Midlothian Council
Education, Communities
and Economy
Fairfield House
8 Lothian Road
Dalkeith EH22 3ZN
Tel 0131 270 7500
Fax 0131 271 3537
www.midlothian.gov.uk/buildingstandards
v7
Application for Copy Documents - Building Standards
This form is to be used for the Building Standards property enquiry services detailed in Parts 5 and 6. Please read
the guidance accompanying this form for more information about each service. A fee is payable for each service.
1. Contact details
a) Applicant b) Agent or conveyancing solicitor (if applicable)
Name:
.....................................................................
Name:
....................................................................
Address:
.....................................................................
Address:
....................................................................
Town/city:
.....................................................................
Town/city:
....................................................................
Post code:
.....................................................................
Post code:
....................................................................
Telephone/mobile:
.....................................................................
Telephone/mobile:
....................................................................
Email address:
.....................................................................
Email address:
....................................................................
2. Details of the property subject to your enquiry
a) Type of property:
Domestic (h
ouse or flat)
Non-domestic
b)
Full postal address of property:
.......................................................................................
Post code:
......................................
c)
Address of property (or site)
at time of construction, if
known, e.g. site name:
d)
Description of work - please
provide as much information
as possible, including:
..................................................................................................................................................
i)
ii)
iii)
details of work carried out,
approximate dates of work,
building warrant reference
number, if known (this is
the most helpful piece of
information).
..................................................................................................................................................
..................................................................................................................................................
e)
Details of any previous owners
and dates of ownership (please
provide all details you have):
..................................................................................................................................................
3. Owner of property (if different from 1.a) above) 4. Your interest in the property detailed in this enquiry
Name:
....................................................................
Owner
Prospective occupier
Address:
....................................................................
Prospective owner
Adjoining building interest
Town/city:
....................................................................
Tenant
Other (please detail)
Post code:
....................................................................
Prospective tenant
.........................................................
Telephone/mobile:
....................................................................
Occupier
.........................................................
Email address:
....................................................................
See guidance note 4 regarding your interest in the property.
5. Request a search of records
Standard Service
Express Service
Cost
Tick to
request
Cost
Tick to
request
a) Search the Building Standards electronic and paper records for a single entry
relating specifically to the work you have detailed in 2.d). For us to be able to
undertake this search, you must provide an approximate date for the work.
The findings of the search will be emailed to you. Please refer to guidance note
6 & 7 below for timescales.
£34.00
£101.00
6. Request for copy documents
Copy of
building
warrant
Copy of
completion
certificate
Copy of
drawings
Standard Service
Express Service
Cost
Tick to
request
Cost
Tick to
request
a) For work undertaken on or after 01 January 1995
i)
Copy of certified building warrant
documentation
Provided Provided Not provided £34.00
£101.00
ii)
Copy of certified building warrant
documentation and maximum of 5
standard plans (see guidance note 9)
Provided P
rovided Provided
£78.00
£233.00
iii
)
In addition to 6. a) ii) above, copies
of additional plans required. Please
provide details of the additional plans
you require:
..................................................................
£3.00
per
plan
£9.00
per plan
..................................................................
..................................................................
b) For work undertaken before 01 January 1995
i)
Copy of certified building warrant
documentation
Provided
(if available)
Provided
(if available)
Not provided £50.00
£148.00
ii)
Copy of certified building warrant
documentation and maximum of 5
standard plans (see guidance note 9)
Provided
(if available)
Provided
(if available)
Provided
(if available)
£110.00
£330.00
iii)
In addition to 6. b) ii) above, copies
of additional plans required. Please
provide details of t
he additional plans
you require:
..................................................................
£5.00
per
plan
£15.00
per plan
..................................................................
..................................................................
7. Payment
If paying by cheque, please enclose your cheque, made payable to Midlothian Council, with this application. For
payments via debit or credit card, telephone 0131 271 3147 during office hours. Please say that your
payment is for Building Standards Copy Documents and give your address. If you paid the relevant fee
using the Council’s telephone payment system, please provide the receipt reference and the date of payment.
Cheque enclosed:
Telephone receipt reference:
.................................
Date paid:
................................
8. Declaration
I declare that the information provided in this application is to the best of my knowledge true and accurate. I
understand that if a search of the Council archive is carried out,
it may not produce any results and, in such an
event, the fee paid is not refundable.
Signed:
...................................................
Block capitals:
...................................................
Date:
...............................
For office use only
Date received:
........................................
Fee:
........................................
Paid:
........................................
Receipt no:
........................................
Target date:
........................................
Initials:
........................................
Notes:
....................................................................................................................................................................................
Guidance notes
1. Access to data and documents
The Building Scotland Act requires local authorities to keep a Building Standards Register for the geographical area of
the authority. The register consists of two parts, Part 1 containing data and Part 2 containing documents.
For work undertaken from 2000 onwards, the Part 1 information on building warrants and completion certificates,
including reference numbers, significant dates (received, valid and decision), details of the applicant, agent and owner,
property address, proposed use and certification, is available online for free from the Building Standards Register, at
www.midlothian.gov.uk/buildingstandards.
For work undertaken before 2000, the same Part 1 information is held on a mix of an electronic system, paper cards and
ledgers. Access can be arranged for free, but you should be aware that finding the information you require can be time
consuming. Viewing of these documents is by appointment only please telephone 0131 271 3419 to book an
appointment.
Copies of documents held in Part 2 can be requested by submitting this form and the required fee.
2. Number of applications
For a single property enquiry, a Copy Documents application and associated fee is required for each building warrant.
For a multiple plot enquiry, a Copy Documents application and associated fee is required for each plot.
3. Fee payment
In all cases, the relevant fee requires to be received before requested documents can be searched for, located in and
retrieved from our archive, and copies issued.
4. ‘Interested party’
For domestic properties, viewing or copying of documents and plans is only available to aninterested party’ (or their
agent). Aninterested party’ is defined as an owner, tenant, or occupier, or prospective owner, tenant, or occupier of the
relevant building or adjoining building. Adjoining land is not considered to be an adjoining building’.
5. Consent for non-residential properties
Due to security matters for non-residential properties, we shall advise if you are required to seek consent from the owner
for viewing or copying documents.
6. Standard Service performance
Our performance target for a response to your Standard Service request is within 20 working days. Where our workload
permits, we will try to respond within a shorter timescale.
7. Express Service performance
Our performance target for a response to your Express Service request is within 3 working days. Please note that the
Express service is offered only if our workload permits. Please call 0131 271 3419 to discuss, prior to submitting your
Express Service request.
8. Issue of building warrant documentation
If you have only requested copies of a building warrant and a completion certificate, scanned copies of documents will
be emailed to you. If emailing is not suitable, we can arrange for the documents to be posted out to you.
9. Standard set of copy drawings or plans
Where available, a standard set of copy drawings and plans includes 5 documents, encompassing a site plan, a floor plan,
elevations, sections and a specification. Other documents cannot be substituted for these documents. If you require
additional copy drawings and plans, please provide details in Part 6 of the form.
10. Issue of drawings and plans
Copies of drawings and plans will be issued as paper copies.
11. Copyright notice on issued drawings and plans
Copies of drawings and plans will be overmarked: This copy has been made by or with the authority of Midlothian
Council pursuant to Section 47 of the Design and Patents Act 1988. Unless that Act provides a relevant exception to
copyright, the copy must not be copied without the prior permission of the copyright owner.’
12. Returning your application and fee
Please return your form and fee to:
Mail: Building Standards, Fairfield House, 8 Lothian Road, Dalkeith Midlothian EH22 3ZN
Email: building.standards@midlothian.gov.uk
13. Further guidance
Further guidance is available on our website, at www.midlothian.gov.uk/buildingstandards
14. Data Protection Act 2018
For information on how your personal data is used by Building Standards visit our data protection page here.
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