Mistakes to avoid when getting DCD approvals

1-  Defective information

Incomplete or false information can waste time & money during the DCD approval process. To avoid falling for this trap, double check DCD required documents.

You can use a checklist to simplify the process. Moreover, time pressure can cause mistakes, take your time to revise all the documents. Read PDF documents for requirements and stay up to date to avoid any fallacy.

For foreigners (non-arabic speakers), it is important to translate documents  professionally to avoid misunderstandings.

Let’s explain this example:

submitting 2019 certificate when the 2024 certificate is required.

You’re a business owner and want to get a Dubai Civil Defence permit to continue your business. DCD required a valid fire safety certificate that is not issued for more than 5 years

• problem: Instead of submitting a valid certificate that’s not expired and issued from less than 5 years, you submitted invalid certificate that has been issued since 2019, which means it has been issued for 7 years and is not acceptable.
• Result: refusing your submission and having to get a valid certificate and resubmit it again.
• Why does this happen? Not paying attention to the document date or submitting outdated certificates deliberately to avoid fees.
• Why is this an issue? Because DCD updates fire safety regulations every year, and submitting an old document with old regulations may not meet safety standards and put lives under risk.
• Solution: checking certificate date before submitting, verify documents before submitting and fixing errors if found.

2- Not following the DCD drawing submission format

The DCD provides standard formats on its website (DCD provides you with the document required after choosing the service that you need). It includes PDF & AutoCAD files with unified colors and symbols.

Those formats change annually, so it is vital to check the current formats before printing. Also, check the engineering stamp before printing. Keeping a unified format and adhering to the instructions clarified on the DCD website is vital to avoid any rejection.

It is better to consult a certified DCD consultant before applying.

• For example: submitting files in a format other than the PDF format
• Mistake: not committing to the wanted format in the Dubai civil defense portal and submitting a docx file.
• Result: rejecting the application.
• Why does this happen? The system recognizes only PDF documents.
• How did this happen? Not checking the wanted formats.

What to do to prevent this from happening? Check the demanded official papers and the accepted formats. Convert files to PDF using converting tools (save as PDF, Adobe Acrobat, free online converters).

3- Submitting irrelevant DCD documents

Delete any unrelated documents when submitting to the civil defense permit. Those documents can be marketing materials or wrong-titled documents or drawings.

For example, you can not submit hotel drawings for a store project. Unrequired permits can also be considered irrelevant DCD documents.

Submitting those documents will get you rejected, which means reapplying, which may take weeks. Preventing those mistakes will save you money and time and will make you trustworthy.

• For example: submitting the same file twice under different names
• Mistake: You are applying for DCD permits online, and multiple documents are required. You accidentally submitted the same file twice. 
• Result: rejection or delays in approval.
• Why does this happen? Trying to hide a missing file or accidentally uploading an irrelevant file
• How to solve this problem? Before submitting, check files carefully. After submitting, change documents immediately with the right files.

4- Poor documents organization

Civil Defense employees examine thousands of applications daily. Thus, Disorganized documents can expose your file to immediate rejection.

Additionally, organizing documents professionally enhances readability and saves time. There are common mistakes like putting random file names and neglecting headings.

Try to prevent those mistakes while submitting to the civil defence permit by putting clear titles and headings. Also, make sure the file size is reasonable so it doesn’t cause problems while opening it. 

• Mistake: Uploading a 200MB file instead of a 50MB file.
• explanation: You want to upload a file on the DCD portal. You tried to upload the file, but the load failed, and now your download has passed.
• Result: immediate rejection and wasting time.
• Why does this happen? Not checking the size limit, merging multiple files together.
• How to solve this problem? Check size rules, compress files, split large files, and reduce quality. 

5- Ignoring DCD fire & life safety code

Dubai civil defence codes are strict rules that aim to secure buildings from fire & disasters. It is built on international standards that meet the conditions of the UAE.

ignoring this code can cause penalties on the legal level and safety risks. Enlisting experts during the design phase, conducting regular monthly inspections by Civil Defense, and testing systems every six months are critical to avoiding any accidents.

• Example: Using fake fire sprinklers to save money
• Mistake: installing fake fire sprinklers that look real to save money and not buying expensive original ones.
• Result: Can not use sprinklers if a fire happens; smokes fill the building and cause human injuries.
• Why does rejection happen? Fake sprinklers mean no protection, and DCD does not deal easily with violations.
• How to solve this problem? Install approved DCD fire safety installations and remove fraudulent installations.

6- Not checking emergency lighting & fire detection in DCD submissions

Certificates from the contractor about all firefighting and life safety equipment will be required when you apply for a building completion certificate.

Those certificates play a vital role in risk management and facilitate approval procedures. Moreover, they are necessary to ensure safety and protect property. Thus, choosing a professional contractor ensures legal and financial safety.

• Mistake: submitting a fake emergency lighting certificate
• Result: immediate rejection and fines up to 50,000 AED
• Why do people do this? To get rid of expensive fees and to rush approval
• Solution: Get a valid emergency lighting certificate and hire an approved consultant to inspect the project.

7- Lack of fire safety planning

It happens in old buildings with poor hazard identification and may not undergo fire safety regulations. Additionally, this can be a reason for a lack of proper emergency evacuation, such as unclear emergencies or inefficient emergency lights.

Poor fire safety training can worsen the situation because of a lack of knowledge about following evacuation steps. This lack of planning and ignorance can lead to catastrophic results if not solved.

This example explanation will clarify this mistake and how to prevent it:

• Mistake: not updating the evacuation plan for upper floors.
• Result: failing in the inspection phase and disastrous emergency risks such as not knowing where the emergency exists.
• Why do people do this? To cost avoidance and ignorance of law.
• Solution: Make a floor-by-floor risk assessment and make evacuation drills every 6 months.

8- Submitting without DCD consultant review

The consultant knows everything about safety codes and regulations, Thus, hiring a good one will save money and time. The risks of submitting without a consultant are more than what you expect, why? Because the DCD consultant main responsibilities are:

• Assessing and analysing fire risks
• Design and review systems
• Preparation of plans and drawings
• Evacuation plans and drills trainings
• Pre inspection audits

You can imagine now what you are risking with the project and the approval. Heres an example for this type of errors:

• Mistake: Falsifying fire ratings for storage racks
• Result: permit rejection because DCD checks physical storage racks, fines due to not obeying the UAE fire prevention code. Additionally and more importantly, risks of dangerous warehouse fire.
• Solution: if already falsified: remove non-compliant racks and install properly rated racks. Apply for fire resistance certification for storage racks.

Mistakes during DCD fire safety inspection

DCD Inspection happens in several stages from the beginning until after finishing the project. To check the progress while ensuring the correct application of drawings and documents.

As the approval phase, the inspection phase also needs full attention to detail. Here’s mistakes to avoid list if you want a successful inspection

1- Poor communication with inspectors

This error is due to a misunderstanding. There are many reasons for a misunderstanding to happen during DCD inspection, such as language barriers, ignoring instructor feedback and not being honest.

In DCD inspections, there is no excuse for misunderstanding. To avoid this mistake, hire a professional consultant and investigate everything. 

Don’t hesitate and ask if you need help with your inspections. Contact us 

2- Non-compliance with safety installation

Non compliance with safety installations such as disabling sprinklers, avoiding “false alarms,” or using fake safety installations can cost a lot. The solution is to make a safety installation checklist. Safety installations checklist includes: 

• Fire and alarm systems
• Emergency lighting
• The Electric power system
• Fire safety signs
• Fire extinguishers 
• Fire Hydrants

Why would someone not comply with safety installations?

People can get negligent sometimes and do illogical actions for their own advantage, risking so many people’s lives. The Downtown Dubai Hotel Fire in 2022 was preventable if the kitchen sprinkler system had not been disabled.

A massive fire in al Deira because of not complying with safety installations killed 16 people who were trying to escape through a closed exit. Safety installations are not a luxury; they are necessary to save people’s lives.

3- Delays that cause expiry or rejection

Expired certificates will lead to fees and temporary closing. Not meeting deadlines and submitting incomplete documents can lead to immediate rejection. Here are some tips to make sure you submit on the right time:

• Follow deadlines on the DCD portal.
• Start early to avoid submitting uncompleted projects.
• Hire a consultant for pre-audits.
• Make a no objection certificate (NOC) renewal.

4- Ignoring DCD follow up requirements

 

After DCD inspection, DCD requested edits and additional requirements for buildings and construction owners. Dealing strictly with those requirements is mandatory to avoid legal accountability, losing money and preserving lives. Here is a checklist that can help in solving the follow up problem:

• Hire a specialist to do the follow up process
• Set a reminder for inspections dates and certificates renewal
• Make a checklist to track progress
• Make monthly inspections to determine potential problems

What are the consequences of Ignoring DCD requests?

It can cause financial penalties up to 500,000 AED and additional costs for the re-inspection process.

Temporary suspension which means losing potential incomes Legal consequences if ignorance leads to serious injuries or death. 

conclusion

Dubai Civil Defence (DCD) approvals are necessary to ensure the building or the project is safe and to gain trust if you are a business owner. You may face some struggles while submitting the application, such as delaying or refusing the application.

Those struggles can result from many reasons, like incorrect or incomplete information. Thus, you have to make sure you are doing everything the right way to prevent any mistakes.

Worried about making these mistakes? Let us help you with this, schedule a call.