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Planning application process: a step-by-step guide

Learn more about the stages involved in the planning application process – from start to finish

The two main types of planning permission

1. Detailed planning permission

Applications for detailed planning permission should contain all the details necessary to allow for the likely impacts of the proposed development to be assessed. A detailed permission may still be subject to certain conditions, but it can be used to approve all the main elements, such as site layout, design and access.

2. Planning permission in principle

An application for planning permission in principle is used to establish the principle of a development only. It only needs to provide few, if any, detailed elements of a proposal (eg the layout, design and access). A red line around the application site is the minimum level of detail required, although applicants can submit additional information if they wish to. They are often used for large or major development proposals.

Planning authorities may request more information if they need it to make a proper assessment of the proposal – this could be a habitat assessment for larger sites.

If permission in principle is granted, it must be followed (normally within three years) with a further ‘approval of matters specified in conditions’ application. This will outline the details of the development that must be approved by the planning authority before work can start.

The ecological impacts of a development, particularly large and major developments, should be considered in an application for planning permission in principle, before the approval of matters specified in conditions application. This is especially important if a designated site, such as a Site of Special Scientific Interest, could be affected.

There are a number of other types of applications, such as listed building consent, conservation area consent and advertisement consent, that planning authorities also deal with.

For some developments, such as large-scale renewable energy developments over 50 megawatts (eg a windfarm), a different type of application is made to the Government’s Energy Consent Unit. Applications for marine energy (eg wave, tidal and offshore wind) are made to Marine Scotland.

Planning application process: the breakdown

The planning application process is the journey a planning application goes through, from when it’s submitted through to a decision being made. The following sections provide an overview of the different stages involved in the process. 

1. Submission and validation 

Planning applications are submitted to the planning authority for the area.

The authority checks that the application includes the necessary information for the application to be validated. The date the application is validated marks the start of the consultation. The determination periods and the planning application are then entered onto the online register.  

The online planning register is accessed via the planning authority’s website. It allows you to find, view and make comments on all planning applications. Alerts can also be set up to notify you of any planning applications in your area.

Documents associated with a planning application, including consultation responses from relevant organisations and comments from the local community, are available to view on the online register. However, some documents are not made publicly available, sometimes because they contain sensitive or confidential information, or sometimes the authority just hasn’t added or shared them.

2. Publicity and consultation 

Once a planning application has been validated it needs to be publicised. This involves making the public aware of the proposed development and giving them the opportunity to express their views.   

The planning authority must notify owners and occupiers of properties located within 20 metres of the application site of the proposal. Application notices are posted at the site (or as close to it as possible) and some applications are also advertised in a local newspaper. From publication of an application, there is a 21-day consultation period during which members of the public can comment on the application. 

Construction site

Top tip

You can register with Tell Me Scotland to receive email or text alerts about planning applications in your area. This can be a useful tool to help you stay informed about any proposed developments that may affect your community.

The planning authority must notify the community council for the area, and is also required to consult with specified bodies, known as statutory consultees, before making a decision on an application. The statutory consultees which need to be consulted will vary with each type of development proposed. For example, NatureScot is a statutory consultee for any application that is likely to affect a designated site for nature such as a Site of Special Scientific Interest (SSSI) and Special Protection Areas (SPAs).  

Applications for major and national development proposals are required to carry out a statutory pre-application consultation (PAC) with the local community. As part of this process the applicant must submit a proposal of application notice (PAN) to the planning authority. This will set out how they intend to engage with the community about their proposal. This gives the community the opportunity to put their views directly to the applicant before a planning application is submitted. The applicant must also consult the community council.

A planning application cannot be submitted until at least 12 weeks from when the planning authority received the PAN. Read more about this process in our pre-application engagement guide (see link below under ‘further reading’)

Anyone can make a representation on a planning application and representations may object, support, or make general comments on the application. A representation can ask for certain matters to be considered or can suggest how the proposal could be made acceptable. Representations can also suggest how, if planning permission is likely to be granted, the development may be improved by changes to the design or by imposing planning conditions on the permission.

Valid objections may raise and highlight issues that are reasons to refuse a planning application. Effective representations may prompt the planning authority to impose conditions that make the proposal acceptable, for example by including measures to protect wildlife.  

Male Scottish Crossbill

Top tip

Even if you have missed the neighbour consultation deadline, representations may still be considered up until the application is determined. If you have something relevant to say about a planning application, it’s worth submitting your comments to the planning authority as soon as possible.

3. Determination  

Timescales 
The statutory time limit for deciding planning applications for national or major developments is four months, and for all other types of development, two months. However, in practice it often takes the planning authority longer than this to determine applications – this may be because they are waiting for further information from the applicant. There is also the option for the applicant and the planning authority to formally agree a longer determination period. If this extension is not agreed, the applicant can appeal ‘non-determination.’

The earliest that a planning application can be determined is once the statutory consultation period has expired.  

Assessment 
The planning officer should assess the development proposal by: 

Primarily looking at the Development Plan – what the site is allocated for and what the relevant policies are
Considering any other relevant local and national planning guidance

Usually carrying out a site visit

Looking at the effect on surrounding land uses and the environment

Taking into account all material planning considerations (issues which are directly relevant to the proposal)

Considering all comments received as a result of the consultation process

Considering whether they have enough information to fully consider the proposal and asking for more information if not

Considering legal obligations of the planning authority, such as the Habitat Regulations

Discussing any issues with the applicant

Recommendation and decision 
Most planning applications are determined by planning officers under delegated powers (meaning that decision-making powers are effectively passed to them by the elected councillors).

In certain situations, such as when an application attracts a large number of objections, applications are determined by a planning committee. Each planning authority will have its own ‘scheme of delegation’ and protocols for determining planning applications. This scheme of delegation should be publicly available and can be viewed online or requested.

For every application, the planning officer prepares a report. This contains either an explanation and reasons for a delegated decision or, if the application is to be determined by committee, a reasoned recommendation to either approve with any necessary conditions, or refuse, the application.

A formal decision notice is issued to the applicant, which clearly states whether permission is granted or refused. The reasons for imposing any conditions, or for refusing an application must be specified on the decision notice. A refusal, or the imposition of any of the conditions, may be appealed by the applicant within three months of the decision.  

The planning authority will usually give notice of their decision to anyone who commented on the planning application. 

Ministerial involvement in planning decisions

Scottish Ministers have the power to intervene in the determination of planning applications. They can call in a planning application and make the decision themselves, instead of the planning authority. Read more about this in a statement made by Scottish Ministers in June 2023 and Scottish Government guidance, which sets out the various circumstances in which planning decisions are taken by Scottish Ministers.

Amending a planning permission 

When planning permission is granted, the development proposal must be carried out in accordance with the approved plans, details and conditions.

However, if an approved scheme needs to be amended by the applicant, they can apply to the planning authority for a ‘non-material variation’ to their planning permission. This means the proposed amendments will not significantly change the scheme that was originally granted planning permission. The planning authority can choose to approve the requests provided the proposed change is minor. Applications for non-material variations are not subject to any consultation on the basis that as the change is so minor, no consultation is needed.

Any substantial changes to a planning permission will require a new application. An application to vary or remove a planning condition or conditions may be made under Section 42, Town and Country Planning (Scotland) Act 1997.