How to submit corrections and respond to a checksheet or checklist that has been issued by a city plan reviewer. How to respond to a checksheet and make corrections to permits that are issued through the single pdf process.
Follow these steps to submit corrections correctly. If minimal submittal requirements are not met, corrections will be rejected.
Step 1. Make sure all the reviews are complete
Each permit is reviewed by different groups such as Planning and Zoning and Life Safety. All review groups must complete their review before an applicant can submit corrections. When a checksheet has been issued an email notification will be sent to the applicant on file, only.
To find out if reviews are complete, check Portland Maps using a permit or application number. If a review is complete the activity status line will read approved, not req’d, or checksheet. If a review is not complete the activity status line will read open or corr rec'd.
If more than one checksheet is issued it is helpful to respond to all of them at the same time.
If you see that a checksheet is issued and you have not received it, check your email “spam” folder. If you need a copy, contact the reviewer by selecting their name listed under “staff contact” on Portland Maps.
Step 2. Make requested changes
Update plans and other materials and add or remove pages.
Items most often missed by applicants are noted as *Common Rejection Item.
Update an Existing Drawing:
- Include the permit number on the first page of the plan set.
- Add a red cloud or bubble around any area on a plan that is new or modified (Example 1). *Common Rejection Item
- Only cloud or bubbles current changes. Remove cloud or bubbles from previously updated versions of plans.
Adding a new page
When adding a new page that did not previously exist, add a red cloud or bubble around the new page number, only. Do not bubble or cloud the entire page.
Removing a page
To show that a page number is being permanently removed add a red “REMOVED” stamp and submit the page with the rest of the drawings. For example, in a plan set with eleven pages, if page eleven is no longer needed place a “REMOVED” stamp on page eleven and include it with the updated drawings. This is different than updating a page (with red clouds/bubbles around the changes) which lets the reviewer know you are revising and not removing a page in the plan set.
Add a Date Stamp
Add a red date stamp that reads "SUBMITTED" with the date to the bottom right hand corner of each sheet. *Common Rejection Item
- The “SUBMITTED” date stamp is the date you are submitting all response documents. It should be the same on each page.
- Use font size 14 or larger.
- Place the date stamp on all pages being submitted.
Updating Calculations and Packages
For example: structural, geotechnical, wall bracing, truss packages, mechanical and product information.
Name all calculation packets as either Supplemental or Replacement.
- Supplemental calculation packets provide relevant information in addition to the original calculation packet. If calculations are supplemental, name the document “Supplemental.” We recommend adding a “SUPPLEMENTAL” stamp to the first page.
- Replacement calculation packets will swap out the original calculation packet. If calculations are replacing a previous submittal, name the document “Replacement”. Development Services recommends adding a red “REPLACEMENT” stamp to the first page.
For Reference Only
Label any materials requested by the reviewer but are not to be used for construction in red “FOR REFERENCE ONLY”. For example, a reference document may include information about an adjacent building or lot or historical property information.
Step 3. Assemble Checksheet Response Documents
Incorrect or incomplete corrections will be rejected and will delay your project. A complete checksheet response includes uploading the following documents:
- The reviewer issued checksheet.
- The checksheet response form. * Common rejection item
- Ensure every item on the checksheet has a response and includes the location on plans (Example 2).
- Updated plan pages.
- Supplemental or Replacement Calculations (as needed).
- Reference Materials (as needed).
- Correct Formatting:
- Upload pages that have changed, only. *Common rejection item
- PDF files should not be locked or contain electronic signatures. * Common rejection item
- No Cover sheets.
- All files must be in PDF format.
- Drawings should be the same size as those submitted with original application.
- Plans should be in black and white except for “submitted” stamps and clouds/bubbles.
- Ensure a red “submitted” date stamp is on every page. *Common rejection item
- Follow naming conventions and document separation standards described in Step 4.
Step 4. Upload Corrections
- Each checksheet response form should be its own PDF.
- Updated drawings should be in a single PDF and follow the file naming standards (Example 3).
- For more detailed instructions see the file naming standards provided in File Naming Standards Single PDF Process .
Contact Permitting Services, Corrections
- Be sure to have your plans and materials ready before requesting a link.
- Send an email to firstname.lastname@example.org with the subject line: Corrections 20-XXXXXX-CO.
- Staff processes requests in the order received. Please allow up to 5 business days.
- If all reviews are complete, staff sends an upload link to the applicant with instructions. This link is good for 2 business days.
- Applicant uses this link to upload corrections.
- Applicant will be notified if the submittal is incomplete or cannot be accepted.
- Check corrections status on Portland Maps. Allow five to ten business days for processing.