Getting a project approved by the City of Miami Planning Department can feel complicated. But it’s one of the most important steps for any development. Whether you’re planning a small retail renovation or a large mixed-use building, planning approval lays the groundwork for everything that comes next.
Without the right approvals, projects can stall. Timelines can stretch, costs can rise, and in some cases, plans may need to be redesigned. That’s why understanding how Miami reviews projects is so important from the very start.
Miami’s planning process is designed to balance growth, zoning rules, neighborhood character, and long-term city goals. For property owners and developers, this means preparation is just as important as design.
At JDJ Consulting Group, we help applicants get clear answers, realistic timelines, and fewer surprises. This guide explains the process in plain language so you can make smart decisions early and keep your project on track.
Before we get into forms and submissions, let’s take a quick look at what the Planning Department does and how it fits into the bigger approval picture.
Understanding the Role of the City of Miami Planning Department
The City of Miami Planning Department reviews how land is used and developed across the city. Its job is not to issue building permits. Instead, it determines whether a project complies with zoning rules, land use policies, and adopted plans.
🏙 Miami Project Approval Process
- Step 1: Initial Project Assessment
- Step 2: City Zoning Review
- Step 3: Community Feedback
- Step 4: Final Approval & Permits
Source: City of Miami Planning Department
Planning approval is often required before permits can be requested from other city departments.
What the Planning Department Reviews
The Planning Department looks at how your project fits within existing regulations and future planning goals. Reviews usually focus on zoning compliance, site layout, and overall land use consistency.
Common items reviewed include:
Zoning district requirements
Building height and density
Parking and access
Setbacks and lot coverage
Use of the property
Consistency with Miami 21 zoning code
Some projects are simple and allowed “by right.” Others require special review because they request flexibility or changes to existing rules.
Below is a general overview of common planning review types.
| Review Type | When It Applies | Level of Review |
|---|---|---|
| By-Right Review | Project meets all zoning rules | Administrative |
| Administrative Site Plan Review (ASPR) | Compliant projects needing site review | Staff review |
| Special Permit | Uses allowed with conditions | Public hearing |
| Variance | Requests relief from zoning rules | Public hearing |
| Rezoning | Change to zoning district | Planning Board & Commission |
Understanding which category your project falls into helps set realistic goals for time and cost.
How Planning Fits Into the Full Approval Process
Planning approval is usually one step in a longer chain. After planning sign-off, most projects move on to building permits, reviews, and inspections.
Planning focuses on what can be built and where. Other departments focus on how it is built.
Here is a simplified view of how planning fits into the process.
| Approval Stage | Purpose | Typical Order |
|---|---|---|
| Planning Review | Land use and zoning compliance | First |
| Building Permits | Construction code compliance | Second |
| Trade Permits | Electrical, plumbing, mechanical | Third |
| Inspections | Field verification | During construction |
| Certificate of Occupancy | Final approval to use the building | Last |
Skipping or rushing the planning stage often causes delays later. Clear planning approval makes the rest of the process smoother.
Step 1: Determine What Planning Approvals Your Project Needs
Before submitting anything to the City of Miami, you need to confirm which approvals apply to your project. This step is often overlooked, but it can save weeks or months of time.
Not every project needs the same level of review. Some require only staff approval. Others must go before boards or commissions.
Project Triggers That Require Planning Review
Certain changes automatically trigger planning review. These triggers are based on zoning and land use rules, not construction size alone.
Common triggers include:
Change in property use
Increase in building height or density
Reduction in required parking
New development in historic districts
Requests for zoning flexibility
Even small projects can trigger review if they alter how a property is used.
Identifying Your Project Type Early
Projects in Miami generally fall into three broad categories:
By-right projects that meet zoning rules
Administrative review projects reviewed by staff
Public hearing projects reviewed by boards or commissions
Knowing your category helps you plan your timeline, budget, and team.
A by-right project may move faster, but only if plans clearly show compliance. Public hearing projects require more preparation and community awareness.
At this stage, many applicants benefit from working with a planning consultant. A zoning analysis can confirm what is allowed before design work moves too far ahead.
Starting with the right approval path reduces revisions, resubmittals, and delays later in the process.
Step 2: The Pre-Application Process (Your First Real Checkpoint)
The pre-application process is one of the most important steps in the City of Miami planning review. It happens before you submit a formal application. While it does not result in an approval, it helps shape your entire project strategy.
Many delays happen because this step is skipped or rushed. Taking it seriously can save time, redesign costs, and frustration later.
What Is a Pre-Application Meeting?
A pre-application meeting is a coordinated review between you and multiple City of Miami departments. You submit basic project information, and city staff provide early feedback.
This meeting helps answer one key question:
Is your project on the right track before you invest more money?
During the meeting, staff may point out zoning conflicts, missing studies, or issues that could affect approval. These comments are not binding, but they are highly informative.
Typical departments involved include:
Planning and Zoning
Public Works
Transportation
Fire Prevention
Utilities (when applicable)
Not every project requires a pre-application meeting. However, most projects that involve site plan review, zoning flexibility, or special permits strongly benefit from it.
When a Pre-Application Is Required
Some project types must complete a pre-application before moving forward. Others may choose to do it voluntarily.
Common situations where a pre-application is required or recommended:
Rezoning requests
Special permits
Variances
Large or complex developments
Projects in sensitive areas
If your project involves public hearings, a pre-application is almost always expected.
Preparing for the Pre-Application Meeting
Preparation matters. City staff can only comment on what they see. Clear documents lead to better guidance.
You do not need full construction drawings at this stage. However, you should submit enough detail to explain your intent.
Typical submission materials include:
Conceptual site plan
Preliminary building layout
Zoning summary
Written project description
Property information
Below is a simple preparation checklist.
| Item | Purpose |
|---|---|
| Concept Site Plan | Shows layout and access |
| Zoning Analysis | Confirms district rules |
| Project Narrative | Explains scope and use |
| Photos or Surveys | Provides site context |
Submitting organized and labeled files helps staff respond more clearly.
What Happens After the Meeting
After the pre-application meeting, the city issues a written summary. This document outlines staff comments and identifies key issues.
Review this summary carefully. It should guide your next steps.
Common outcomes include:
Adjusting building layout
Revising parking or access
Confirming approval path
Identifying additional studies
While comments are not final approvals, ignoring them often leads to delays later. Addressing concerns early improves your chances of a smoother review.
At this stage, many applicants revise their plans before submitting a formal application. This approach reduces comment cycles and review time.
Step 3: Submitting Your Official Application
After your pre-application review is complete and staff comments are addressed, it’s time to submit your official planning application. This step starts the formal review and moves your project closer to approval.
Submitting a complete and well-organized application is critical. Missing or unclear documents are the main reasons projects get delayed. Preparing carefully helps city departments review your application more efficiently.
Electronic Submission Tips
The City of Miami requires all applications to be submitted digitally through platforms such as ProjectDox or ePlan. Paper submissions are no longer accepted for most projects.
Here are some tips to avoid technical issues:
Organize files clearly: Use separate folders for site plans, drawings, and supporting studies.
Label files correctly: Include the project name, date, and content description.
Use standard formats: PDFs are best. Make sure all drawings are easy to read.
Include a cover sheet: Summarize the project and list key contacts.
Check file sizes: Compress large files so they upload properly.
Following these tips prevents delays and avoids repeated submissions.
Required Plans & Documentation
A complete application usually includes several documents. Requirements vary by project, but most applications include:
Site Plan: Shows buildings, parking, and access points.
Architectural Drawings: Elevations, sections, and renderings.
Landscape Plan: Includes trees, green areas, and buffers.
Zoning Compliance Summary: Confirms your project meets district rules.
Supporting Studies: Traffic, environmental, or stormwater analysis if needed.
Forms & Certificates: Application forms, proof of property ownership, and professional stamps.
Example Checklist:
| Document | Purpose | Required For |
|---|---|---|
| Site Plan | Shows layout and setbacks | All projects |
| Architectural Drawings | Visual representation of building | ASPR & Special Permits |
| Landscape Plan | Ensures green space compliance | Most projects |
| Zoning Summary | Confirms compliance | All projects |
| Traffic/Environmental Study | Assesses impact | Large or complex projects |
| Forms & Certifications | Legal and administrative requirement | All projects |
Submitting all required documents at once reduces back-and-forth with the city.
Application Fees
Planning applications require fees. The amount depends on the project type and scope. Fees are usually paid online when submitting the application.
Tips:
Check the City of Miami fee schedule before submitting.
Keep receipts for records and future reference.
What Happens After Submission
Once submitted, the application enters formal review. City staff from multiple departments examine your plans. They may ask for more information or clarifications.
The review process includes:
Staff Review: Planning and zoning compliance.
Interdepartmental Review: Public Works, Fire, Transportation, and Utilities.
Decision Path: Administrative approval or referral to boards/commissions for public hearings.
Respond quickly to staff questions. Prompt replies and updated documents keep the process moving and shorten review time.
Step 4: Hurdles in the Review Process
Even with careful preparation, most projects face hurdles during the City of Miami planning review. Knowing these challenges helps you address them early and keep your project on track.
How City Departments Review Your Application
Once submitted, your application is reviewed by several departments. Each department focuses on a different part of your project. This means feedback can come from multiple directions at once.
Key departments and their focus areas:
Planning: Checks zoning and land use compliance.
Public Works: Reviews drainage, sidewalks, and street access.
Transportation: Assesses traffic flow, parking, and curb cuts.
Fire Prevention: Evaluates safety, access, and emergency requirements.
Utilities: Confirms water, sewer, and stormwater capacity.
All departments provide comments that must be addressed before approval. Ignoring or misunderstanding these comments can cause delays.
Common Reasons for Review Delays
Even well-prepared projects sometimes run into delays. Being aware of common pitfalls can prevent them.
Incomplete or missing plans
Conflicting information across documents
Missing professional certifications or stamps
Non-compliance with city formatting or labeling rules
Delayed responses to staff requests
Example of common issues and how to address them:
| Common Issue | Example | How to Address |
|---|---|---|
| Incomplete Plans | Missing site details | Double-check checklist before submission |
| Conflicting Information | Different dimensions in site vs. architectural plans | Review and reconcile all drawings |
| Missing Certifications | Engineer or architect stamp absent | Ensure all required stamps are included |
| Formatting Errors | File naming or layout incorrect | Follow ProjectDox/ePlan submission rules |
| Slow Responses | Staff requests unanswered | Respond promptly with required updates |
Strategies to Overcome Hurdles
Keep Communication Clear: Label all documents and include summaries where needed.
Respond Quickly: Address staff comments as soon as they arrive.
Use Consultants When Needed: Planning consultants or permit expeditors can clarify issues and coordinate with departments.
Track Progress: Keep a simple log of submissions, comments, and deadlines.
By anticipating challenges, you reduce delays and keep your project moving smoothly.
Step 5: Winning Approval – Strategies That Work
Once your application enters full review, the goal is to get approval with as few revisions and delays as possible. While every project is different, certain strategies consistently improve outcomes in Miami’s planning process.
Use Clear Communication and Documentation
City staff review many projects simultaneously. Clear, organized submissions make their job easier and reduce back-and-forth.
Organize files logically: Separate architectural plans, site plans, and studies.
Label everything clearly: Include project name, date, and version number.
Include a summary sheet: Highlight key project information for quick reference.
Highlight changes: If revising plans, clearly show modifications from previous submissions.
Clear communication minimizes misunderstandings and accelerates staff responses.
Engage Consultants or Permit Expeditors
Experienced planning consultants and expeditors can be invaluable. They know how departments interact, what issues commonly arise, and how to present information to avoid confusion.
Benefits include:
Ensuring all requirements are met before submission
Coordinating responses to staff comments
Scheduling meetings or hearings efficiently
Reducing the number of resubmissions
Even simple projects can benefit from professional guidance to save time and reduce stress.
Understand the Public Component
Some projects require public hearings or community board approvals. Understanding this component early is essential.
Notice Requirements: Ensure neighbors and relevant parties are informed according to city rules.
Presentation Tips: Prepare clear visual materials and a concise explanation.
Responding to Concerns: Address questions or objections respectfully and factually.
Community input can influence approval decisions. Being prepared and proactive helps your project proceed smoothly.
Anticipate Common Requests
Staff often request small changes rather than denying a project outright. Common requests include:
Adjusting parking layouts
Modifying landscaping plans
Updating stormwater or drainage plans
Clarifying building setbacks or height compliance
Meeting these requests promptly shows cooperation and professionalism, which can speed up approval.
Checklist for a Successful Review
| Step | Action | Benefit |
|---|---|---|
| Organize Submission | Clearly labeled and complete documents | Faster staff review |
| Address Comments Quickly | Respond within deadlines | Avoid delays |
| Hire a Consultant | Expert guidance through process | Fewer mistakes |
| Prepare for Public Input | Clear explanations and visuals | Reduce objections |
| Track Progress | Maintain logs of submissions and feedback | Stay on schedule |
By following these strategies, you improve the likelihood of a smooth approval and reduce surprises during the review process.
Step 6: After Approval – Next Steps to Break Ground
Once your project gets planning approval, it moves into construction. Approval confirms your project meets zoning and land use rules. But there are still steps before you can start building. Knowing them helps avoid delays and ensures compliance.
What Happens After Planning Approval
After approval, you will usually need:
Administrative Site Plan Review (ASPR) Vesting: Confirms your site plan is official and protected.
Building Permits: Apply for structural, electrical, plumbing, and mechanical permits.
Utility Approvals: Coordinate with water, sewer, and stormwater departments.
Other Approvals: Some projects need environmental, historic preservation, or transportation clearances.
Even with approval, inspections and checks continue until you get occupancy.
Staying Compliant During Construction
Following rules during construction is just as important as approval. City staff inspect projects to ensure they match the approved plans.
Key steps:
Permit Cards: Keep all permits on site.
Scheduled Inspections: Book inspections at the proper stages.
Document Updates: Track changes and get approval for modifications.
Final Sign-Off: Obtain a Certificate of Occupancy after construction is complete.
Ignoring these steps can cause fines, work stoppages, or rework.
Tips for a Smooth Post-Approval Process
Organize Documents: Keep approvals, permits, and correspondence in one place.
Talk to Inspectors Early: Clarify inspection requirements.
Update Plans if Needed: Minor changes may require city approval.
Use a Professional: A project manager or consultant can coordinate compliance.
Being proactive and organized protects your investment and keeps the project moving.
Step 7: Timeline Expectations & Planning
Knowing how long each step takes helps set realistic goals. Approval timelines in Miami vary by project size, complexity, and required approvals. Understanding typical durations helps avoid surprises and coordinate contractors, financing, and schedules.
Typical Timing
| Step | Duration | Notes |
|---|---|---|
| Pre-Application Meeting | 2–4 weeks | Depends on department availability |
| Formal Application Submission | 1–2 weeks | Processing and completeness check |
| Staff Review | 4–8 weeks | Planning, Public Works, Fire, Transportation, Utilities |
| Public Hearing (if needed) | 4–6 weeks | Includes notice and scheduling |
| Revisions / Resubmissions | 2–6 weeks | Depends on comments |
| Final Approval | 1–2 weeks | Administrative sign-off |
Small projects may be approved in a few weeks. Large or complex projects can take several months.
Factors That Affect Timing
Project Size: Larger projects need more studies.
Permits Requested: Special permits or rezoning take longer.
Submission Quality: Complete, clear documents reduce delays.
Department Workload: Busy periods slow responses.
Public Hearings: Community involvement adds time.
Strategies to Stay on Schedule
Plan Ahead: Add extra time for comments or revisions.
Respond Fast: Answer staff questions promptly.
Track Milestones: Keep a timeline for meetings, submissions, and reviews.
Hire Professionals: Consultants or expeditors anticipate issues and coordinate efficiently.
Sample Project Timeline
| Milestone | Duration | Notes |
|---|---|---|
| Pre-Application | 3 weeks | Staff feedback included |
| Submit Application | 1 week | Upload documents via ProjectDox |
| Initial Staff Review | 6 weeks | Multiple departments review |
| Revisions | 3 weeks | Address comments |
| Public Hearing | 5 weeks | Needed for special permits |
| Final Approval | 1 week | Administrative sign-off |
Realistic timelines and proactive planning help avoid delays and keep your project on track.
Case Studies and Examples
Understanding real-world examples helps illustrate how projects move through the City of Miami planning process. Case studies provide practical lessons on what works and what can go wrong.
Case Study 1: Small Commercial Renovation
Project Overview: A 5,000 sq. ft. retail space in downtown Miami.
Approval Path:
Pre-application meeting identified a minor setback issue.
Project qualified as by-right; no public hearing required.
Formal application submitted with updated site plan.
Lessons Learned:
Early identification of setbacks avoided a last-minute redesign.
Organized submission minimized review cycles.
Total time from pre-application to approval: 8 weeks.
Case Study 2: Mid-Sized Mixed-Use Development
Project Overview: A 12-story building with retail and residential units.
Approval Path:
Required pre-application meeting and ASPR.
Zoning flexibility requested for parking and height.
Public hearing held with neighborhood board.
Lessons Learned:
Addressing community concerns upfront reduced objections during the hearing.
Use of a planning consultant ensured that all documentation met city standards.
Total time from pre-application to final approval: 6 months.
Case Study 3: Large Redevelopment in Historic District
Project Overview: Redevelopment of a 2-acre site with historic buildings.
Approval Path:
Required pre-application, historic review, and multiple public hearings.
Coordination with multiple city departments was essential.
Revisions were needed for setbacks, landscaping, and architectural details.
Lessons Learned:
Multi-department coordination is critical for complex sites.
Submitting thorough documentation at every step reduced repeated comments.
Total time from pre-application to final approval: 12 months.
Key Takeaways from Case Studies:
Early engagement with the City of Miami departments is crucial.
Clear, complete, and organized submissions shorten review cycles.
Public and community involvement can impact timelines and project design.
Professional guidance from consultants or expeditors improves outcomes.
Case studies show that preparation, communication, and responsiveness directly influence project timelines and success.
Conclusion & Next Steps
Getting a project approved by the City of Miami Planning Department can feel overwhelming. But with careful preparation, the process is manageable.
Each step matters. Knowing which approvals you need, submitting applications, and responding quickly help your project move forward smoothly.
Key takeaways:
Plan Early: Understand approvals and project requirements before you start design work.
Engage the City: Pre-application meetings give guidance and prevent surprises.
Submit Complete Applications: Organized, labeled documents reduce review cycles.
Respond Quickly: Timely answers to staff questions keep your project on track.
Use Professionals: Planning consultants and expeditors save time and help coordinate departments.
At JDJ Consulting Group, we help property owners and developers work through Miami’s planning process. We make sure applications are complete, compliant, and submitted correctly. This reduces delays and helps projects move forward with confidence.
Take the Next Step: Contact JDJ Consulting today for a free consultation. We can review your project, answer your questions, and guide you toward a smooth planning approval.
Call (818) 793-5058 or contact us online to get started today.
Resources & Helpful Links
Use these official City of Miami resources to guide your planning and permit process:
Planning Department Overview – City of Miami Planning
Pre‑Application Guide – Pre-Application Process PDF
Digital Submissions – ePlan & ProjectDox
FAQs – Planning FAQs
GIS & Zoning Tools – Miami GIS Portal
These links help ensure submissions, plans, and approvals follow the city’s current rules.
FAQs: City of Miami Planning Department
What is the City of Miami Planning Department and what does it do?
The City of Miami Planning Department regulates land use and guides development across the city. It reviews zoning compliance, site plans, and entitlements to make sure projects follow city goals and codes. It also handles special permits, variances, historic reviews, and public hearings for larger changes. Planning works alongside public works, fire, transportation, and utility departments to coordinate project requirements.
Do I need a pre‑application meeting before submitting a planning application?
Yes — for many types of planning requests such as rezoning, special permits, variances, or comprehensive plan changes, a pre‑application meeting is required. This meeting gives early feedback from planning staff and other departments before the official application is submitted. It helps identify issues and requirements so you can prepare a more complete application.
What happens during a pre‑application meeting?
In a pre‑application meeting, city staff review your concept plans and provide comments on zoning, site layout, public works, fire, and other requirements. You receive a written summary of feedback to guide your final application. Note: feedback does not guarantee approval but helps you prepare appropriately.
How long does a pre‑application meeting last and what is the fee?
Pre‑application meetings in Miami typically last about 30 minutes. They occur on set days (e.g., 2nd and 4th Tuesdays each month), and a fee — often around $500 — is required. You must submit all documents and payment in advance to be scheduled.
What is an Administrative Site Plan Review (ASPR)?
ASPR is a streamlined review for projects that comply with zoning “by‑right.” It allows you to lock in your approved site plan for up to three years while you pursue permits and certificates of use. ASPR does not apply to projects requiring special permits like waivers or variances.
Do all projects need a public hearing?
Not all projects require a public hearing. Routine by‑right and ASPR projects usually do not. However, actions like rezoning, exceptions, variances, and some special permits must go before boards such as the Planning, Zoning & Appeals Board or Historic & Environmental Preservation Board.
What documents are typically required to submit a planning application?
A planning application usually includes:
Site plan
Architectural drawings
Landscape plan
Zoning compliance narrative
Supporting studies (traffic, environmental)
Application forms
All documents must be uploaded through the city’s electronic plan review system (ProjectDox/ePlan).
What is the fee structure for planning applications?
Planning fees depend on project type and scope. Special permits, rezonings, and variances each have associated filing fees. The city calculates the exact cost once the application is submitted. Use the Planning Department fee calculator to estimate costs before filing.
Can I get feedback from planning staff before submitting a special permit application?
Yes. You can meet with planning staff in person, by email, or phone for general process questions. A formal pre‑application meeting gives the most valuable feedback on your project and how to address potential code or process issues in your formal application.
How long does the official planning review process take?
Review timelines vary by project complexity. Basic applications may be reviewed in a few weeks, but projects needing public hearings and multiple entitlements can take several months. Factors like submission completeness, department workload, and public hearings affect timing.
What is a zoning waiver?
A zoning waiver allows flexibility when strict code compliance is impractical. Waivers have specific criteria under the Miami 21 Code and often require pre‑application review. If approved, they are valid for a set time during which you must obtain necessary building permits.
Can planning approval expire?
Yes. If your project receives planning approval but you do not submit the official application within a set time (typically three months after a pre‑application), you may lose fee credits and need to restart certain steps. Always verify approval deadlines and submit on time.
What are common reasons planning reviews get delayed?
Reviews can be delayed due to missing documents, unclear plans, incomplete responses to staff comments, or incorrect formats. Providing clear, well‑organized submissions and quick responses to city requests helps reduce delays.
How do I know what uses are allowed on my property?
Allowed uses depend on your parcel’s zoning designation under the Miami 21 Code. You can check the zoning map and consult the code for permitted, warranted, or exception uses. A planning technician can also assist with use questions.
Is the planning review formal approval?
No. Initial reviews and comments from a pre‑application meeting are not final approvals. Formal planning approvals only come after your official application has been reviewed and accepted through the city’s entitlement process.
Do I need a letter of intent for a special permit?
Yes. A letter of intent (LOI) is required for most special permit requests. It describes your project, proposed uses, reasons for the request, applicable code sections, and justification for approval. This narrative helps staff and boards understand your case.
Can I do a planning pre‑application over email or must it be online?
Formal pre‑application meeting requests and upload of documents are done online through the city’s system. While you may seek general guidance by email or phone, official review requires submitting a request and materials online.
How do I find out if a project needs a traffic or circulation study?
Certain planning entitlements may trigger a traffic or circulation study requirement. Contact the Department of Resilience and Public Works to confirm whether a study is needed for your project.
Are there boards that recommend but don’t decide?
Yes. Some boards, like the Urban Development Review Board or Wynwood Design Review Committee, provide recommendations to the Planning Director but do not have final approval authority. Their input helps shape project outcomes.
What external agencies may be involved in the review?
Certain developments may require review by outside agencies such as Miami‑Dade County transportation or environmental review committees. Applicants must coordinate and include these external reviews with their city submissions.
