File Review Letter

What is a File Review Letter?

A File Review Letter is a land information letter that provides routinely available records such as current zoning, OCP amendments, permits issued, active development applications, business licenses, etc. for a specific property.  File Review Letters are most commonly requested by Law firms and property purchasers wanting to know the current status of a property before the completion of a property sale.  

The information in the File Review Letter is based on a review of the Planning and Building Department’s records. These letters do not provide copies of documents or information from the North Cowichan Fire Department, Island Health, Electrical Safety, Provincial agencies, Charges on Title and/or information that is not routinely available.  Separate requests must be made to these departments or organizations.  Contact Information for these departments and organizations is provided under Other Useful Resources.

Please be aware that the file review letter only provides information available in Municipal records.  The Municipality cannot confirm compliance with applicable policies and regulations unless accurate information about current uses and development is provided.

How do I request a File Review Letter?

A request for a File Review Letter must be received in writing and accompanied with the required fee.  You must also submit a completed Agent Authorization form if you are not the registered owner of the property.  Your request in writing should include the following:

  • Business Name, if applicable
  • Contact Name, Phone Number, Fax Number, Mailing Address and Email Address
  • Civic Address of Subject Property
  • Legal Description of the Subject Property
  • Strata Lot Number, if applicable
  • PID Number and/or Assessment Role Number of Subject Property
  • Questions specific to the information you are requesting otherwise a general letter will be provided.

How do I submit my request? 

Requests can be submitted by:

  • Fax: 250-746-3154 – Attention: Planning Department
  • Mail, Courier or In-Person to Municipality of North Cowichan, 7030 Trans-Canada Highway, Duncan, BC V9L 6A1 - Attention: Planning Department
  • Dropping off in the mail-slot at the North Cowichan Municipal Hall (to the left off the main entrance door) – Attention: Planning Department

How long will it take for my request to be completed?

The time for preparing the response depends on the complexity of the research and the availability of staff to complete the research.  Please allow up to 10 business days per property, from receipt of payment for your request to be reviewed and processed.  Once the request has been completed, we will email you a PDF of the File Review Letter.  Requests will not be processed until payment has been received. 

How much does a File Review Letter cost?

File Review Letters are $210 (including tax) per property. With your written request, the fee is payable by cheque, debit, cash or online banking using any one of the following payment options:

  • Mail or Courier a cheque to the Municipality of North Cowichan, 7030 Trans-Canada Highway, Duncan, BC V9L 6A1 - Attention: Planning Department
  • Drop off a cheque in the mail-slot at the North Cowichan Municipal Hall (to the left off the main entrance door) - Attention: Planning Department.
  • If you would like to pay by cash, debit or online banking, please submit your written request prior to payment so we can provide you with a file number to reference when making a cash, debit or online payment.

Other Useful Resources

The Planning Department cannot provide the following information but suggest that you contact these Departments and Agencies to assist you with further inquiries.

  • Information that is not otherwise available routinely available may require a Freedom of Information request and should be directed to the Information Management Division at foi@northcowichan.ca or 250-746-3187.
  • Fire Inspection or Fire Department record information requests are handled on an individual basis, and in some cases, you will be re-directed to contact the appropriate Department or Agency.  For contact and general information regarding Fire Services for the Municipality of North Cowichan visit the Fire Services webpage.
  • Details or confirmation of any charges (such as Restrictive Covenant, Statutory Rights-of-way, Covenants, Easements, etc.) registered against a property should be directed to the BC Land Title and Survey  or 1-877-577-5872.

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