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Building Code Compliance Form

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BUILDING CODE COMPLIANCE FORM

Recitals

WHEREAS, Building Owner: is the fee owner of the building located at ; and

WHEREAS, Contractor/Compliance Agent: holds required professional licenses and will perform the work necessary to achieve compliance with applicable building codes and regulations; and

WHEREAS, the parties wish to document the scope of corrective work, inspection procedures, certification of compliance, payment terms, and governing law for the referenced project.

Project Identification

Responsible Parties

Scope of Work

Describe with specificity the corrective actions, repairs, alterations, replacement work, testing, or inspections to be performed to achieve compliance with referenced codes. Attach additional plans, diagrams, or cost estimates as required.

Inspection Checklist

Check each item inspected and indicate corrective status. Provide notes for items marked Non-Compliant.

Code References

List specific code sections, editions, or local amendments relied upon for inspection criteria and required corrections.

Payment Terms

The Owner shall pay the Contractor the amounts set forth below in consideration for work and inspections performed under this Agreement. Payments shall be due in accordance with the schedule below. Amounts unpaid after the due date shall incur a late fee and may be subject to suspension of work.

Term and Termination

This Agreement commences on Start Date: and continues until Completion Date: unless earlier terminated in accordance with this section. Either party may terminate for material breach if the breaching party fails to cure within days' written notice. Termination shall not relieve the Owner of payment obligations for work performed and documented prior to termination.

Confidentiality

Each party shall maintain in confidence all non-public technical, financial, and business information disclosed by the other party in connection with this Agreement and shall not disclose such information except to employees, consultants, or contractors who have a strict need to know and who are bound by confidentiality obligations no less protective than those herein. Confidential information does not include information that is or becomes public through no fault of the receiving party or that is required to be disclosed by law, provided the disclosing party is given prompt notice to seek protective relief.

Certification of Compliance

Upon completion of the Scope of Work, the Contractor shall conduct final inspections and prepare a written certificate of compliance stating that the building or the specific systems noted in this form comply with the referenced codes or shall list outstanding deficiencies. The Contractor certifies that work performed under this Agreement will be executed in a workmanlike manner and in conformance with applicable codes and standards.

Governing Law; Entire Agreement

This Agreement shall be governed by and construed in accordance with the laws of the state or jurisdiction where the property is located, without regard to conflict of law principles. This instrument constitutes the entire agreement between the parties with respect to the subject matter hereof. Any modification must be in writing signed by both parties. If any provision of this Agreement is held invalid or unenforceable, the remaining provisions will remain in full force and effect.

Attachments and Records

List attached documents (plans, photographs, test reports, cost estimates) that form part of this compliance record.

Acknowledgment and Certification

The undersigned certify under penalty of perjury that the information contained in this form and any attachments is true and correct to the best of their knowledge, that required permits and inspections will be requested and maintained, and that all work described herein will be performed in accordance with applicable codes, standards, and lawful orders of enforcing authorities.

Owner Printed Name:

By:

Date:

Contractor Printed Name:

By:

Date:

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What the Building Code Compliance Form Is and When it’s Used

A Building Code Compliance Form documents that construction, alteration, or occupancy work meets applicable building codes and inspection requirements for a specific jurisdiction. Typically completed by licensed contractors, registered design professionals, or building officials, the form records project details, code references, inspection results, and any corrective actions required before a certificate of occupancy or final approval is issued. Many local authorities accept electronically completed and signed forms under ESIGN and state electronic signature statutes; check the issuing agency for format and submission rules.

Why a Proper Compliance Form Matters

A complete, accurate compliance form creates an auditable record for permits and inspections, reduces reinspection risk, and supports insurance and resale transactions while clarifying responsibilities for corrections and fees.

Why a Proper Compliance Form Matters

Who Typically Completes and Signs This Form

Common participants include licensed contractors, building inspectors, project owners and design professionals who must certify code conformance.

  • Licensed contractors and trades: Complete scope details, attach permits, and certify work performed and corrections made.
  • Local building officials and inspectors: Record inspection outcomes, code sections cited, and approval or required follow-up actions.
  • Owners, property managers and design professionals: Provide owner contact, project authorization and attest to required documentation on file.

Knowing who completes each section helps route the form correctly and reduces processing delays at the local building department.

Essential Sections to Include in a Professional Form

A well-structured Building Code Compliance Form groups data into clear sections for identification, code references, inspection findings, and certification so reviewers can quickly verify conformity and next steps.

Applicant Info

Project name, permit number, applicant name, license/registration numbers, phone, and mailing address so the permit record is unambiguous and searchable.

Project Description

Brief summary of work performed, occupancy type, square footage, and scope to tie the inspection to the permit and applicable code chapters.

Code References

Cite the specific code editions, sections, and amendments inspected against so acceptance and future enforcement reference the correct standards.

Inspection Results

Pass/fail indicators, deficiencies found, inspector notes, measured values, and required corrective actions listed clearly for contractor follow-up.

Corrective Actions

Describe required repairs, responsible party, target completion date, and reinspection instructions to avoid ambiguous direction.

Certification Statement

Signed and dated attestation by the authorized signer that the facts are true and that work complies or will comply with listed code requirements.

Data and Security Elements to Record

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Audit Trail: Timestamps, IP, and action history recorded
Access Control: Role-based permissions and SSO support
Authentication: Email, SMS, or advanced signer methods
HIPAA BAA: Available when handling PHI
21 CFR Part 11: Compliant options for FDA-regulated records

Step-by-Step: Filling Out a Building Code Compliance Form

Follow these steps to prepare, complete, and submit a compliance form that building officials can process without rework or delay.

  • 01
    Gather Documents: Collect permit, plans, inspection logs, and contractor licenses.
  • 02
    Complete Form: Enter project and code details; attach photos and measurements.
  • 03
    Obtain Signatures: Have authorized parties sign and date the certification block.
  • 04
    Submit: File with the issuing local building department by their accepted method.

How to Configure an Online Completion Workflow

Set these standard workflow options to enforce field completion, signer order, and secure delivery when submitting electronically.

Field Configuration
Authentication Email or SMS code; use stronger ID for critical approvals
Conditional Fields Show required corrective-action fields if inspection fails
Templates Save standardized forms to reduce repetitive entry and errors
Integrations Connect to permitting system or cloud storage for automatic filing

Where and How to Submit a Completed Form

Submission methods vary by jurisdiction; confirm the building department’s accepted channel before filing to avoid rejection.

  • Local Building Dept: Submit via the jurisdiction’s web portal or in-person counter.
  • Online Portal: Use the municipality’s e-permit system with required attachments.
  • Email to Inspector: Send signed PDF only if the agency permits email filing.
  • Third-party Filing: Some municipalities accept filings through authorized third-party platforms.

Digital Signing and eSubmission Requirements

Ensure the platform supports required file formats, signer authentication, and audit trails before e-submitting the form.

  • File Formats: PDF, DOCX and flattened signed PDFs supported
  • Integrations: Salesforce, Google Workspace, Procore and NetSuite available
  • Authentication: Email link, SMS code, or advanced signer authentication

Typical Timelines and Processing Expectations

Processing times and deadlines differ by jurisdiction; use these benchmarks to plan inspections and final approvals.

Inspection Scheduling:

Schedule within the local authority’s stated window, often 48–72 hours

Reinspection Timing:

Reinspection generally scheduled after corrections are reported complete

Final Approval:

Processing for final sign-off may require multiple business days

Certificate of Occupancy:

Issued after all code items are cleared and fees paid

Appeals and Variances:

Allow additional time per local administrative hearing rules

Common Mistakes That Cause Rejection or Delay

  • Incomplete address or permit number prevents the agency from locating project records and causes administrative rejection and delay.
  • Incorrect code citations or edition year lead to mismatched inspection criteria and require supplementary clarification from the applicant.
  • Missing or unsigned certification blocks force return for signatures and create reinspection scheduling gaps and added fees.
  • Poor photo or measurement documentation leaves findings unverifiable and increases likelihood of follow-up inspections.

Penalties and Risks for Incorrect or Missing Forms

Stop-work orders: Work may be halted until compliance is demonstrated
Civil fines: Local fines or daily penalties may apply
Permit revocation: Permit may be suspended or revoked
Liability exposure: Contractors may face increased liability
Insurance denial: Claims may be disputed if noncompliant work
Inspection delays: Project completion timelines can be extended

eSignature Vendor Pricing and Feature Snapshot

Basic pricing and feature availability vary by vendor and plan. Use this quick comparison as a starting point for selecting a solution that supports Building Code Compliance Form workflows.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial, no credit card Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Real-World Examples of Digital Compliance Workflows

These illustrations show how organizations used electronic forms and signatures to streamline inspections and approvals.

Martin Properties

Tim Martin, Founder, used online processing to streamline document handling and reduce in-person steps.

  • Project sign-off moved from paper queues to same-day digital routing.
  • The result reduced scheduling friction, maintained an auditable record for inspections, and helped close occupancy milestones without repeated site visits.

Optica Ventures

Brian Fitzgibbons, COO, adopted digital forms to simplify customer-facing approvals.

  • Field teams completed post-install inspections using mobile devices.
  • That approach kept contractor credentials and inspection photos attached to the permit record, improving traceability and reducing reinspection frequency.

Frequently Asked Questions About Building Code Compliance Forms

Answers to common questions about validity, signatures, corrections, and processing to help avoid delays and rejections.


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