Construction Documentation: What Do You Need to Document During Construction?

Quick Overview

Depending on the type of construction and the project phase, you may need, in particular:

• documentation for a building permit, based on which the building authority will evaluate the proposed project,
• construction documentation, which describes the technical design in detail,
• as-built documentation, if the final structure does not exactly match the approved documentation,
• a building inventory, if the original documentation has not been preserved or was never prepared,
• demolition documentation, if a demolition permit is required,
• a construction log or a simple record of the construction, if their maintenance is required by the Building Act.

The documentation for a building permit typically consists of a cover sheet, a summary technical report, site plans, and building plans. However, the exact scope varies depending on the type and complexity of the structure.

Are you unsure what type of documentation your specific construction project requires, or whether the materials submitted to the building authority are complete? We’ll explain what the law requires specifically for your construction project.

What Is Construction Documentation?

Construction documentation is a set of technical and legal documents that describe a construction project. It includes not only drawings but also text reports, calculations, expert opinions, and other attachments. Its purpose is not only to inform the authorities but also to ensure that the construction is carried out safely, functionally, economically, and in compliance with legal regulations.

The entire documentation system is governed by the Decree on Construction Documentation. This decree specifies the scope of project documentation for each phase of the process—from the initial proposal to final inspection. It also specifies the requirements for demolition work documentation, the construction log, and the simplified construction record. According to the Decree on Construction Documentation, construction documentation is mandatory to varying degrees depending on the type of procedure or phase of construction.

Main Stages of Project Documentation

Every construction project goes through several phases. Each phase requires a different type of documentation. Let’s take a closer look at the stages of project documentation:

Documentation for a building permit —replaces the former “project for a building permit.” It is required for most new constructions and major renovations. It must include a cover sheet, a summary technical report, site plans, and building documentation. It also includes a supporting documents section, which contains the opinions of the relevant authorities, statements from utility providers, surveys, the results of surveying activities, and any certificates of conformity for construction products. Without a complete supporting documentation section, the proceedings cannot continue, and the building authority will request that the applicant supplement it.

Construction Implementation Documentation – this serves as a working basis for contractors; it is required for more complex structures. It builds upon the approved building permit documentation and enables the contractor to verify every detail of the structure and prevent additional work.

As-built documentation and building passport – upon completion of construction, the investor must update the project to reflect all deviations and submit the as-built documentation. For smaller, older buildings, a building passport with brief drawings and a basic technical report is sufficient.

Documentation for a Framework Permit – a special type of documentation required by law for selected types of projects, particularly for phased or conceptual projects.

Documentation for a land-use change permit —a new, separate category required when you need to use land for a purpose other than that specified in the zoning plan.

Documentation for building demolition – this is mandatory for any demolition. Without it, the authorities will not issue approval for demolition, and you risk a fine.

Construction log and simplified construction record —a construction log is required for projects carried out by a contractor; for selected projects, typically small-scale ones, a simplified record may be maintained. Both documents must include the identification details of the structure and the parties involved, a chronological record of the progress of work, information on inspections, reviews, tests, and any extraordinary events, as well as the measures taken. The log must be retained for 10 years following final inspection; the authorities may request it at any time during the proceedings.

What exactly must the building permit documentation include?

According to the decree on construction documentation, the documentation for a building permit must consist of four main parts:

1. Cover Report: identification of the structure, the investor, the designer, and a basic description of the project.

2. Comprehensive technical report: characteristics of the site, impact of the construction project, and technical parameters.

3. Site plans: map overlays, relationships to the surrounding area, and connections to infrastructure.

4. Building documentation: floor plans, sections, and elevations; documentation for technical systems.

There is also a supporting documentation section, which includes, for example, statements from the fire department, public health authorities, environmental agencies, or historic preservation authorities.

In some cases, an Environmental Impact Assessment (EIA) is also required.

In practice, we often find that the developer considers the documentation complete simply because it contains all the drawings. However, the building authority will subsequently request that missing opinions, statements from utility providers, or other attachments be provided. It is precisely this incomplete documentation that can significantly prolong the permitting process, even if the building design itself is technically sound.

Construction Documentation: Why Not Skimp on It?

Construction implementation documentation is essential, especially for larger projects or construction sites with complex terrain. This construction documentation supplements the design documentation for the building permit with details such as structural compositions, anchoring and reinforcement, connection details for individual elements, and specifications for construction products and materials.

The scope of the design documentation at this stage is determined directly by the building owner or investor, often in collaboration with the general contractor.

As-Built Documentation

Upon completion of construction, the builder is required to submit the so-called as-built documentation. This documentation records the structure as it was actually constructed —including any deviations from the design documentation.

According to the regulation, this may be either a copy of the certified design documentation with deviations marked, or a separately prepared set of drawings and reports. If you made any modifications during construction that are not shown in the original design documentation, these changes must be added to the documentation.

Be Aware of Changes to the Project Scope During Construction

If the construction is to be altered from what is specified in the issued permit or approved documentation, this may constitute a change in the project scope prior to completion. Such a change may generally be made only with the approval of the building authority. The builder must submit a description of the changes, the revised documentation, and the necessary opinions from the relevant authorities along with the application.

Conversely, certain minor deviations are not considered changes to the project scope prior to completion . These deviations must not alter the building’s floor plan or height, interfere with load-bearing structures, change the intended use, or affect fire safety. Such deviations are recorded in the documentation and assessed during the final inspection.

Whether a specific modification meets these conditions cannot be determined solely based on whether the builder considers it minor. A different window size may be an insignificant deviation in one case, but in another it may affect the building’s appearance, fire safety, load-bearing structure, or the rights of neighbors.

A Common Mistake When Modifying a Building

Builders sometimes assume that a modification does not require approval because it seems technically or financially insignificant to them. However, what matters is not the cost of the modification, but its impact on the approved plans, the load-bearing structure, the building’s dimensions, its intended use, fire safety, and the rights of others. It is therefore safer to have any questionable changes assessed before they are implemented.

Have you changed the layout, dimensions, structure, or intended use during construction and are unsure whether you need a new permit? Consult an expert to determine whether this is a minor deviation or a change to the approved plan before completion that must be discussed with the building authority.

Do-it-yourself construction does not mean no documentation

Have you decided to build on your own, without a construction company? Even in this case, you must have project documentation prepared for the building permit, or construction documentation —depending on the nature and complexity of the project.

The documentation serves not only the building authority but, above all, you. It will help you understand the construction process, avoid mistakes that could affect structural integrity, fire safety, or energy efficiency, and, last but not least, prepare for the final inspection, during which the authority requires proof that the building complies with the project documentation.

Without project documentation, it is very difficult to obtain a final inspection certificate or to register the building in the real estate cadastre.

Are you demolishing a building? You’ll need documentation of the demolition work

It is often overlooked that, under the Building Act, even the demolition of a structure is considered a construction activity and is therefore subject to the requirement to have demolition documentation. This must include:

• a cover report describing the structure to be removed,
• the demolition procedure, including a timeline,
• a description of safety measures, especially if demolition is taking place in a built-up area,
• a plan for the disposal of waste and recyclable materials,
• measures to protect neighboring structures and properties,
• drawings showing the condition of the site before and after the structure’s removal.

Without this documentation, you cannot obtain approval for the demolition of the structure. If you were to demolish the structure without the necessary permit and documentation, you would face not only a fine but also liability for damages if injury or property damage to third parties occurs.

Demolition may give rise to disputes with neighbors, issues with access to third-party property, or liability for damages. We’ll help you verify the conditions for demolition and handle all legal matters before demolition work begins.

Summary

The scope of construction documentation depends on the type of structure, its complexity, and the phase of construction. Before work begins, documentation may be required to obtain a building permit; for more detailed construction projects, documentation for the execution of the construction may also be required. Any changes from the approved documentation must be recorded and, depending on their nature, either addressed as a change to the project plan before completion or documented during the final inspection. If the structure requires a permit, a construction log is typically maintained; for some simple structures, a basic record is sufficient. When a building is being demolished under a permit, the demolition documentation must be submitted. Incomplete documentation or unapproved changes may prolong the proceedings, complicate the final inspection, and lead to administrative proceedings for violations.