Why open filings show up at the worst moment
Most NYC owners only learn about an old open DOB filing when a buyer's attorney, a lender or a co-op board finds it. Title and due-diligence searches routinely pull the building's Department of Buildings record. An application or permit that was never signed off reads as unfinished work, and nobody wants to close on that.
The filing is often years old and was opened by a previous owner or contractor. The work may even be finished and perfectly sound. But until the DOB record says so, it can delay a closing, hold up a refinance, or stop a new permit from being approved.
The good news: almost every open filing can be resolved. The key is to find it early, before it lands in someone else's checklist.
What counts as an open filing
An "open" filing is any DOB job that never reached a final, signed-off status. The most common types we see:
Permits issued, never signed off. Work was approved and possibly built, but the final inspections or sign-off were never completed.
Expired permits. The permit lapsed before the work was finished or closed out.
Applications that stalled. A job was filed but never approved, often after objections from plan review were left unanswered.
Jobs that never started. A renovation was planned and filed, then abandoned, but the filing stayed on the record.
Missing paperwork. Special inspection or technical reports, or a final sign-off document, were never submitted.
Open filings are different from DOB violations, although the two often appear together. If your record also shows violations, see our DOB violation removal service.
How to check your property
The DOB keeps its records in two public systems, and you need to look at both:
BIS (Building Information System) holds older jobs. Search by address, open the property profile, and review the list of jobs and their status.
DOB NOW holds most newer filings. Search the same address and review each job's current status.
Look for any job whose status is not a final sign-off or completion, and note its job number and filing date. In a co-op or condo, check both the building's address and any filings tied to your unit.
Status codes are not always easy to read, and a job can look closed in one system and open in the other. If you're unsure what you're seeing, a quick professional record review will tell you what's actually open and what it will take to close.
How open filings get closed out
The right fix depends on what actually happened on site. That's why every close-out starts by comparing the filing with the work that was built.
Work finished as approved: complete the outstanding inspections and reports, then request final sign-off.
Work never started: withdraw the filing, often with a statement that no work was done.
Work built differently from the plans: amend the application to match what was built, then complete sign-off.
Expired permit: renew or reinstate it so the work can be inspected and signed off, or withdraw it if nothing was built.
Stalled in plan review: resolve the open objections, or withdraw it if the project is no longer happening.
Some cases need more than paperwork, for example when work was done without the right approvals. If that sounds familiar, our guide to legalizing unpermitted apartment renovations explains what's involved.
Our close-out service handles the full process: record review, site check, filings and DOB follow-up.
Timing, previous owners and co-op boards
Start before you list or apply. A close-out can take anywhere from a few weeks to several months, depending on inspections, paperwork and DOB review. Starting before the property goes on the market, or before you apply for a refinance, keeps it off the critical path.
Previous owners' filings are now yours. The DOB record belongs to the property, not to the person who filed. If you bought with an open filing, it's now your responsibility to resolve, even if you've never touched that work.
Co-ops and condos add a layer. Managing agents and boards often check DOB records before approving a sale or a new renovation. An open filing on your unit can hold up board approval for your buyer, or for your own next project. See our co-op and condo renovation page for how we work with boards.
Open filings can also delay a Certificate of Occupancy. Where a new or amended CO is needed, the DOB usually expects related jobs to be signed off first. Our post on Certificate of Occupancy delays covers this in more detail.
Frequently asked questions
Will an open DOB permit stop my sale?
Not automatically, but it often delays one. Buyers' attorneys, lenders and co-op boards may ask for it to be closed out, or for money to be held in escrow, before they'll proceed.
Can I just ignore a very old filing?
It stays on the record until it's resolved, however old it is. It can resurface at any sale, refinance or new permit application.
Do I need an architect to close out a filing?
In most cases a registered architect or engineer has to file the amendments, withdrawals or sign-off documents with the DOB. They also confirm what was actually built.
How long does a close-out take?
It depends on the filing. A job that never started can be quick to withdraw; finished work that needs inspections and amendments takes longer. We give you a realistic timeline after reviewing the record.
Get your record clear
Selling, refinancing or planning a new renovation? SUFFIX ARCHITECT reviews your property's full DOB history, finds what's still open and closes each item out. Our registered architects have filed 500+ DOB applications. Start with a site visit and record review, or contact us to talk through your property.
