Tenants lose weeks by assuming one approval covers everything. A franchise operator gets the landlord's sign-off on the design and books trades, then discovers the new shopfront sign needs a planning permit. A café gets its building permit, then learns the use itself needs council approval in that zone. This guide sets out what each approval does, and the order that saves time.
What is a planning permit?
A planning permit is issued by the local council (the responsible authority) under the local planning scheme. It deals with how land is used and developed. For a commercial fitout, the common triggers are:
- Use: whether your proposed use (for example a restaurant, gym, medical centre or place of assembly) is permitted in that zone without a permit
- Signage: business identification and other signs are controlled under Clause 52.05 of the planning scheme
- Car parking: a new or more intensive use can trigger car parking requirements under Clause 52.06
- External works: shopfront changes, awnings or plant on the roof may need approval, especially in a Heritage Overlay
- Overlays: heritage, design and development, or flooding overlays can add permit triggers
For many internal office and retail fitouts, no planning permit is needed at all. The only way to know is to check the zone and overlays for the exact address, which you can do with a free planning property report.
What is a building permit?
A building permit is issued by a relevant building surveyor, private or municipal, under the Building Act 1993. It confirms the proposed construction complies with the Building Regulations 2018 and the National Construction Code. It covers structure, fire safety, egress, accessibility, energy efficiency and essential safety measures.
Most fitouts that change walls, ceilings, fire services, exits or the use of the space need one. At the end of the job, the surveyor issues an occupancy permit or a certificate of final inspection.
What is landlord or centre approval?
This is a contractual approval, not a statutory one, but it is just as real. Most commercial and retail leases require the tenant to get the landlord's written consent to the fitout design before work starts. Shopping centres go further, with a tenancy design manual or fitout guide that sets rules for shopfronts, materials, services connections, working hours, contractor inductions and insurance.
Landlord approval often comes with conditions: use of nominated fire services contractors, after-hours work for noisy trades, and a make good obligation at the end of the lease.
In what order should you get them?
- Check the planning position first. If the use or signage needs a planning permit, start early. It usually takes the longest and can change the design.
- Prepare concept design against the landlord's criteria and submit for landlord approval in principle.
- Engage the building surveyor early. A surveyor who sees the concept before documentation is complete can flag fire, egress and access issues while they are cheap to fix.
- Finalise documentation, then apply for the building permit.
- Get final landlord approval on the permit set, including services and fire drawings.
- Start work only once the building permit is issued and the landlord has signed off.
- Close out: inspections, occupancy permit or certificate of final inspection, updated essential safety measure records, and the landlord's handover requirements.
What changed recently for licensed venues?
Since 1 July 2025, a planning permit is no longer required in Victoria just for the sale and consumption of liquor. Amendment VC286 deleted Clause 52.27 (Licensed premises) from the planning provisions. A permit may still be needed for the underlying use, such as a bar or restaurant, depending on the zone. You still need a liquor licence from the Victorian liquor regulator.
Common mistakes we see
- Signing a lease before checking whether the use needs a planning permit
- Ordering signage before confirming whether it needs a permit
- Treating landlord approval as if it were a building permit
- Starting demolition or strip-out of the previous tenant's fitout before the permit is issued
- Leaving the building surveyor until documentation is "finished"
How AxisPro helps
We map all three approvals at the start of every commercial fitout and build the programme around the longest one. On design and construct projects, we coordinate the planning, building surveyor and landlord submissions so that one approval does not quietly invalidate another.