Complete Guide to Authority Submission (Dewan Majlis & Bomba) for Office Renovation in Malaysia - 2025 Update

Why Authority Submission Matters Before Office Renovation?

Before starting any office renovation in Malaysia, companies must secure proper Authority Submissions from the Dewan Majlis (City Council) and Bomba (Fire and Rescue Department). These approvals ensure that the renovation complies with safety regulations, zoning laws, and building codes.

Skipping this process can lead to stop-work orders, fines, or even legal action - not to mention putting employees' safety at risk. For that reason, KHD handles this critical stage of every renovation project on behalf of clients, ensuring all plans are submitted, reviewed, and approved according to Malaysian law.

What is Authority Submission in Malaysia?

Authority Submission refers to the formal process of submitting architectural and engineering plans to local authorities for approval before beginning construction or renovation.

When Is It Required?

It's required whenever there's a change to:

The layout of the space (e.g., walls, doors, partitions)
Fire safety systems or exit routes
Electrical or mechanical layouts
Building facade or structure

For offices, any interior renovation that affects safety or functionality - even if minor - must go through the authority approval process.

Key Regulatory Bodies Involved

1. Dewan Majlis (City Council)

The Dewan Majlis Bandaraya or Majlis Perbandaran oversees compliance with building codes and municipal regulations. Examples include:

DBKL (Kuala Lumpur)
MBPJ (Petaling Jaya)
MPSJ (Subang Jaya)

They review the overall design, usage, and compliance with zoning and architectural guidelines.

2. Bomba (Fire and Rescue Department)

The Jabatan Bomba dan Penyelamat Malaysia (JBPM) ensures fire safety and evacuation compliance. Every office renovation must include Bomba submission if changes affect fire routes, alarm systems, or sprinklers.

3. Other Possible Authorities

Depending on project type:

TNB (Tenaga Nasional Berhad) for electrical works
Indah Water Konsortium (IWK) for plumbing changes
DOSH (Department of Occupational Safety and Health) for workplace compliance.

Dewan Majlis Submission Process Explained

Preparing the Documents

Before submission, KHD prepares:

Proposed floor plans and reflected ceiling plans
Furniture layouts
Structural and M&E (mechanical & electrical) drawings
Application forms signed by a Registered Architect or Engineer

Review Focus

The council checks for:

Compliance with building codes
Proper zoning and permitted use
Accessibility and emergency exits
Waste and air-conditioning systems

Common Reasons for Rejection

Missing architect endorsement
Unclear dimensions or non-compliant materials
Incomplete documents (e.g., missing title deeds, tenancy letters)

KHD's expertise ensures zero resubmission errors and faster approvals.

Bomba (Fire Department) Submission Process

What Bomba Evaluates

Bomba examines whether the renovated office meets fire protection standards, such as:

Number and placement of fire extinguishers
Escape routes and emergency exits
Sprinkler and smoke detection systems
Fire-rated walls, doors, and ceilings

Required Documents

Fire layout plan (with exit paths and alarm points)
Sprinkler and smoke detector schematics
Floor plan stamped by an Accredited Fire Engineer

KHD collaborates directly with certified fire consultants to ensure Bomba requirements are fully met before submission.

Types of Approvals Required Before Renovation

Type of Approval	Issuing Body	Purpose
Renovation Permit	Dewan Majlis	To legally start renovation work
Fire Safety Approval	Bomba	To ensure safety compliance
Certificate of Completion & Compliance (CCC)	Professional Engineer / Architect	Confirms project completion according to approved plans

KHD's Role in Managing Authority Submissions

KHD acts as your one-stop coordinator for the entire authority submission process. From preparing technical drawings to liaising with government departments, KHD ensures your renovation meets every requirement.

KHD's Process:

Conduct site inspection & measure existing layout
Prepare full set of architectural, M&E, and fire plans
Liaise with Dewan Majlis and Bomba officers
Submit and track approval status
Obtain renovation permit before work starts

This comprehensive approach eliminates client stress and ensures timely, compliant approvals.

Document Required for Authority Submission

A typical submission package includes:

Floor plan and elevation drawings
Mechanical and electrical (M&E) layouts
Fire system layout
Tenancy agreement or property ownership documents
Project summary and professional endorsement

KHD compiles and verifies all documents before submission to avoid rejection or delays.

Timeline: How Long Does Approval Take?

Dewan Majlis Approval: ~2-4 weeks (depending on council)
Bomba Approval: ~3-6 weeks
Total Estimated Duration: ~6-8 weeks

KHD's established relationships with local authorities often shorten this timeline through accurate documentation and pre-approval checks.

Common Challenges in Authority Submission

Challenge	Impact	KHD Solution
Incomplete drawings	Causes rejection	Pre-submission checklist
Unregistered contractors	Fines and stop-work orders	Use only CIDB-registered vendors
Non-compliant design	Bomba rejection	Fire engineer review before submission

How KHD Ensures Smooth Approval

Local Expertise: Experienced in submissions to DBKL, MBPJ, MBSJ, and other councils
Compliance-First Design: All layouts designed per Malaysian building cdoes
Strong Network: Close coordination with certified engineers, architects, and Bomba officers
Proactive Monitoring: KHD tracks progress and addresses feedback instantly

Legal Risks of Skipping Authority Submission

Failing to submit plans before renovation can lead to:

Stop-work orders from Dewan Majlis
Legal penalties and fines (RM10,000 or more)
Bomba non-compliance notices preventing occupation
Insurance voiding in case of fire or accidents

KHD prevents these risks by ensuring every project is legally compliant from the start.

Tips of Office Owners Planning Renovation

Engage a professional early. Submit drawings through registered architects or engineers
Don't start work without approval. Wait for permits to avoid delays later
Plan timelines realistically. Include 1-2 months for approvals
Keep records. Always maintain copies of permits and approvals for audit or inspection
Use experienced partners like KHD. Handling submissions properly saves both time and cost

Why KHD Is the Trusted Partner for Office Renovations

KHD simplifies the bureaucratic complexity of Malaysian renovation projects. With years of experience in authority submissions (Dewan Majlis & Bomba), KHD ensures your renovation is safe, compliant, and approved - before any work begins.

End-to-end service from design to approval
Experienced technical team
Proven track record with local authorities

For any office renovation, KHD covers this critical part - so you can focus on your business, not paperwork.

FAQs

Q1: What is the first step before office renovation?
Engage a qualified consultant or designer to prepare layout drawings for submission to Dewan Majlis and Bomba.

Q2: Can I start renovation before approval?
No. Starting work without a permit may result in fines or a stop-work order.

Q3: How long does authority approval take?
Typically 6-8 weeks depending on complexity and authority workload.

Q4: Does every office need Bomba approval?
Yes, if the renovation affects fire exits, sprinklers, or partitions.

Q5: Who handles submission if I hire KHD?
KHD coordinates all authority submissions, including liaising with local councils, fire departments, and registered consultants.

Q6: What happens after approval?
Once permits are obtained, KHD proceeds with renovation work as per approved drawings.

Conclusion

Authority submission - especially to Dewan Majlis and Bomba - is a vital step in any office renovation. It ensures legal compliance, safety, and smooth project execution. By partnering with KHD, office owners gain peace of mind knowing that every submission, permit, and inspection is managed professionally and efficiently.

Whether your project is small or large, KHD covers this part - so your renovation journey remains safe, compliant, and stress-free.

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