A permit exception is any unresolved inconsistency that prevents a reviewer from giving a clean answer about what construction was authorised. Examples include a missing permit copy, a permit that names a different parcel, an unverified amendment, a physical alteration not reflected in the approved project, or conflicting statements from the seller and municipality. An exception register should record each issue separately and keep it open until the official evidence supports a conclusion. It is not a place to hide uncertainty under a general note that “documents are being completed.”
Record the exact conflict
For every exception state the permit number and date, parcel/block/unit involved, the document or observation that conflicts with it, and why the difference matters. If the physical building has an enclosed balcony or changed common area not visible in the approved plan, describe that specific change. If the seller presents two permit versions, identify both. A precise register prevents one resolved item from being used to close unrelated issues.
Assign a competent resolver
The seller may be responsible for supplying documents, but only the competent authority or appropriate professional can resolve certain questions. A municipality can confirm its own permit record; an architect or engineer can compare approved drawings with actual work; a lawyer may be needed to assess contractual consequences. State who must provide what evidence. Avoid assigning the buyer’s broker as the “resolver” for a matter that requires official confirmation.
Separate documentary gaps from legal/physical non-compliance
A missing copy may be a document-retrieval problem; construction that departs from the authorised project can be more serious. Do not treat both as equivalent. Classify each exception by consequence: information missing, correction pending, technical assessment required, municipal action required, or blocking. If the matter can affect occupancy, financing, insurance, resale or planned use, note that consequence explicitly so it is considered in price and timing.
Set a closure test
Each item should name the evidence that will close it: a current municipal record, an amended permit, an approved revised project, a formal explanation of parcel renumbering, a professional conformity report, or another relevant official document. “Developer says it will be fixed” is not a closure test. If a correction has been filed but not approved, the status is still pending. Record submission date separately from approval date.
Decision before payment
Before a large or non-refundable payment, review all open permit exceptions. Some may be accepted knowingly if the buyer receives specialist advice and the risk is priced and documented; others should block the transaction. The register should show the final status, decision owner, closure date and supporting evidence. By keeping the issues granular and evidence-based, the buyer avoids two common mistakes: assuming every paperwork gap is harmless, and treating every unusual permit detail as fatal without first obtaining the official facts.
Use an exception taxonomy that drives action
Common permit exceptions include a missing official copy, a property identifier that does not match, an amendment not reflected in the file, works that appear outside the approved project, a permit whose relevant period is unclear, or a seller claim that cannot be confirmed with the municipality. Give each exception a category and consequence. Some are document-retrieval problems; others may require an architect, engineer or lawyer and can affect price, closing conditions or the decision to proceed.
Do not close a permit exception with a generic note such as “seller explained.” Record the evidence obtained, the professional conclusion if one was required, and any contractual remedy. If the buyer proceeds while a matter remains unresolved, the register should show exactly what remains open and who accepted that position. The value of the exception register is its ability to prevent the same issue from disappearing between sales, legal, technical and banking teams. A closed entry should therefore point to evidence, not merely to a conversation.