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A well-designed extension can still be delayed if the documentation does not answer council’s practical questions. Knowing how to prepare plans for council approval means treating your drawings as a coordinated construction and compliance package, not simply a set of attractive concepts. For Sydney homeowners, that preparation can make the difference between a clear assessment pathway and repeated requests for more information.

The right plans show what you want to build, how it fits on the site, and how it complies with the planning controls that apply to your property. They also need to align with the reports, consultant advice and construction scope that sit behind them.

Start with the approval pathway

Before plans are developed in detail, confirm which approval route applies. Many substantial home extensions, renovations, rebuilds and heritage works require a Development Application (DA) assessed by the local council. Other projects may qualify for Complying Development Certificate (CDC) approval through an accredited certifier, provided they meet the relevant NSW planning standards.

This distinction matters because a CDC is generally more prescriptive. If your proposal falls outside the required setbacks, height limits, site coverage rules or other development standards, a DA may be necessary. A DA allows for a broader merit assessment, but it can also require more supporting documentation and longer assessment timeframes.

Do not rely on assumptions based on a neighbour’s renovation or an online floor plan. Controls vary between council areas and may be affected by zoning, bushfire risk, flood mapping, heritage status, easements, environmental overlays and the size or shape of the block. Early due diligence avoids investing in a design that cannot be approved without major changes.

How to prepare plans for council approval in NSW

Council-ready plans begin with accurate information about the existing property. A measured site survey is often the foundation, particularly for an extension, second storey addition or new build. It identifies boundaries, levels, existing structures, significant trees, drainage features and neighbouring conditions that can influence the design.

Your architect, building designer or draftsperson can then prepare a coordinated drawing set. For most residential DAs, this includes a site plan, existing and proposed floor plans, elevations, sections, roof plan and demolition plan where applicable. Drawings must be clear, scaled and consistently labelled. Dimensions, room names, window locations and building materials should be easy for an assessor to understand without filling gaps with assumptions.

Show the site, not just the house

A floor plan explains internal layout, but council also needs to see how the proposal interacts with the land around it. The site plan should identify boundaries, north point, setbacks, private open space, driveways, parking, landscaped areas, stormwater arrangements and existing buildings. Where relevant, it should also show neighbouring windows, building locations and level differences.

This is particularly important on narrow Sydney blocks, sloping sites and properties close to adjoining homes. An upper-level addition that appears reasonable on a floor plan may create overlooking, overshadowing or privacy concerns once it is tested against the surrounding context.

Use elevations and sections to address height, privacy and light

Elevations show each external face of the proposal, including overall heights, windows, doors, roof form, finishes and natural ground levels. Sections cut through the building to demonstrate floor levels, ceiling heights, roof construction and the relationship between new and existing areas.

These drawings help establish whether the works comply with height controls and whether they will affect neighbours. They should accurately show screening, obscure glazing, window placement and balcony treatments where privacy is an issue. If the project involves a second storey, rear addition or boundary wall, precise level information is essential.

Avoid leaving materials as vague notes such as “finish to be confirmed”. Councils do not need every tapware selection, but they do need enough detail to assess the built form and streetscape impact. Identify key cladding, roofing, external colours and major landscape treatments, especially in conservation areas.

Coordinate the reports that support the drawings

Plans are only one part of an approval submission. The supporting documents required depend on the site and scale of work, but they must match the drawings exactly. A discrepancy in roof area, window placement or finished floor level can trigger questions, revised reports and lost time.

A planning statement or Statement of Environmental Effects commonly explains the proposal and assesses it against applicable controls. For an extension, it should address issues such as setbacks, building height, floor space, privacy, solar access, landscaping, parking and neighbourhood character. A clear statement does more than repeat dimensions – it explains why the design is appropriate for the site.

You may also need specialist reports. Common examples include a BASIX assessment, NatHERS energy rating, stormwater concept plan, waste management plan, landscape plan, arborist report, bushfire assessment, flood report, geotechnical investigation, acoustic report or heritage impact statement. Not every project requires every report. The correct package depends on the property constraints and the development proposed.

Heritage properties demand particular care. Council will usually expect documentation that identifies the original building, explains the significance of affected elements and demonstrates that additions are sympathetic in scale, form and material. A modern extension can be possible, but it needs to respect the character of the existing home and its streetscape setting.

Design for compliance before lodging

The most efficient time to resolve planning concerns is during design, not after lodgement. Test the proposal against the planning controls early, including setbacks, height, floor space ratio, landscaped area and private open space requirements. Consider solar access and privacy from both your home and adjoining properties.

There are trade-offs. Maximising floor area may reduce landscaping or compromise a setback. A large rear window can improve light and connection to the garden, yet create privacy concerns for a neighbour. On a constrained site, a modest adjustment to window height, roof pitch or extension footprint can produce a far stronger application than trying to defend an avoidable variation.

Where a proposal does not strictly meet a numerical control, it may still be capable of approval through a DA. However, the plans and planning statement must clearly demonstrate that the design achieves the intent of the control and does not create unreasonable impacts. This is where experienced design, planning and construction input is valuable.

Make the documents buildable, not just approvable

Council approval is a major milestone, but it is not a complete construction document set. Approved plans establish what can be built. Before work starts, the project also needs detailed documentation for construction approval, certification, trade coordination and pricing.

For homeowners, this is where vague plans can become expensive. A builder asked to quote from incomplete drawings must allow for assumptions, exclusions or provisional sums. That makes it harder to compare prices and harder to control variations once work is underway.

Detailed pre-construction planning should resolve structural requirements, waterproofing interfaces, drainage, electrical layouts, joinery, finishes and relevant Australian Standards. A transparent builder will explain what is included in the quoted scope, what still requires selection, and what approvals or consultant inputs remain outstanding.

At H.E.A.R, council documentation is considered alongside buildability from the outset. That helps ensure the design responds to compliance requirements while remaining practical to construct, price and manage on site.

Check the package before submission

Before lodging through the NSW Planning Portal or providing documents to a certifier, conduct one final coordination review. Confirm that the site plan, floor plans, elevations, sections and consultant reports all show the same proposal. Check addresses, lot details, drawing numbers, revision dates and scales. Ensure existing and proposed work is clearly distinguished.

It is also worth reviewing the plans from a neighbour’s viewpoint. Can you see how the extension will manage overlooking? Is the new roof height clear? Have retaining walls, trees, drainage and outdoor areas been properly shown? If a reasonable question is obvious at this stage, address it before it becomes a formal request from the assessing authority.

Careful approval planning is not about creating unnecessary paperwork. It is about giving council, certifiers, consultants and your builder one clear version of the project to work from. That clarity protects your budget, supports quality workmanship and gives your renovation a stronger start long before the first site works begin.