If you are planning a renovation, buying a property, or trying to resolve an old permit, the first step is often finding out what the municipality has on file.
An online property search may provide part of the answer. When records are not available online, a New York Freedom of Information Law request, commonly called a FOIL request, may help you obtain them.
Start with the correct municipality
On Long Island, building records are usually maintained by the town, city, or incorporated village with jurisdiction over the property. The mailing address alone may not identify the correct building department.
A Nassau or Suffolk County office may maintain tax, deed, health, or land records. Permits, approved plans, and certificates are normally handled by the local municipality. Nassau County's Building & Improving a House directory links to many local building departments.
What records should you request?
Depending on the municipality and what it retains, a property file may include:
Building permits and applications
Certificates of occupancy or completion
Approved plans and surveys
Inspection records and sign-offs
Open permits and violations
Zoning or variance decisions
The Town of Islip, for example, states that building-record requests may include surveys, permits, certificates, plans, and inspection reports. Other municipalities use different forms and may release different records.
When is a FOIL request needed?
Some municipalities provide records through an online portal or directly through the building department. Others require a written FOIL request.
FOIL applies to existing government records. It does not require an agency to answer questions, offer advice, or create a report that does not already exist. New York's Committee on Open Government explains the process.
What should the request say?
Provide the property address and, when available, the section, block, and lot numbers. Clearly list the records you want.
Please provide all available building, zoning, and code-enforcement records for this property, including permits, applications, approved plans, certificates, inspection records, violations, and zoning decisions.
Requesting electronic copies can make the results easier to organize and review.
Records are only the starting point
A municipal file does not always match the building as it exists today. A permit may remain open, an old plan may be missing, or work may have changed after approval.
BAWI can compare available records with existing conditions and help determine what may be needed next. Learn more about our permits, legalizations, and approvals services, read our guide to open permits on Long Island, or contact BAWI.
This article provides general educational information. It is not legal advice or a determination about a specific property.
