To get a copy of a certificate of occupancy, contact the city or county building department where the property is located, give them the address, and pay the copy fee. Most jurisdictions let you request one online, in person, or by mail or email, and fees generally run modest. The rest comes down to knowing which office handles it locally and having the right property details ready.
Which Local Office Issues Certificates of Occupancy
Certificates of occupancy are issued by city or county governments, not by any state or federal agency. The department name varies by jurisdiction. It might be Building and Safety, Code Enforcement, Planning and Development, or Permits and Inspections. In unincorporated areas, the county handles it. Within city limits, the city department usually does.
The quickest way to find the right office is to search your city or county government website for “certificate of occupancy.” Most municipal sites have a building permits or property records page that explains the local process. If the site is unhelpful, call the main government information line and ask to be transferred to the department that handles building permits. That office either issues COs directly or can point you to the one that does.
What to Have Ready Before You Ask
Gather these details before you contact the department. Missing information is the most common reason a request stalls.
- Full property address, including unit or suite number for multi-tenant buildings. This is the single most important identifier.
- Parcel identification number, listed on your property tax bill as a parcel number, APN, or PIN. Not every jurisdiction asks for it, but it prevents confusion when multiple properties share similar addresses.
- Current owner’s name. Some departments limit who can request a CO or ask for the owner’s authorization.
- Approximate construction or renovation date, which helps the department narrow down which CO applies when a property has had multiple permits over the years.
If you are requesting a CO for a property you do not own, which is common during a real estate purchase, ask the building department whether they require written consent from the owner or whether COs are treated as public records available to anyone. Policies differ.
It also helps to know what you actually need. A lender or a buyer’s attorney will usually want a certified copy. A contractor checking use classification may only need to see the record. Ask before you order, because certified copies often cost more and take longer.
Three Ways to Request a Copy
Online Portals
Many larger cities and counties keep searchable databases where you can look up permits and certificates of occupancy by address. Some let you view and download the document directly. Others let you verify a CO exists and then require a formal request for a certified copy. Searching is usually free; downloading or ordering a certified copy may carry a fee.
Search your city’s name plus “permit lookup” or “certificate of occupancy search.” If the jurisdiction has a portal, you can often get what you need in minutes without a phone call or a visit.
In Person
Walking into the building department is the most reliable method when the online system is limited or you need a certified copy quickly. Bring photo ID and your property details. Many offices can pull the record and print a copy while you wait, though certified copies sometimes take a day or two. Some departments take walk-ins; others require an appointment. Call first.
Mail or Email
Most building departments accept written requests by mail, and a growing number accept email. Check the department’s website for a request form. Some jurisdictions require a specific form; others accept a plain letter that identifies the property and the document you need. Include your return address, contact information, and payment if the department wants the fee submitted with the request rather than invoiced later.
Public Records Request as a Backup
If the building department has no clear process for CO copies, or is unresponsive, you can submit a formal public records request under your state’s open records law. Every state has one, though the names differ (Freedom of Information Act, Public Records Act, Open Records Act, Right to Know Law). The federal Freedom of Information Act applies only to federal agencies, not to state or local governments, so use the state-level version.1FOIA.gov. How to Make a FOIA Request It is a heavier tool than most situations need, but useful when a department is slow or claims a record is unavailable.
Fees and How Long It Takes
Fees vary by jurisdiction but are generally modest. Most departments charge somewhere between $25 and $100, with higher amounts for certified copies, expedited processing, or records that require archival retrieval. Payment methods typically include credit cards, checks, and money orders. Some online portals accept electronic payment only.
Processing time depends on how the department stores its records. Offices with digitized files can often produce a copy the same day for walk-in requests or within a few business days for mail requests. Departments still working from paper archives may need a week or more to locate and copy the document. If you have a closing date or a business license deadline, order the copy well in advance and ask the office for a realistic timeline upfront.
If No Certificate Is on File
Not every building has a CO on file. Older properties built before CO requirements were widely adopted are the most common gap. Many jurisdictions did not begin requiring them until the mid-twentieth century. Records also get lost in office moves, fires, or transitions to digital systems. And some properties were built or renovated without proper permits, so no CO was ever issued.
You have a few options when the record is missing:
- Ask about a Letter of No Objection. Some building departments issue these for older buildings that predate CO requirements. The letter confirms the department has no record of violations or objections to the current use. It is not a full CO, but lenders and title companies often accept it as a substitute.
- Look for alternative documentation. Original building permits, final inspection reports, or historical property records from the tax assessor’s office can sometimes establish that a building was constructed and inspected properly, even if the CO itself is missing.
- Apply for a new CO. If nothing else works, the building department may require a fresh inspection to verify the property meets current codes before issuing one. For older buildings that do not comply with modern standards, this can trigger costly upgrades. Talk to the department before assuming a full inspection is required. Some jurisdictions apply less stringent standards to existing buildings that have been continuously occupied.
This problem catches sellers off guard during real estate transactions, sometimes only after going under contract. If you own an older property and plan to sell later, checking on the CO status now avoids scrambling then.
Make Sure You Are Asking for the Right Document
Two situations cause people to end up with the wrong paperwork.
A certificate of completion is not a certificate of occupancy. A completion certificate confirms that a specific scope of permitted work was finished and inspected, but it does not establish the building’s occupancy classification. A remodeled kitchen gets a certificate of completion. A warehouse converted to apartments needs a new certificate of occupancy because the classification changes from industrial to residential. A lender or licensing authority that asks for a CO will likely reject a completion certificate.
A temporary certificate of occupancy is also not a final one. A TCO lets a building or portion of a building be occupied before all permitted work is finished, as long as the occupied area is safe. Validity periods typically run 30 to 90 days, though some jurisdictions allow up to 180. When a TCO expires, the owner must obtain a final CO or apply for a renewal, and renewal is not guaranteed. If you are buying a property or signing a lease, confirm which document exists before you commit. Whoever owns the property when a TCO expires inherits the obligation to finish the work and obtain the permanent certificate.