Top 5 DOB filing mistakes that delay NYC projects

Introduction

If your approval stalls, labor and elevator reservations slip. In NYC co-ops and condos, one missing checkbox can push a start date by 2–3 weeks. This guide breaks the top filing mistakes we still see across Harlem, UWS, Astoria, and Brooklyn Heights, and shows how to avoid them. It is written for owners, boards, and design teams who want predictable schedules.

Section 1: What are the top filing mistakes that trigger DOB delays in 2025?

Short answer: Wrong permit path, incomplete work items, and weak objection handling cause most slowdowns.

1. Using the wrong filing type

   • Fix it: Confirm whether your scope meets LAA rules or needs an Alteration. LAA fits limited plumbing, fire suppression, or oil burner work and is capped by cost per building per 12 months. LAA jobs are filed and permitted in DOB NOW and can issue in real time if complete. New York City Government

   • Typical misses: calling a fixture relocation “in place” or exceeding the LAA cap with bundled items.

2. Missing or incorrect work items in DOB NOW

   • Fix it: Map every task to a work item before you start. For plumbing, reference the DOB NOW LAA work item guidance and confirm fixture counts match drawings and spec sheets. Inconsistent counts trigger rejections. New York City Government

3. Not aligning with 2025 plan review triggers

   • Fix it: Electrical scope changed in 2025. Some installations now require plan examination per Buildings Bulletin 2025-008. If your set ignores the trigger, the reviewer stops the job until you refile with correct classification. New York City Government

4. Expired insurance or license data on record

   • Fix it: Validate contractor license and COI dates in the portal the day you submit. Even one day of lapse will hold the permit. Keep broker contacts ready to reissue endorsements with correct entity names.

5. Weak responses to objections

   • Fix it: Use a PAA only when scope changes. Otherwise, answer each objection in numbered order and cloud drawing revisions. Quote the code section, then show the fix. Upload updated sheets as a complete set to avoid version conflicts.

Board coordination that still trips projects

• Missing alteration agreement attachments, flood test notes for showers, and elevator protection plans. Even if DOB is green, the board can hold your start. Stage these in the same packet you use for DOB submission.

Section 2: How do we file correctly and keep the schedule?

Direct answer: Decide LAA vs Alteration early, file the right work items in DOB NOW, validate contractor data, and pre-answer likely objections.

Local timelines, permits, constraints

• LAA jobs with clean entries often permit same day in DOB NOW. Treat that as conditional on data quality. New York City Government

• Alterations go through plan exam. Budget 10–20 business days for the first review cycle. Add board timing and elevator windows.

• Electrical plan review will follow the 2025 code cut-in dates. If your project straddles the update, confirm which code set applies before you submit. New York City Government

• Co-op work rules: quiet hours, weekend bans, and freight car reservations can add 1–2 weeks to the practical start.

Step-by-Step Guide / How-To

1. Pin the scope. Write one paragraph with what changes, who does it, and where.

2. Choose the path. If within LAA rules and cost limit, file LAA in DOB NOW. If walls or layout move, file an Alteration. New York City Government

3. Build the checklist. From DOB NOW guidance, list required work items, TR forms if any, and special inspections. New York City Government

4. Credential check. Confirm contractor license, insurance, and owner email in DOB NOW.

5. Pre-answer objections. Add code notes on drawings for common reviewer flags, then submit a clean, numbered set.

FAQ

• Does a like-for-like toilet swap need a permit? Simple direct replacements that do not alter shutoffs or traps do not require a permit. New York City Government

• What is the LAA cost cap? LAA is limited by total cost per building in a 12-month period. If you exceed the cap, use an Alteration filing. New York City Government

• Can an LAA be filed by the owner? No. LAA filings are by Licensed Master Plumbers, Licensed Master Fire Suppression Contractors, or Licensed Oil Burner Installers in DOB NOW. New York City Government+1

• Where do I track filing status? Use DOB NOW for active jobs and BIS for historical records not in DOB NOW. New York City Government+1

Author Bio & Expertise

Metro Contractors LLC renovates New York apartment homes weekly. We manage board approvals, DOB filings, and field execution across Harlem, UWS, Astoria, and Brooklyn Heights. Our goal is clean approvals and on-time starts.

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