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How to prepare a valid planning application

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How to prepare a valid planning application

Submitting a valid application is straightforward if you follow our advice. It explains how to ensure your application and supporting documents meet all requirements.

These webpages set out the Local Validation List for Rochford Council which came into effect for all planning applications received from 22 November 2022.

The Local Validation List consultation closed on 8 November 2022.

Before you start...

The Local Validation List for Rochford Council applies to the following application types:

  • householder planning permission
  • full planning permission
  • outline planning permission
  • listed building consent
  • advertisement consent

Please see the planning applications and fees page for requirements for other application types.

The government also offers general guidance on making a valid application (external website).

What do you need to submit with a planning application?

For an application to be valid and meet our best practice guidelines, you must provide all the information and documents we need to assess it.

If any information is missing, the application will be made 'invalid'. This slows down the application process, so it's best to get your application right first time.

There are 3 types of planning application documents:

  • Forms - which are needed for all applications
  • Plans and drawings - which are needed for most applications
  • Supporting information - which are needed for some applications

Do you need more guidance?

If you want help from a planning officer on preparing your application, use our pre-application advice service.

You can also read our planning FAQs, glossary and guidance on how to apply for planning permission. 

Forms

These forms are needed for all planning applications.

Application form

This form contains your contact information and details about the proposed development.

What must you do? When is it needed? Why is it needed? Further guidance
Fill in all relevant parts of the form accurately. All applications To process and record your application. See detailed guidance below

Please do

  • complete, sign, and date the form
  • use Planning Portal (external website) to make your submission 

Best practice example

Detailed guidance

Planning Practice Guidance

If you are unable to submit your application online, you can download copies of the application form (external website).

Part of application form What it means Further guidance
1. Applicant name and address    
2. Agent name and address   Only complete if you are using an agent
3. Description of proposed works A clear and specific description of the works you want to do Be specific about the works you want to do, and explain where the works will take place on the site
4. Site address The address of the property or site where you want to carry out the works  
5. Pedestrian and vehicle access, roads and rights of way Details of any new or changed pedestrian and vehicle access points  
6. Pre-application advice Have you used our Planning Advice service? If you've used the service, write the reference number and the names of any planning officers you spoke to
7. Trees and hedges Details of any trees on site, and any trees within falling distance of your proposed development Please mark the position of trees on a scaled plan and include the plan reference number in this section of the form
8. Parking Details about if the works will affect existing parking arrangements  
9. Authority employee/member Declaration of whether you are:a member of staffan elected memberrelated to a member of staff, orrelated to an elected member of the council  
10. Materials Details of the materials you will be using for your works Describe the existing and proposed wall, roof, and window and door materials. Include the colour and type of materials
If you've labelled the materials on your plans instead, please include the plan reference numbers in this section of the form
11. Ownership certificates and agricultural
land declaration		 Confirm whether you're the owner of the property and fill in the right certificate Details on which certificate you should complete are in the Ownership Certificate section of this webpage
12. Planning Application Requirements - Checklist A checklist of everything you need to submit  
13. Declaration Confirm that you've submitted all necessary documents, and check all the information in the form is correct Before you submit the form, double check:Are my contact and address details correct?Have I fully described the work I want to do?Have I submitted a site plan and a location plan?Have I submitted the existing and proposed drawings? Do I know the correct fee to pay?Do my plans all have scale bars and written dimensions?Are there any other documents I need to submit?
14. Applicant details   Check that your email address is right, as this is how we will usually contact you
15. Agent details   Only complete if you are using an agent
16. Site visit Confirm whether the site can be seen from a public road  

Ownership certificate

This certificate confirms who owns the site. It is included as a section of the application form.

If you need to submit a Notice form, you can download these from the Further Guidance section below.

What must you do? Why is it needed?
Complete and submit either Certificate A, B, C or D with your application It's a national requirement to confirm site ownership and whether the owner is aware of the application.The Town and Country Planning (Development Management Procedure) (England) 2015 (as amended).

Please do

  • complete only one certificate (A, B, C, or D):
    • Certificate A - Sole ownership and no agricultural tenants
    • Certificate B - EITHER not the owner but know who is OR you are not the sole owner but you know who the other owners / agricultural tenants are
    • Certificate C - EITHER not the owner but you know some of the other owners / agricultural tenants OR you are an owner but only know some of the other owners / agricultural tenants
    • Certificate D - EITHER not the owner and do not know the owner(s) OR you are an owner but do not know any other owner(s) / agricultural tenant(s).

Please do not:

  • complete or sign more than one Ownership Certificate

Best practice example

Detailed guidance

What is an 'owner'?

An 'owner' is anyone with a freehold interest, or leasehold interest the unexpired term of which is not less than 7 years. In the case of highways development, the highway authority are considered an owner.

What is an 'agricultural tenant'?

An 'agricultural tenant' is a tenant of an agricultural holding, any part of which is comprised in the land to which the application resides.

Fee

Fees are set by the government and must be paid for most application types. Please see the planning application types and fees webpage for guidance on what you must pay. 

What must you do? Why is it needed? Further guidance
Pay the correct fee for your application type. Planning fees are a national requirement set out in The Town and Country Planning (Fees for Applications, Deemed Applications, Requests and Site Visits) (England) Regulations 2012. View the list of planning fees in England (external website).Use a planning fee calculator (external website) if you're unsure about how much you need to pay.

Please do:

Plans and Drawings

The plans and drawings listed below are required for most planning application types.

The specific plan or drawing requirements will depend on what works you want to do.

Block Plan

What must you do? When is it needed? Why is it needed? Further guidance
Submit a plan of the site showing the development in relation to the boundaries and existing nearby buildings All applications This is a national requirement set out in The Town and Country Planning (Development Management Procedure) (England) 2015 (as amended). See this guide on how to prepare a site plan (external website).You can use an external service to buy a site plan (external website).

Please do

  • scale at 1:1250 or 1:2500
  • show the direction North
  • include a scale bar
  • provide the scale and specified page size at which the original plan was produced (e.g. 1:1000 at A3)
  • number and name plans in a logical manner
  • include a title which describes the content

Best practice example

Detailed guidance

Location Plan

What must you do? When is it needed? Why is it needed? Further guidance
Provide a plan showing the location of the development site in the context of the surrounding area All applications This is a national requirement set out in The Town and Country Planning (Development Management Procedure) (England) 2015 (as amended) The size of the application site can in some cases determine the fee payable for the application and should be carefully drawn

Please do

  • scale at 1:1250 or 1:2500
  • outline the boundary of the site with a solid red line
  • outline any other land within the applicant's ownership with a solid blue line
  • include within the red line all land necessary to carry out the proposed development (e.g. land required for access to the site from a public highway, visibility splays, landscaping, car parking and open areas around buildings)
  • show two roads if possible

Best practice example

Detailed guidance

Existing and proposed floor and roof plans

What must you do? When is it needed? Why is it needed? Further guidance
Provide plans showing the existing and proposed layout of the development on each level, including the roof Developments creating new floor areas or roofsDevelopments altering exiting floor areas or roofs This is a national requirement set out in The Town and Country Planning (Development Management Procedure) (England) 2015 (as amended) The Essex Design Guide

Please do

  • Scale at 1:50 or 1:100
  • label the existing and proposed usage
  • clearly show any buildings or walls that are to be demolished
  • show new buildings in relation to any adjacent buildings
  • include details such as roofing materials, vents and their location

Please do not

  • mark the plans with 'do not scale'

Best practice example

Detailed guidance

Existing and Proposed Elevations

What must you do? When is it needed? Why is it needed? Further guidance
Show the existing and proposed development from the outside (typically all four sides of a building) All applications This is a national requirement set out in The Town and Country Planning (Development Management Procedure) (England) 2015 (as amended) The Essex Design GuideFor amendments to approved plans, clearly label proposed changes. Give clear revision references and dates (e.g. ‘LS001 Rev.A’, ‘17.01.2017 - front dormer removed’)

Please do

  • scale plans at 1:100 or 1:50 and include a scale bar
  • clearly show the proposed works in relation to what is already there
  • show all sides of the proposal with orientations labelled
  • detail the proposed building materials
  • detail the style, materials and finish of windows and doors
  • include blank elevations
  • clearly show any buildings that are adjoining or in close proximity, and detail the positions of the openings on each property
  • include a unique reference number on each plan
  • include written dimensions, especially for proposed extensions

Please do not

  • mark the plans with 'do not scale'
  • mark the whole page as 'front, side and rear elevations'

Best practice example

Detailed guidance

Existing and Proposed Site Sections

What must you do? When is it needed? Why is it needed? Further guidance
Provide cross sections of the development and adjacent land. New developments
Demolish and rebuild schemes		 This is a national requirement set out in The Town and Country Planning (Development Management Procedure) (England) 2015 (as amended) Where a development involves changes to land contours, soils, substrates, waterbodies, vegetation and/or landscape features then a proposed landscaping and restoration concept is expected to be depicted on one or more plans. Drawings may take the form of contours, spot levels or cross or long sections as appropriate.

Please do

  • scale at 1:50, 1:100 or 1:200
  • referenced to known datum level
  • show both existing and finished levels

Street Scene Elevations/Views

What must you do? When is it needed? Why is it needed?
Provide drawings showing the existing and proposed development in a street scene context Major developmentsInfill development in existing frontages To show the development in the wider context

Please do

  • scale at 1:100
  • provide various cross sections through a site showing street scene perspectives

Heritage Drawings

What must you do? When is it needed? Why is it needed?
Provide drawings showing the proposed development Works to a listed building
Works to buildings within a Conservation Area
Outline applications in a Conservation Area or affecting Listed Building(s)		  

Please do

  • scale at no less than 1:20
  • include elevations and sections
  • show all new doors, windows, shop fronts, panelling and other decorative details

Supporting Documents

Air Quality Assessment

What must you do? When is it needed? Why is it needed? Further guidance
Assess the existing air quality in the vicinity of the application site and impact the proposal is likely to have on this Major DevelopmentsSites of over 4 hectaresDevelopments of 10,000 square metres or moreDevelopments that would impact upon air quality in areas where air quality objectives are exceededDevelopments within current or potential AQMAs, where people would be exposed for significant periods of the dayProposals outside of AQMAs for any new developments that could impact upon air quality in areas where currently air quality objectives are not exceeded, but where there would be a significant impact from the development on the predevelopment levels, where there are relevant receptors To ensure that development does not have a negative impact on the Districts air qualityRochford District Council Local Development Framework Development Management Plan (2014) – Policy DM29 Planning for Air Quality

Please do

Affordable Housing Statement and/or Viability Appraisal and Report

What must you do? When is it needed? Why is it needed? Further guidance
Provide a statement setting out whether affordable housing provision will be met as part of the proposaland/orProvide A Viability Appraisal enabling the Council to properly assess the scheme in accordance with the recommended practice set out in the Royal Institution of Chartered Surveyors (RICS) and the National Planning Policy Framework Developments of 10 dwellings or moreDevelopments where it is claimed meeting policy requirements would make the proposal economically unviable. To uphold the requirements for affordable housing as per Central Government set targetsRochford Local Development Framework Development Management Plan (2014) DM4, DM28National Planning Policy Framework 2021

Rochford District Council Local Development Framework Core Strategy (2011); H4, H6, ENV4, ENV8, ENV9, CLT1		 The scope of any Viability Appraisal should be discussed at the pre‐application stageAn independent review of the Viability Appraisal will be undertaken at the cost to the applicantAffordable housing shall be secured through S106 agreement

Please do

  • describe how the homes will be kept affordable in perpetuity
  • adhere to the Requirement for 10% affordable housing provision for 10 dwellings or more (NPPF), 35% affordable housing provision for 15 dwellings or more (policy H4 of the Core Strategy 2011)
  • include plans or details of numbers of affordable units, tenures, numbers of habitable rooms and bedrooms, floor space
  • justify any variation from policy

Alternative Site Assessment

What must you do? When is it needed? Why is it needed? Further guidance
Appraise the site against other available sites in the District Applications for residential development on Metropolitan Green Belt land This is a national requirement set out in The Town and Country Planning (Development Management Procedure) (England) 2015 (as amended) Legal principles restated by the Court of Appeal judgment in Governing Body for Langley Park School for Girls v Bromley LBC and Langley Park School for Boys (2009) EWCA Civ 734

Please do

  • refer to the allocation plan
  • explain why the site is the most suitable for development compared to alternatives.

Archaeological Assessment

What must you do? When is it needed? Why is it needed? Further guidance
Report on a desk-based assessment and, where required, suitable field evaluation Sites on or adjacent to a heritage asset of archaeological interest   As a minimum the Council recommends that the Historic Environmental Record is consulted, full details of Rochford Archaeology can be found via Essex Place Services (external website)

Please do

  • demonstrate how the development has been designed to enable the preservation of remains of specific importance in situ, or if appropriate arrange for excavation, recording, analysis and reporting of the remains
  • include an assessment of the character, condition and extent of any archaeological remains
  • clearly stated and analyse the implications for the archaeological and historical value of the site
  • clearly show and substantiate the measures proposed to protect the historical and archaeological interest

Bat Declaration 

What must you do? When is it needed? Why is it needed? Further guidance
Complete the declaration form and if you answer YES to any questions a full Bat Survey will be required Applications proposing:a roof alterationalterations / extensions above eaves levelto affect external claddingdemolition In Britain all bat species and their roosts are legally protectedPolicy DM27 of the Rochford District Council Development Plan 2014.National Planning Policy Framework (2021); Chapter 15 Conserving and Enhancing the Natural Environment – para. 174 to 188 It is a criminal offence to carry out any works that may harm bats or their roosts without first obtaining the relevant licence from Natural England Rochford District Council Bat Survey Declaration

Detailed guidance

BREEAM Statement (Building Research Establishment Environmental Assessment Method)

What must you do? When is it needed? Why is it needed? Further guidance
Submit a BREEAM statement Applications for development of new non-residential buildings To show how the proposed development will achieve the very good rating (as a minimum) and contribute towards carbon reduction targetsRochford District Council Local Development Framework Core Strategy, Policy ENV10; National Planning Policy Framework 2021 The objective under policy is that a BREEAM rating of at least very good must be achieved – subject to the economic viability of a proposal not being compromised unduly

Please do

  • include the proposed BREEAM rating to be achieved
  • detail how this will be achieved

Construction Management Plan

What must you do? When is it needed? Why is it needed?
Describe how the development will be carried out and managed during the construction phases Major applications To ensure that development does not cause harm to the amenity of local residents during the demolition and construction of buildings.Rochford Local Development Framework Development Management Plan (2014) DM1National Planning Policy Framework 2021

Please do

Detail how construction will be managed on the site including:

  • parking of vehicles of site operatives and visitors
  • loading and unloading of plant and materials
  • storage of plant and materials used in constructing the development
  • include wheel and underbody washing facilities

Crime Impact Statement or Security Consideration Assessment 

What must you do? When is it needed? Why is it needed? Further guidance
Identify, predict, evaluate and mitigating crime and disorder effects of the proposal Major applicationsNon-major applications that may generate a significant risk of crime The Planning Practice Guidance advises Local Authorities to take into account a Security Consideration Assessment process undertaken by developers and other applicants as part of the design, construction and management of new developments including the importance of safety and security issues in the context of planning proposals. Safety should be central to the planning and delivery of new development to create sustainable communities, where crime and disorder, and the fear of crime do not undermine quality of life or community cohesion.Rochford District Council Local Development Framework Core Strategy (2011); Policy H7; National Planning Policy Framework 2021 Examples of crime risk developments include (but are not limited to): Applications for C1, C2 and HMO’s, Hot Food Takeaways, Licensed beverage developments, ATMs, commercial development (including alterations to shopfronts), community facilities, infrastructure developments including car parks, developments which create new or amendments to public spaces.

Please do

  • ensure the statement references how the scheme has considered Secured by Design standards and Park Mark standards.
  • have the Crime Impact Statement prepared by a suitably qualified and experienced professional that is able to offer impartial and objective crime prevention advice
  • explain with reference to Police approved security products and standards, how the scheme has physically designed out, or mitigated crime and the potential fear of crime
  • describe all relevant crime and disorder issues currently experienced in the area
  • describe any crime and disorder issues that the proposed development may generate or attract
  • explain how these issues might affect future users of the development and the local community
  • identify design solutions that will reduce the development’s and the local community’s vulnerability to crime and disorder, and promote a safe and secure development. 

Ecological and Biodiversity Off Setting Assessment

What must you do? When is it needed? Why is it needed? Further guidance
Provide a report includingsurveyinghabitat mapstudy of species recordsfurther detailed survey workevaluation and analysis of the impacts from the proposed developmentlegal implications, mitigation, licencesbiodiversity and environmental enhancements Developments likely to have an impact onprotected speciesRamsar sitesSpecial Protection AreasSpecial Areas of ConservationDevelopments within 500m of an existing ecosystem or habitat Local Planning Authorities must consider a development’s positive and negative environmental impacts. The aim is to ensure that there is no net loss, and preferably an increase in biodiversity.Rochford District Council Local Development Framework Core Strategy 2011; policy ENV1.Rochford Local Development Framework Development Management Plan (2014) – Policy DM25, DM26, DM27National Planning Policy Framework NPPF, (Chapter 15) The Council cannot legally make a planning decision without the necessary survey work having been completed and assessed.
Early engagement of an ecologist will minimise delays.
Natural England has guidance on determining the need for an ecological survey and report.

Please do

  • engage a suitably qualified and experienced ecologist with the relevant protected species licenses to prepare the information
  • complete the assessment before site design

Please do not

  • assume the Council will make ecological survey work a condition of planning permission

Detailed guidance

Economic Statement

What must you do? When is it needed? Why is it needed?
Submit a supporting statement of regeneration and economic benefits Non-residential major applications Rochford District Council Local Development Framework Core Strategy (2011); ED1, ED2, ED3, ED4Rochford Local Development Framework Development Management Plan (2014) DM32, DM33Rochford District Council Local Development Framework Allocations PlanNational Planning Policy Framework 2021

Please do

  • include costs of the proposed development
  • detail any new jobs that are expected to be created or supported
  • include community benefits with reference to any regeneration strategies that might be supported by the proposal

Education Assessment – early years & childcare facilities, primary and secondary

What must you do? When is it needed? Why is it needed? Further guidance
Assess the existing education provisions and analyse the development’s impacts and mitigation measures Major applications for new residential development The balance between supply and demand for secondary school place, Primary and Early Years Education and the provision of Childcare Facilities needs to be carefully monitored in conjunction with the Local Education Authority (Essex County Council).Rochford District Council Local Development Framework Core Strategy (2011); Policy CLT1, , CLT2, CLT3; National Planning Policy Framework 2021; Rochford District Council Allocations Plan - Policies EDU3, EDU4; SPD1 – Educational contributions The assessment should be undertaken in close liaison with the Local Education Authority and the Local Planning Authority.

Please do

  • include an audit of existing provisions locally
  • analyse the additional demand for places as a result of the development, the extent to which this might be met within existing schools
  • detail existing facilities and whether new places need to be funded, whether physical expansion is appropriate or whether new facilities are needed taking into account additional demand from the development

Environmental Statement (including Habitat Regulations Assessment where necessary)

What must you do? When is it needed? Why is it needed? Further guidance
Assess the environmental consequences of the proposal  Applications over 0.5ha in size will be screened by the Local Planning Authority to determine whether an Environmental Statement is required.Developments that are likely to have a significant effect on the environment by virtue of their nature, size and location and are listed under Schedule 1 of the EIA RegulationsThose included in Schedule 2 of the EIA Regulations may also require an EIA if the development exceeds the relevant thresholds and is considered to have significant effects on the environment. This is a national requirement set out in The Town and Country Planning (Development Management Procedure) (England) 2015 (as amended) (external website) Prior to the submission of an application requiring an EIA, it is advised that you write to us to request a scoping opinion to identify the issues that the document will need to include.The request should include as much information as possible.

Please do

  • ensure that the assessment is prepared by competent experts
  • include a location plan sufficient to identify the land
  • give brief description of the nature and purpose of the development, including its location and technical capacity
  • explain the likely significant effects of the development on the environment

Detailed guidance

Equality and Diversity Impact Statement

What must you do? When is it needed? Why is it needed?
Demonstrate that the development is accessible to users of all abilities / disabilities Major applicationsApplications relating to physical changes to places of employment including community facilities and public buildings where a Design and Access Statement is not required To ensure that the development would not breach the Equality Act 2010National Planning Policy Framework 2021

Please do

  • evidence that there is adequate access for the less mobile or those with sensory impairment, and adequate adaptability to ensure inclusive design standards for all other buildings
  • illustrate how the development proposed promotes equality and diversity
  • provide mitigation measures to be implemented for any negative impacts identified

Flood Risk Assessment - Sustainable Urban Drainage and Surface Water Management

What must you do? When is it needed? Why is it needed? Further guidance
Submit a report assessing the impact of a development on flood risk and identifying mitigation measures Developments of 1 hectare or more in Flood Zone 1.Developments in Flood Zones 2 and 3.Developments under 1 hectare for a change of use to a more, or highly vulnerable classSites affected by flooding sources other than rivers and sea (e.g. surface water, drains or reservoirs)Sites where the Environment Agency, Internal Drainage Board or other bodies have indicated that there may be drainage problems.Sites at risk of surface water flooding on the Environment Agency flood maps. To ensure development will not increase flood risk in and around the siteNational Planning Policy Framework (2021) – Chapter 14 Meeting the Challenge of Climate Change, Flooding and Coastal ChangeRochford District Council Local Development Framework Core Strategy 2011; ENV2, ENV3Rochford Local Development Framework Development Management Plan (2014) DM28 Flood Risk Assessment form for all householder and non-householder minor extensions (where the additional footprint created by the development does not exceed 250 square metres for non-householder) in Flood Zones 2 and 3. Householder tick list
Environment Agency contact
maps are available here
Preparing a flood risk assessments: standing advice
Environment Agency standing advice

Please do

  • complete the Householder Flood Risk Assessment Form for householder applications
  • set out flood mitigation measures
  • confirm actions to be taken before and during a flood
  • identify all risks of all forms of flooding
  • consider climate change
  • detail surface water management systems and sustainable drainage systems
  • employ a suitably qualified person to conduct the survey
  • include sequential and exception tests for major development and sites in flood Zones 2 & 3

Foul Sewage and Utilities Assessment

What must you do? When is it needed? Why is it needed?
Submit an assessment of the management of foul sewage on the development Major applications To show the development's suitability to store, transport and treat foul sewageRochford District Council Local Development Framework Core Strategy (2011); Policies H1, H2, H3, CLT1Rochford District Council Local Development Framework Development Management Plan 2014; DM1National Planning Policy Framework

Please do

  • details existing utilities in and around the site
  • assess the anticipated impact of the proposed development on existing services
  • detail any measures or works required to services to accommodate the proposal
  • provide an indicative plan of where the service lines would run. 

Gypsy and Traveller Status statement

What must you do? When is it needed? Why is it needed? Further guidance
Demonstrate that the site occupants have 'gypsy status' Applications seeking the use or development of a site as a gypsy and traveller pitch The planning policy for Traveller sites 2015 provides the definition of what constitutes a gypsy / traveller and all applicants must demonstrate they fit this description Planning Policy for Traveller sites 2015

Please do

  • mark all relevant documents ‘Private & Confidential’

Health Impact Assessment

What must you do? When is it needed? Why is it needed? Further guidance
Assessment impacts on existing healthcare facilities in the community Applications for 10 dwellings or moreApplications for non-residential developments of 1000 square metres or more To provide an indication of the health and wellbeing benefits to be delivered and/or improved with the development.Rochford District Council Local Development Framework Core Strategy (2011); Policy CLT4, Appendix CLT1; National Planning Policy Framework 2021 Developers are encouraged to engage in pre-application advice to ascertain the requirements of the Local Planning Authority

Heritage Statement

What must you do? When is it needed? Why is it needed? Further guidance
Describe and assess the impact of the development on heritage assets Development within or adjacent to a Conservation Area or Listed Building.Applications for Listed Building Consent Rochford District Council Core Strategy (2011); policy CP1, CP2Rochford Local Development Framework Development Management Plan (2014) Policy DM7, DM8, DM9National Planning Policy Framework - Chapter 16 Conserving and Enhancing the Historic Environment,The Essex Design GuideHistoric England have a wide range of useful documents including specific guidance on preparing statements of heritage significance If a Design and Access Statement is also required, the Heritage Assessment must be included within it.Place Services
Historic England
Statements of heritage significance

Solar Panel Advice

Please do

  • include a written statement plus appropriate plans and photographs
  • include a schedule of all works, an audit of features of importance
  • include an analysis of the significance of archaeology, history and character of the building
  • detail the principles of and justification for the proposal,
  • assess the impact on the character and appearance
  • include a statement of structural integrity for applications for Listed Building Consent where structural changes are proposed or where proposed development may affect structure

Land Contamination Assessment

What must you do? When is it needed? Why is it needed? Further guidance
A report based initially on a desk study – listing current and historic uses of the site and adjoining land, together with a site-specific appraisal Sites where contamination is known or suspectedSites in the vicinity of such land and ground-works are proposed To ensure compliance with guidelines for development on contaminated land Rochford District Contaminated Land
Where the desk study suggests a likelihood of contamination, further appraisal of the site must be undertaken and a report (based on borehole testing and analysis of samples) demonstrating whether the site is contaminated, the nature of any contamination, the risks this may pose in the carrying-out and occupation of the proposed development and whether remedial measures are feasible to satisfactorily reduce the contamination to an acceptable level - so that the land may be developed and occupied safely.

Please do

  • review the historical land use and environment setting
  • consult with relevant authorities
  • review existing relevant reports
  • engage with the LPA for further guidance where needed

Landscape and Visual Assessment

What must you do? When is it needed? Why is it needed?
Set out a visual assessment of the site Major applications To demonstrate existing landscape and how the development would alter thisRochford District Council Local Development Framework Development Management Plan (2014) – Policy DM1; National Planning Policy Framework 2021

Please do

  • Provide an annotated plan of the area indicating positions where each photograph included was taken from
  • include photomontages and visuals from all key visual directions with an assessment around the impact of the proposal

Landscaping Details

What must you do? When is it needed? Why is it needed? Further guidance
Detail the proposed planting around the site and maintenance during and post development, supported by an annotated plan All applications except those with no change to the existing landscaping, access, or use of open areasOutline applications where landscaping is not reserved. To inform the assessment of green infrastructure on the development siteRochford District Council Local Development Framework Core Strategy (2011); policies URV1, ENV1, ENV2 and ENV 6.Rochford Local Development Framework Development Management Plan (2014) - DM1Supplementary Planning Document 2: Housing DesignNational Planning Policy Framework 2021 – Chapter 12 The amount of detail required will be proportionate to the scale of the development proposed.
Essex Design Guide

Please do

  • provide detailed plans showing hard and soft landscaping
  • detail species, size, density and spacing of all trees, shrubs and hedgerows to be planted
  • show areas to be grass seeded or turfed, including cultivation and other operations associated with plant and grass establishment
  • use contours to show existing and finished levels
  • detail the means of enclosure and any boundary treatments
  • include car parking layouts and other vehicular access and circulation areas
  • show minor artefacts and structures (e.g. furniture, play equipment, refuse or other storage units, signs, lighting etc.
  • provide a maintenance schedule.
  • provide sectional and elevation drawings showing the relationship of the buildings and the planting

Lighting / Floodlighting schemes

What must you do? When is it needed? Why is it needed? Further guidance
Detail the lighting scheme proposed for the development Developments with substantial lighting schemesPublicly accessible developments with external lighting, near residential properties, a listed building, conservation area, or open countryside To maintain amenity and the environmentRochford District Council Local Development Framework Core Strategy (2011); Policy CP1Rochford Local Development Framework Development Management Plan (2014) - DM5National Planning Policy Framework (2021) - Requiring Good Design; Promoting Healthy Communities The Institute of Lighting Professionals

Please do

  • include a plan with beam orientation
  • include a schedule of equipment
  • detail external lighting and the proposed hours when it would be switched on
  • details of luminaires, contour maps of existing and proposed LUX readings and of any light spillage

Materials Schedule

What must you do? When is it needed? Why is it needed? Further guidance
Identify the materials to be used in the development and provide a list Applications for new / altered shop frontsDevelopment within a Conservation Area or to Listed BuildingsMajor development To enable the consideration of the suitability of the materials to be used in the proposal Materials should have regard to the existing/ surrounding character of the development site.(Note: for developments not listed here, these details may be required by conditions)The Essex Design Guide

Please do

  • provide specifications including name and manufacturer (samples may subsequently be requested)

Noise and Vibration Impact Assessment

What must you do? When is it needed? Why is it needed? Further guidance
A report identifying the noise and vibration impacts from the development together with mitigation measures Noise generating developments in proximity to residential propertiesNoise-sensitive developments in proximity to a known noise source To assess the source, the impact of and mitigation measures to reduce disturbance due to noise or vibration to acceptable levelsRochford District Council Local Development Framework Core Strategy (2011); CP1, ED2Rochford Local Development Framework Development Management Plan (2014) DM15, DM16, DM31, DM32, DM36National Planning Policy Framework 2021 Potential noise generating developments examples include pubs, clubs, take-aways, childcare nurseries & schools, industrial & commercial uses.Advice should be sought from the Council for individual requirements.

Please do

  • engage a suitably qualified acoustician to prepare the assessment
  • demonstrate sufficient sound insulation (or other mitigation) to avoid any harm to adjacent residents
  • detail sound power levels, likely resultant noise levels
  • noise-generating locations
  • delivery times and opening hours for commercial premises within noise sensitive areas
  • details of waste collection
  • detail car parking including entrances and exits
  • include locations for pubs and clubs

On-Site Renewable and Low Carbon Energy Generation Statement – Energy and Sustainability Assessment

What must you do? When is it needed? Why is it needed?
Submit an assessment of energy and heat sources considered for this development Applications for 5 or more dwellingsApplications for non-residential developments of 1,000 square metres or more To demonstrate how the proposed development contributes towards the set targetsRochford District Council Local Development Framework Core Strategy (2011); Policy ENV8 (On-Site Renewable and Low Carbon Energy Generation)

Solar Panel Advice

Please do

  • demonstrate how carbon reduction would be achieved within the development site
  • explain how at least 10% of the energy used by the proposed development will be obtained from decentralised and renewable or low-carbon sources
  • explain what percentage of energy used by the development is expected to be from such sources
  • if this cannot be achieved, explain why it is not feasible or viable

Open Space Assessment

What must you do? When is it needed? Why is it needed? Further guidance
Audit existing open spaces and sports recreation facilities and assess the development’s impacts and mitigation measures Major application for residential developments To ensure provision of adequate open space provisions in the communityRochford District Council Local Development Framework Core Strategy (2011); Policy CLT1, CLT1 Appendix, CLT5; Rochford District Council Local Development Framework Development Management Plan (2014) – Policy DM1, DM16 Developers are encouraged to engage in pre-application advice to ascertain the requirements of the Local Planning Authority.Sports England

Parameters plans

What must you do? When is it needed? Why is it needed? Further guidance
Show the proposed land use, building heights, areas of potential built development, green infrastructure, access etc Applications for Outline Planning Permission where some or all matters are reserved To define where buildings, road, open spaces, scale and massing of the development Design Process and Tools

Please do

  • provide a clear design vision and masterplan
  • identify areas of intended development such as residential parcels, commercial, education, etc
  • show density and heights

Parking and Access Details

What must you do? When is it needed? Why is it needed? Further guidance
Parking and Access details including provision for cycle storage, refuse storage facilities and electrical charging points Change of useNew buildings or extensionsRetail and industrial developmentApplications where parking / access are required as part of the proposalNew dwellings or new commercial usesOutline or reserved matters applications where layout is a matter for determination To ensure the proposed development meets the provision set out in the Council's adopted policiesRochford District Council Local Development Framework Core Strategy (2011); Policy T8, CP1Rochford Local Development Framework  Development management Plan (2014); Policy DM30; Appendix 1National Planning Policy Framework - Promoting Sustainable Transport (Chapter 9)Supplementary Planning Document – ‘Parking Standards – Design and Good Practice’ (2009) – adopted 2010 The Essex Design GuideDetails of the proposed parking provision including the exact position and number of all parking bays can be shown on the submitted block plan

Please do

  • scale at least 1:200
  • show parking bays for all vehicles (cars/motorcycles/bicycles)
  • detail access, refuse collection, location of electric vehicle charging points
  • include the position and elevations of any proposed secure storage buildings or enclosures
  • include details of any existing / proposed access and parking provision
  • include tracking diagrams demonstrating the safe collection of refuse

Detailed guidance

Planning Obligations – both Section 106 Agreements and Unilateral Undertakings – Draft Head(s) of Terms

What must you do? When is it needed? Why is it needed? Further guidance
Submit a draft Head of Terms relating to an anticipated planning obligation Major applicationsApplications where it is known that mitigation is required to render a development acceptable To ensure the application will deliver planning obligations including affordable homes, employment and all other relevant infrastructure needs Rochford District Council Local Development Framework Core Strategy (2011); Policies CLT1 (and Appendix CLT1), CLT2, CLT3, CLT4, CLT5, CLT6, CLT7, CLT8, CLT9. Rochford District Council Local Development Framework Development Management Plan (2014) – Policy DM31. National Planning Policy Framework 2021 Applicants are advised to enter into pre-application correspondence and discussions with the Council to obtain information on the range of issues that will need to be secured by legal agreement and the level of contributions required.The Council typically requires a developer to enter into a legal agreement to secure planning obligations to provide mitigation relating to the development. This includes the requisite on-site infrastructure, such as equipped play areas and the provision of on-site affordable housing Or to secure financial contributions towards off-site and strategic infrastructure required as a result of development.Major Planning Applications

Please do

  • provide evidence of title (copy of the deeds)
  • provide written evidence of third party landowner agreement
  • confirm whether the any part of the site is subject to a mortgage, with whom that mortgage is held and the name and address of the applicant’s solicitors.
  • provide written confirmation that the applicant agrees to pay the Council’s reasonable costs whether or not the matter proceeds or the agreement is completed, plus a fee to reflect the Council’s time in monitoring the implementation of the agreement.

Planning Statement

What must you do? When is it needed? Why is it needed?
Provide a balanced justification for the development Major applicationsDevelopment within the Green BeltDevelopment relating to any Listed Building National Planning Policy Framework 2021

Please do

  • identify the context and need for the proposed development
  • include an assessment of how the proposed development accords with relevant national and local planning policies
  • state whether emerging policies should be taken into consideration
  • set out any material considerations that should be taken into consideration

Play Space Assessment/ Playing Pitch/ Sports justification

What must you do? When is it needed? Why is it needed? Further guidance
Audit the existing publicly available play spaces and assess the development’s impacts and mitigation measures Major applications for new residential developmentApplications adjacent to or involving loss of play space New play space will be required in support of new residential developmentRochford District Council Local Development Framework Core Strategy (2011); Policy CLT1, CLT1 Appendix, CLT7; Rochford District Council Local Development Framework Development Management Plan (2014); Policy DM1; National Planning Policy Framework (2021) Developers are encouraged to engage in pre-application advice to ascertain the requirements of the Local Planning Authority.Sport England’s Playing Pitch Policy

Please do

  • explain the type, size and number of pitches (if any) to be lost and mitigation proposed
  • identify and explain the Sports England's Playing Pitch Policy
  • provide supporting information as applicable in accordance with Sport England’s requirements
  • identify any deficiencies in the provision publicly available play space
  • assess what additional demand from the development is likely, the extent to which this can be met from existing provision and what a proposal may offer by way of improvement and expansion of existing facilities

Statement of Agricultural Justification

What must you do? When is it needed? Why is it needed? Further guidance
Provide evidence of an active agricultural enterprise Applications for development on agricultural land for the purposes of agriculture and other uses appropriate to the rural areaApplications for Agricultural Development subject to the Prior Approval Procedure (siting, design and external appearance) To demonstrate that the site meets the intended meaning of agriculture for the purpose of this part of the GDPOSchedule 2, Part 6 – of the Town and Country Planning General Permitted Development (England) Order (2015) as amended Statement to cover all the information requirements set out under Paragraph 2, Class A, Part 6 of the Town and Country Planning (General Permitted Development) Order 1995 (as amended)

Please do

  • include a detailed description of agricultural activities
  • include a schedule of existing and proposed buildings
  • show agricultural land classifications
  • provide justification for the development including:
    • an assessment of the existing buildings / facilities on the land
    • their uses and suitability for the agricultural activity carried out
    • the need for additional buildings / works over and above those already existing

Statement of Community Involvement

What must you do? When is it needed? Why is it needed?
Showing how and when community engagement was conducted Major applications Applicants for larger developments are encouraged to consult with the local community prior to making a planning application.Section 122 Localism Act 2011National Planning Policy Framework 2021

Please do

  • provide information on local groups, local residents and other stakeholders involved in the process
  • set out how and when consultation has been carried out and how the needs of equality groups have been considered

Statement of Justification for Demolition, site treatment and management plan

What must you do? When is it needed? Why is it needed? Further guidance
Demonstrate the implementation capability of the proposed development Applications proposing demolition of buildings / structures where no redevelopment is proposed Part 11 of the Town and Country Planning General Permitted Development (England) Order (2015) as amended. Rochford District Council Local Development Framework Development Management Plan (2014) – Policy DM13. National Planning Policy Framework 2021 A structural survey will be required in the following circumstances:demolition, or partial demolition of a Listed building(s) or Locally Listed Buildingconversion of a listed building where significant structural alterations are proposed.conversion of Agricultural Buildingsdemolition, or partial demolition of a dwelling to implement extension either under planning permission or permitted development (LDC proposed applications)

Please do

Include a structural survey with:

  • details of the current condition of the building including photographs
  • information regarding what works required to enable the building to be re-used for the purpose proposed

Telecommunications Development Statement

What must you do? When is it needed? Why is it needed? Further guidance
Provide all the information requires under Part 16 of the Order Prior approval and full planning applications for telecommunications and mobile phone masts and electronic communications code operators To show justification and selection process of the proposed siteSchedule 2, Part 16 of the Town and Country Planning General Permitted Development Order (England) Order 2015 (as amended). Rochford District Council Local Development Framework Development Management Plan (2014) – Policy DM6. National Planning Policy Framework 2021. Code of Best Practice on Mobile Network Development in England (2016)

Please do

  • confirm that the proposal would meet the ICNIRP (International Commission on Non-Ionizing Radiation Protection) guidelines
  • list alternative sites considered for the development
  • provide evidence of consultation with local schools and day nurseries for full planning applications
  • submit a plan indicating the proposed location.
  • provide detailed plans of the proposal including photographs and photomontages 

Town Centre / Retail / Leisure Uses Impact Assessment

What must you do? When is it needed? Why is it needed?
Assess the impacts of implementing the development Commercial proposals located outside any existing town centre boundary (as shown on the Rochford District Council Allocations Plan) To ensure viability and vitality of existing town centres is maintainedRochford District Council Local Development Framework Core Strategy (2011); RTC1, RTC2, RTC4, RTC5, RTC6Rochford District Council Local Development Framework Development Management Plan 2014 - DM34National Planning Policy Framework 2021

Please do

  • include consideration of alternative available sites with an existing town centre boundary
  • detail the quantitative and qualitative need for the amount of floor space proposed
  • assess the likely impact of the development on the vitality and viability of existing town centres including the evening economy and rural economy
  • detail site accessibility by different means of transport
  • assess the likely impact on overall travel patterns and car use

Transport Assessment and Travel Plans

What must you do? When is it needed? Why is it needed? Further guidance
Assess transport implications resulting from the development Major traffic generating development proposalsDevelopments likely to have significant transport implications i.e. new schools, visitor attractions, leisure uses, drive thru food establishments and larger employment or retail developmentProposals which, alone or cumulatively with development of which the application is part, are likely to cause significant harm as a result of existing road capacity or safety problems in the areaDevelopments of 50 dwellings or moreProposals likely to significantly increase pollution and / or noise as a result of traffic generationProposals likely to cause pollution levels in Air Quality Management Areas to exceed guideline levels To ensure that the development promotes sustainable travel and will not impact negatively on the existing levelsRochford District Council Local Development Framework Core Strategy (2011); T1, T2, T3, T5, T6, T7Rochford District Council Local Development Framework Development Management Plan 2014 - DM31National Planning Policy Framework 2021 All development must satisfactorily integrate into and coordinate with the highway network. Travel Plans, Transport Assessments and Statements

Please do

  • identify the impact of the proposed development on local transport networks/infrastructure - road capacity, cycle tracks, pedestrian pavements and public walkways/footpaths, public transport
  • identify suitable measures to achieve a more sustainable outcome
  • analyse existing and proposed trips by all modes of travel including both destinations and trip origins
  • illustrate access to the site by all modes, and the likely modal split of journeys to and from the site
  • detail proposed measures to improve access by public transport, walking and cycling
  • detail measures to reduce the need for parking and to mitigate transport impacts
  • detail loading areas and arrangements for manoeuvring, servicing and parking of vehicles
  • include a statement of how new occupiers or customers of the development will use alternative means of travel, which do not involve private vehicle use

Tree survey with associated Aboricultural Impact Assessment

What must you do? When is it needed? Why is it needed? Further guidance
Provide an appraisal of the quality of existing trees on siteIdentify protection measures to be implemented during construction and potential management measures Applications affecting trees on or adjacent to the site Town and Country Planning (Tree Preservation) (England) Regulations 2012Rochford District Council Core Strategy (2011) – Policy CP1, ENV1Rochford District Council Local Development Framework Development Management Plan (2014) - policy DM1, DM25 and DM26National Planning Policy Framework (2021); Chapter 15 Conserving and Enhancing the Natural Environment – para. 174 to 188 The Arboricultural Impact Assessment (AIA) considers how a proposed development, and the associated/ adjacent trees will co-exist and interact in the present and the futureItems to consider in an AIA:tree root protection zones (clearly marked on a scale plan)demolition of existing buildings and removal of hardstandinglikely site access and layout during constructionallocation of a suitable area for plant and material storagebirds, bats and other fauna (other ecology/specialist may be required)justification for the removal of trees, particularly those subject to a TPO and/or in the Conservation Areaa method statement outlining how the trees will be physically protected during the works including a plan showing the position of trees/hedges to be retained and where protective 

Please do

  • engage a suitably qualified and experienced arboriculturist to prepare the information
  • conform with the guidance set out in BS 5837:2012 Trees in relation to Design, Demolition and Construction
  • demonstrate how factors such as root protection, changes in levels, installation of services, material storage etc. have been given consideration through the design process
  • demonstrate that there will be no significant adverse impacts for important trees.
  • demonstrate consideration for future issues e.g. the long term effect of changing surfacing or levels or the future pressure to prune or remove trees due to shadowing or encroachment.

Ventilation / Extraction Statement

What must you do? When is it needed? Why is it needed?
Detail the means of ventilations and extraction with mitigation measures Applications altering or including a ventilation or extraction system In the interest of amenity, design and the environment

Please do

  • include elevation drawings showing the size and appearance of plant and equipment
  • demonstrate that nuisance or pollution from odours / noise generated from the proposed use will be within acceptable tolerances.
  • detail the design, siting, finish, of noise generating equipment
  • describe any techniques to be applied to attenuate noise or abate odour
  • Include the specification of any ventilation / extraction scheme

Youth and community facilities assessment

What must you do? When is it needed? Why is it needed?
Assess the provision of additional facilities for young people and communities Major applications for new residential development To ensure provision of additional facilities for young people and communities in appropriate locations where a need has been identified and which are accessible by a range of transport options.Rochford District Council Local Development Framework Core Strategy (2011); Policy CLT1, CLT6, CLT8; National Planning Policy Framework 2021

Please do

  • include a review of existing youth and community facilities and the impact the proposed development would have upon existing provision
  • identify any proposed mitigation

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