Routine Disclosure Request Process
Before starting a routine disclosure request, all applicants should understand the requirements.
Routine Disclosure refers to the automatic release of certain information to the public, when requested, without requiring a formal application under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
The Town provides access to some records that are held under the custody and control of the following departments:
- Building
- Planning and Development
- Transportation and Engineering
- Oakville Fire Department
The reproduction and use of any drawing or document released under MFIPPA are subject to the Copyright Act R.SC.c-42.
Before you begin
A $60 base fee applies to most routine disclosure requests. A base fee of $159 applies to Fire Department records requests.
In addition to the base fee, requests may be subject to additional third-party retrieval of records and/or reproduction fees.
If records are available, you will receive an email containing the fees owed and instructions on how to pay them.
Your request will not proceed until all fees have been paid, so please make payment as soon as possible in order to avoid delays.
Application requirements by department
The application, process and requirements may vary depending on the department and type of records involved in your request.
In some cases, Routine Disclosure may only be available to the current property owner or an authorized agent.
Please check the individual department requirements listed below.
To request and obtain the records from Building Services, you must be the current home owner or an authorized agent.
If you are an authorized agent acting on behalf of the current homeowner, you must obtain a completed and signed Owner's Authorization for Routine Disclosure form (pdf) and submit this form as part of your Routine Disclosure application.
If you are in the process of purchasing a property and the sale has not been completed or closed, you are not considered the current property owner.
Available records
- Inspection records
- Permit drawings
If your request is for the Building Records and you are not the current property owner or authorized agent, or you do not have written approval from the current homeowner, please submit a Freedom of Information request.
Requesting Planning and Development Engineering records does not require homeownership or submission of an authorization letter.
Available records
- Permit documents (stormwater management report, geotechnical report)
- Permit drawings (site plan, topographic survey, site servicing, grading plans)
Requesting Transportation and Engineering records does not require homeownership or submission of an authorization letter.
Available records
- Storm sewer plans/drawings
- Subdivision grading plan
- Subdivision stormwater management reports
The town provides access to Fire Reports directly through the Oakville Fire Department without a Freedom of Information request.
For more information and to request a fire report you may contact Fire Prevention by email at fireprevention@oakville.ca.
The town has a number of property surveys on file and provides access to property surveys that have been filed with the town through a building permit.
- A Freedom of Information (FOI) request is not required for these records, if available.
- Requesting these records online does not require homeownership or submission of an authorization letter.
- There is a $25 fee to obtain the survey.
- To confirm if there is a survey on file for a property in the Town of Oakville, use the “Search property surveys” option available on the Property Records and Tax page.
- To purchase a survey on file for a property in the Town of Oakville, use the "Purchase a property survey" option available on the Property Records and Tax page.
It is recommended that you contact an Ontario Land Surveyor for a current up-to-date legal survey.
Online application process
Start your application
- Go to Online Services, select Routine Disclosure and sign in.
- If you are ready to place your request, select "Add New Routine Disclosure Request" to start a new submission.
- If you have existing requests, select a button under the Actions heading beside the appropriate file to view details of your request. You can also pick up where you previously left off on in-progress requests from this page by clicking on the "Continue" button.
Select type
- Select "Routine Disclosure" from the Type of Request dropdown list.
- Provide location details in the "Description of Location" field.
- When ready for the next step, click "Continue".
Complete the authorization of requestor agreement
- Carefully read the Authorization of Requestor declaration and, if acknowledged and agreed upon, click the "Electronic Signature Acknowledgement" check box to continue.
Property details
- Locate your property and identify the project address
- Use the search bar in the upper-right corner of the map or scroll through the map and find your property.
- Click on the properties you wish to include in your project and choose "Select Property". All properties captured will be added to your Selected Addresses list.
- To remove a property from the Selected Addresses list, select the "Remove" button beside the property.
- To remove all properties, select the "Remove All" button.
- Once you have found the correct properties, click "Continue".
If the address is not found, please contact ServiceOakville at 905-845-6601 for assistance.
Identify which documents you are requesting
- Identify if you are the property owner in the "Are you the Owner" dropdown. Ownership or authorization letter is only required for Building records requests.
- Identify which documents you request in the "Documents Available" section.
- When ready for the next step, click "Continue".
Contact information
- If you are the property owner, click "Continue".
- If you are not the property owner:
- Click "Add contact" to add the property owner's contact information.
- Make sure you select "Owner" in the dropdown labelled "Role".
- Click "Submit". The property owner's information will be added to the Contact Information at the top of the page.
- Click "Continue"
Upload your authorization form (if you are not the current property owner and the request is for building records)
- Select "Authorization for Release" in the Select a Document Type menu.
- Drag or browse to find your completed Owner's Authorization for Routine Disclosure form (pdf).
- Click "Upload"
- Once uploaded, click "Continue"
Thank you for your request! Please check your email, including your Junk/Spam folder, for correspondence.
Check your email for updates
You will receive email notification that your request has been received and will be pre-screened to ensure the required information has been uploaded correctly. We will contact you via the email address provided if additional information or clarification is needed.
The email will be sent from "noreply@oakville.ca". Check your Junk/Spam folders if the email not in your main inbox.
If you did not receive an email, please contact service@oakville.ca or call 905-845-6601.
Fees
If the review is successful, you will receive an email containing the fees owing and instructions on how to pay these fees.
Please see the fee schedule indicated in the “Before you begin” section of this page.
Your request will not be processed until all applicable fees have been paid. Timely payment is encouraged to avoid any delay.
Contact
ServiceOakville
905-845-6601