Build one property file that separates evidence from assumptions
A useful suite file is not a pile of screenshots. It should show what authority each fact came from, when it was checked and which approvals were actually issued. That makes it easier to answer questions during design, inspection, refinancing or a future sale.
Folder 1: property and zoning evidence
- Civic address and parcel identifier where available.
- Current zoning map/record and the applicable zoning bylaw section or table.
- Any mapped transit, agricultural, heritage, flood, environmental or hazard overlay that changes eligibility.
- Relevant title covenant, easement or strata document if it affects the project.
Folder 2: municipal decision path
Save the municipality’s current secondary-suite/ADU page, building-permit checklist and any written zoning confirmation. Record the source URL and date checked. If a development permit, variance or other planning approval is required, keep it separate from the building permit so the approval layers remain clear.
Folder 3: drawings and professional documents
Keep the submitted and approved plan sets, revisions, surveys, site plans and any engineer, architect, energy, geotechnical, septic or other professional documents required for the project. Mark the final approved revision so an older drawing is not mistaken for the permitted one.
Folder 4: permits and inspections
Keep the building permit plus electrical, plumbing, gas or other trade permits that apply. Save inspection reports, deficiency notices, reinspection records and final approvals. A permit application or permit number alone does not show that the file was closed.
Folder 5: occupancy, registration and ongoing obligations
If the jurisdiction issues an occupancy document, suite registration, licence or other final record, retain it. Also note any continuing condition such as owner occupancy, renewal, parking allocation or servicing requirement—but only if the current local rule actually imposes it.
Update the file when the rule changes
Do not overwrite old evidence. Add the newer source and date so you can distinguish what governed the original approval from what applies to a future alteration.