What To Do When the Municipality Is Taking Too Long to Review Your Engineering Submissions

Delays in municipal engineering reviews are a common challenge for land developers. You’ve made strategic investments, your consultants are engaged, timelines are in motion, and then nothing. Days or even weeks can go by with no feedback or
movement on your engineering submission.

At InfraCor, we work exclusively with private-sector developers, so we understand the importance of momentum. Lost time means lost money, missed construction windows, and unnecessary carrying costs. While some municipal review timelines are simply out of your hands, the good news is that there are smart, strategic steps you can take to regain some control and keep your project on track.

1. Clarify the Review Timeline (In Writing)

Before you submit your engineering package, it’s important to ask your municipal contact to confirm the expected review time frame. While many municipalities publish target timelines for engineering review (for example, 3 to 6 weeks), these are often not enforced consistently. Getting a response in writing gives you a reference point for when and how to follow up.

Don’t just ask about timelines in general. Request clarification on when the clock starts, such as upon digital submission, upon fee payment, or upon intake validation. Also ask whether timelines reset if the municipality requests minor revisions. If your project is large or complex, ask whether the file will need to go through multiple departments, such as public works, water resources, and transportation, and whether those reviews happen at the same time or one after the other.

InfraCor regularly confirms and documents review expectations as part of our project management process so that you’re never left guessing.

2. Build Strong Relationships with Municipal Staff

In most municipalities, planning and engineering departments are stretched thin, and a collaborative approach can go a long way. Developers and consultants who are consistently courteous, responsive, and well-prepared tend to receive better treatment. The goal is not to be overly friendly but to become a low-friction file that staff are more inclined to move forward.

This begins with clean, complete submissions that follow municipal standards and checklists. InfraCor is known for producing accurate and comprehensive engineering packages that minimize the need for back-and-forth. Our cover letters clearly identify how our designs meet requirements, and we address common concerns proactively.

Whenever possible, attend pre-application meetings and get to know your file managers. Demonstrate that you understand their workload and are committed to fast, professional communication. Small gestures, like prompt responses and organized documents, can help ensure your file is not the one that gets overlooked.

3. Request a File Status Meeting

If your file has stalled and the responses you’re receiving are vague or non-committal, it’s time to request a file status meeting. This meeting does not need to be confrontational. Instead, it can be presented as a request to collaborate and move the project forward efficiently.

During the meeting, ask for a detailed breakdown of what has been reviewed, what is still pending, and whether any internal issues are causing delays. These might include coordination with other departments, policy interpretation, or resource constraints. Often, simply showing that you are actively managing the file will encourage staff to do the same.

InfraCor attends these meetings with our clients and comes prepared with an agenda, documentation of submission dates, and a summary of open issues. Our approach helps ensure that any outstanding concerns are addressed and that the project regains momentum.

4. Escalate Strategically

If your project is significantly delayed and you’ve already made reasonable efforts to communicate and cooperate, it may be time to escalate the matter. This should be done professionally and with tact.

Begin by restating the previously agreed timelines and explaining the impact of the delay on your construction or financing plans. Ask for a specific path forward and clear actions to get the file back on schedule. If the situation does not improve, you may need to elevate the conversation to a senior planner, department manager, or director. In some cases, involving a city councillor or development liaison may also be appropriate.

InfraCor supports clients throughout this process. We help draft formal requests, provide technical justification, and attend meetings to ensure your concerns are clearly communicated and addressed appropriately.

5. Mitigate the Impact on Your Schedule

Even if a delay cannot be avoided, that doesn’t mean your entire project must come to a halt. There are often creative ways to work around approval bottlenecks, provided you have the right strategy and support.

Consider asking whether:

Pre-servicing agreements can be issued that allow limited work, such as stripping and grading, to begin while full approvals are pending.
Conditional approvals can be granted if only minor revisions are outstanding.
Phased submissions are acceptable so that portions of the site can proceed, such as underground servicing, while the remainder is still under review.
Parallel permitting is allowed, enabling you to begin the development permit or building permit process while waiting on servicing approvals.

InfraCor will evaluate these options with you and coordinate with municipal staff to ensure that any solutions are viable and documented correctly.

6. Document Everything

Throughout the development process, it is essential to keep detailed records of all correspondence, meeting minutes, submission dates, and verbal agreements. This documentation is valuable not only for tracking progress but also for protecting your position if disputes, appeals, or claims arise.

InfraCor maintains a full project log for every engagement. We track all key communication, drawing revisions, comment responses, and milestone dates. If issues escalate or need to be addressed through formal channels, you will have a detailed history ready to support your case.

Bottom Line: You Have More Control Than You Think

Municipal review timelines can be unpredictable, but with the right combination of preparation, communication, and persistence, you can influence the outcome and protect your schedule.

At InfraCor, we provide more than engineering design. We act as your strategic partner, advocating for your project, managing the process, and ensuring your file keeps moving.