

BREEAM Statement (Building Research Establishment Environmental Assessment Method)

Please do

• include the proposed BREEAM rating to be achieved
• detail how this will be achieved

Construction Management Plan

Please do

Detail how construction will be managed on the site including:

• parking of vehicles of site operatives and visitors
• loading and unloading of plant and materials
• storage of plant and materials used in constructing the development
• include wheel and underbody washing facilities

Crime Impact Statement or Security Consideration Assessment 

Please do

• ensure the statement references how the scheme has considered Secured by Design standards and Park Mark standards.
• have the Crime Impact Statement prepared by a suitably qualified and experienced professional that is able to offer impartial and objective crime prevention advice
• explain with reference to Police approved security products and standards, how the scheme has physically designed out, or mitigated crime and the potential fear of crime
• describe all relevant crime and disorder issues currently experienced in the area
• describe any crime and disorder issues that the proposed development may generate or attract
• explain how these issues might affect future users of the development and the local community
• identify design solutions that will reduce the development’s and the local community’s vulnerability to crime and disorder, and promote a safe and secure development. 

Ecological and Biodiversity Off Setting Assessment

Please do

• engage a suitably qualified and experienced ecologist with the relevant protected species licenses to prepare the information
• complete the assessment before site design

Please do not

• assume the Council will make ecological survey work a condition of planning permission

Detailed guidance

• Great crested newts - When to ask for a survey
• Protected species - When to survey
• Protected species and development: advice for local planning authorities

Economic Statement

Please do

• include costs of the proposed development
• detail any new jobs that are expected to be created or supported
• include community benefits with reference to any regeneration strategies that might be supported by the proposal

Education Assessment – early years & childcare facilities, primary and secondary

Please do

• include an audit of existing provisions locally
• analyse the additional demand for places as a result of the development, the extent to which this might be met within existing schools
• detail existing facilities and whether new places need to be funded, whether physical expansion is appropriate or whether new facilities are needed taking into account additional demand from the development

Environmental Statement (including Habitat Regulations Assessment where necessary)

Please do

• ensure that the assessment is prepared by competent experts
• include a location plan sufficient to identify the land
• give brief description of the nature and purpose of the development, including its location and technical capacity
• explain the likely significant effects of the development on the environment

Detailed guidance

• Environmental Impact Assessment (England and Wales) Regulations 2017

Equality and Diversity Impact Statement

Please do

• evidence that there is adequate access for the less mobile or those with sensory impairment, and adequate adaptability to ensure inclusive design standards for all other buildings
• illustrate how the development proposed promotes equality and diversity
• provide mitigation measures to be implemented for any negative impacts identified

Flood Risk Assessment (FRA) - Surface Water Drainage Strategy (SWDS) and Sustainable Urban Drainage (SUDS)

Please do

• complete the Householder Flood Risk Assessment Form for householder applications
• set out flood mitigation measures
• confirm actions to be taken before and during a flood
• identify all risks of all forms of flooding
• consider climate change
• detail surface water management systems and sustainable drainage systems
• employ a suitably qualified person to conduct the survey
• include sequential and exception tests for major development and sites in flood Zones 2 & 3

Foul Sewage and Utilities Assessment

Please do

• details existing utilities in and around the site
• assess the anticipated impact of the proposed development on existing services
• detail any measures or works required to services to accommodate the proposal
• provide an indicative plan of where the service lines would run. 

Gypsy and Traveller Status statement

Please do

• mark all relevant documents ‘Private & Confidential’

Health Impact Assessment

Heritage Statement

Please do

• include a written statement plus appropriate plans and photographs
• include a schedule of all works, an audit of features of importance
• include an analysis of the significance of archaeology, history and character of the building
• detail the principles of and justification for the proposal,
• assess the impact on the character and appearance
• include a statement of structural integrity for applications for Listed Building Consent where structural changes are proposed or where proposed development may affect structure

Land Contamination Assessment

Please do

• review the historical land use and environment setting
• consult with relevant authorities
• review existing relevant reports
• engage with the LPA for further guidance where needed

Landscape and Visual Assessment

Please do

• Provide an annotated plan of the area indicating positions where each photograph included was taken from
• include photomontages and visuals from all key visual directions with an assessment around the impact of the proposal

Landscaping Details

Please do

• provide detailed plans showing hard and soft landscaping
• detail species, size, density and spacing of all trees, shrubs and hedgerows to be planted
• show areas to be grass seeded or turfed, including cultivation and other operations associated with plant and grass establishment
• use contours to show existing and finished levels
• detail the means of enclosure and any boundary treatments
• include car parking layouts and other vehicular access and circulation areas
• show minor artefacts and structures (e.g. furniture, play equipment, refuse or other storage units, signs, lighting etc.
• provide a maintenance schedule.
• provide sectional and elevation drawings showing the relationship of the buildings and the planting

Lighting / Floodlighting schemes

Please do

• include a plan with beam orientation
• include a schedule of equipment
• detail external lighting and the proposed hours when it would be switched on
• details of luminaires, contour maps of existing and proposed LUX readings and of any light spillage

Materials Schedule

Please do

• provide specifications including name and manufacturer (samples may subsequently be requested)

Noise and Vibration Impact Assessment

Please do

• engage a suitably qualified acoustician to prepare the assessment
• demonstrate sufficient sound insulation (or other mitigation) to avoid any harm to adjacent residents
• detail sound power levels, likely resultant noise levels
• noise-generating locations
• delivery times and opening hours for commercial premises within noise sensitive areas
• details of waste collection
• detail car parking including entrances and exits
• include locations for pubs and clubs

On-Site Renewable and Low Carbon Energy Generation Statement – Energy and Sustainability Assessment

Please do

• demonstrate how carbon reduction would be achieved within the development site
• explain how at least 10% of the energy used by the proposed development will be obtained from decentralised and renewable or low-carbon sources
• explain what percentage of energy used by the development is expected to be from such sources
• if this cannot be achieved, explain why it is not feasible or viable

Open Space Assessment

Parameters plans

Please do

• provide a clear design vision and masterplan
• identify areas of intended development such as residential parcels, commercial, education, etc
• show density and heights

Parking and Access Details

Please do

• scale at least 1:200
• show parking bays for all vehicles (cars/motorcycles/bicycles)
• detail access, refuse collection, location of electric vehicle charging points
• include the position and elevations of any proposed secure storage buildings or enclosures
• include details of any existing / proposed access and parking provision
• include tracking diagrams demonstrating the safe collection of refuse

Detailed guidance

• Detailed guidance is available in Rochford Council – Parking Standards Design and Good Practice Supplementary Planning Document (2010) [PDF - 5MB]

Planning Obligations – both Section 106 Agreements and Unilateral Undertakings – Draft Head(s) of Terms

Please do

• provide evidence of title (copy of the deeds)
• provide written evidence of third party landowner agreement
• confirm whether the any part of the site is subject to a mortgage, with whom that mortgage is held and the name and address of the applicant’s solicitors.
• provide written confirmation that the applicant agrees to pay the Council’s reasonable costs whether or not the matter proceeds or the agreement is completed, plus a fee to reflect the Council’s time in monitoring the implementation of the agreement.

Planning Statement

Please do

• identify the context and need for the proposed development
• include an assessment of how the proposed development accords with relevant national and local planning policies
• state whether emerging policies should be taken into consideration
• set out any material considerations that should be taken into consideration

Play Space Assessment/ Playing Pitch/ Sports justification

Please do

• explain the type, size and number of pitches (if any) to be lost and mitigation proposed
• identify and explain the Sports England's Playing Pitch Policy
• provide supporting information as applicable in accordance with Sport England’s requirements
• identify any deficiencies in the provision publicly available play space
• assess what additional demand from the development is likely, the extent to which this can be met from existing provision and what a proposal may offer by way of improvement and expansion of existing facilities

Statement of Agricultural Justification

Please do

• include a detailed description of agricultural activities
• include a schedule of existing and proposed buildings
• show agricultural land classifications
• provide justification for the development including:
  • an assessment of the existing buildings / facilities on the land
  • their uses and suitability for the agricultural activity carried out
  • the need for additional buildings / works over and above those already existing

Statement of Community Involvement

Please do

• provide information on local groups, local residents and other stakeholders involved in the process
• set out how and when consultation has been carried out and how the needs of equality groups have been considered

Statement of Justification for Demolition, site treatment and management plan

Please do

Include a structural survey with:

• details of the current condition of the building including photographs
• information regarding what works required to enable the building to be re-used for the purpose proposed

Telecommunications Development Statement

Please do

• confirm that the proposal would meet the ICNIRP (International Commission on Non-Ionizing Radiation Protection) guidelines
• list alternative sites considered for the development
• provide evidence of consultation with local schools and day nurseries for full planning applications
• submit a plan indicating the proposed location.
• provide detailed plans of the proposal including photographs and photomontages 

Town Centre / Retail / Leisure Uses Impact Assessment

Please do

• include consideration of alternative available sites with an existing town centre boundary
• detail the quantitative and qualitative need for the amount of floor space proposed
• assess the likely impact of the development on the vitality and viability of existing town centres including the evening economy and rural economy
• detail site accessibility by different means of transport
• assess the likely impact on overall travel patterns and car use

Transport Assessment and Travel Plans

Please do

• identify the impact of the proposed development on local transport networks/infrastructure - road capacity, cycle tracks, pedestrian pavements and public walkways/footpaths, public transport
• identify suitable measures to achieve a more sustainable outcome
• analyse existing and proposed trips by all modes of travel including both destinations and trip origins
• illustrate access to the site by all modes, and the likely modal split of journeys to and from the site
• detail proposed measures to improve access by public transport, walking and cycling
• detail measures to reduce the need for parking and to mitigate transport impacts
• detail loading areas and arrangements for manoeuvring, servicing and parking of vehicles
• include a statement of how new occupiers or customers of the development will use alternative means of travel, which do not involve private vehicle use

Tree survey with associated Aboricultural Impact Assessment

Please do

• engage a suitably qualified and experienced arboriculturist to prepare the information
• conform with the guidance set out in BS 5837:2012 Trees in relation to Design, Demolition and Construction
• demonstrate how factors such as root protection, changes in levels, installation of services, material storage etc. have been given consideration through the design process
• demonstrate that there will be no significant adverse impacts for important trees.
• demonstrate consideration for future issues e.g. the long term effect of changing surfacing or levels or the future pressure to prune or remove trees due to shadowing or encroachment.

Ventilation / Extraction Statement

Please do

• include elevation drawings showing the size and appearance of plant and equipment
• demonstrate that nuisance or pollution from odours / noise generated from the proposed use will be within acceptable tolerances.
• detail the design, siting, finish, of noise generating equipment
• describe any techniques to be applied to attenuate noise or abate odour
• Include the specification of any ventilation / extraction scheme

Youth and community facilities assessment

Please do

• include a review of existing youth and community facilities and the impact the proposed development would have upon existing provision
• identify any proposed mitigation