Required Permits for an Office in a Commercial Building (Philippine Context)

This guide is written for businesses locating office space in a commercial building in the Philippines. It maps the permits, registrations, and inspections typically required, explains who issues them, when they’re needed, and what documents are usually asked for. Because procedures vary by city/municipality and building, always confirm local nuances with the Business Permits and Licensing Office (BPLO), Office of the Building Official (OBO), and your building administrator.

A. What “permit” means here (scope & definitions)

Permits: government authorizations or clearances (national and local) that allow you to build/fit-out, open, and operate.
Registrations: legal registrations with national agencies (SEC/DTI/CDA, BIR, SSS, PhilHealth, Pag-IBIG, NPC, DOLE).
Certificates/Inspections: proof of compliance (e.g., Fire Safety Inspection Certificate).
Office fit-out: construction/installation work inside the leased unit (partitions, MEPF, signage, IT, etc.).

B. The “permit map” at a glance

Phase 1 — Before you sign a lease

Entity registration (SEC/DTI/CDA)
Tax registration (BIR) for the head office or branch as applicable
Zoning/locational compatibility check (thru your lessor/building admin)
Due diligence: Building has a valid Occupancy Permit; use is allowed for “office”.

Phase 2 — Before construction (fit-out)

Fit-out Building Permit (OBO), with ancillary trade permits (Electrical, Mechanical, Sanitary/Plumbing, Electronics)
Fire Safety Evaluation Clearance (FSEC) for plans (BFP)
DOLE approval of Construction Safety & Health Program (CSHP) (if any construction work)
Contractor must have PCAB license (if contracting work to a builder)

Phase 3 — Before opening/operating

Barangay Clearance (location’s barangay)
Mayor’s/Business Permit (BPLO)
Sanitary Permit for the establishment; Health Certificates for food handlers (if any)
Fire Safety Inspection Certificate (FSIC) (BFP)
Signage Permit (if exterior or common-area signage)

Phase 4 — After opening (ongoing compliance)

BIR: official receipts/invoices system, books of accounts, withholding and business taxes
SSS, PhilHealth, Pag-IBIG: employer registration & ongoing remittances
DOLE: Establishment Report (Rule 1020) and OSH compliance
NPC (Data Privacy): DPO appointment; registration where applicable
Annual renewals: Mayor’s Permit, FSIC, Sanitary Permit, and any annual LGU/OBO inspections

Special locations: If your office is inside a PEZA or other economic zone/BCDA/AFAB/SBMA/CDC, expect zone-specific permits and different tax/permit regimes. Confirm with zone management and your locator-lessor.

C. Entity & tax registrations (national level)

1) Legal personality

Corporations/Partnerships/OPCs: Register with SEC.
Sole proprietors: Register business name with DTI.
Cooperatives: Register with CDA.
Foreign companies: Consider SEC branch/ROHQ/representative office (secondary license) as needed.

Typical documents needed: constituent documents (Articles/By-laws), principal office address (must match city), identification of officers, and board resolutions/authority to sign.

2) BIR registration (head office/branch)

Register TIN and business/branch location with the Revenue District Office (RDO) having jurisdiction over the office address.
Books of accounts: manual or computerized/loose-leaf (permit/notification as required).
Receipting/invoicing: Authority to Print ORs or approval of e-invoicing/CAS where applicable.
E-invoicing mandate: applies to certain taxpayer classes; confirm your status.
“Notice to the Public” (Ask for Receipt) posting and BIR Certificate of Registration display are typically required.

Note: The annual BIR registration fee that used to be paid by corporations has been removed by recent tax reforms. You still handle all other ongoing BIR obligations (returns, withholding, etc.).

3) Employer registrations (hiring staff)

SSS, PhilHealth, Pag-IBIG (HDMF): Employer registration; enroll employees; remit contributions.
DOLE: File Rule 1020 Establishment Report within 30 days of operation.

D. Lease & due diligence (commercial building)

Before signing:

Lessor documents: building’s Occupancy Permit, fire clearances, building management fit-out rules.
Zoning: verify the property’s zoning classification allows business office use.
Lease: make sure the principal office/branch address in SEC/DTI/BIR matches the actual leased address (helps with permit processing).

Tax points on rent (operational, not a “permit” but commonly checked):

Withhold the appropriate expanded withholding tax (EWT) on rent and file/pay on time.
Documentary Stamp Tax (DST) on the lease contract: file and pay within the statutory deadline.
Keep a notarized lease and building admin endorsements handy for BPLO/BIR.

E. Fit-out/construction permits (inside the unit)

Even if it’s “only interiors,” most cities treat tenant fit-out as building work:

Building Permit for Fit-Out (OBO) — submit sealed plans and specs by licensed Filipino professionals.
- Ancillary permits (as applicable):
  - Electrical (power, lighting, UPS)
  - Mechanical (ACUs, VRF/VRV, exhaust, pressurization)
  - Sanitary/Plumbing (pantries, toilets, condensate drains)
  - Electronics/ELICS (FDAS, IT, CCTV, access control, PA/BGM)
  - Signage (if structural/externally visible)
- As-builts & completion: After works, secure Inspection and Certificate of Completion/Final Inspection per trade. In some LGUs, the tenant gets a Unit Occupancy/Certificate of Occupancy or a building admin turn-over/acceptance memo.
Fire Safety (BFP)
- FSEC (plan review) before the OBO issues the permit.
- FSIC (post-work inspection) — required for Business Permit issuance and renewals.
DOLE — Construction Safety & Health Program (CSHP)
- Required for any construction activity (including office fit-outs). Obtain CSHP approval from the DOLE Regional/Field Office before work starts.
- Assign a Safety Officer, first-aiders, and provide PPE, toolbox meetings, and safety signages per OSH law.
Contractor — PCAB license
- Your general contractor and MEPF subs should be PCAB-licensed to legally engage in contracting. Many building admins will require proof.

Accessibility (BP 344): Interior works must keep or improve accessibility features (ramps/clear widths/handles/ signage). Green Building Codes: Some LGUs have additional green building requirements (energy, ventilation). For small interior fit-outs, you’ll mostly show compliance in MEPF design.

F. Local business permitting (opening to operate)

1) Barangay Clearance

Get from the barangay where the office is located. Often requested before BPLO accepts your business permit application.

2) Mayor’s/Business Permit (BPLO)

Core license to operate within the city/municipality.
You typically submit:
- Duly accomplished application form
- SEC/DTI/CDA papers and IDs of signatories
- BIR docs (e.g., COR), TINs
- Lease & building admin permit-to-operate/endorsement
- Zoning/locational approval (if separately issued)
- Sanitary Permit application/inspection results
- FSIC (or inspection scheduling proof; many LGUs require FSIC on or before release)
- OBO Certificate of Completion/clearances from your fit-out
- Waste disposal/hauler contracts (sometimes requested)
- Community Tax Certificate (cedula) and LGU assessment forms
Fees & taxes: local business tax (based on gross receipts/revenue bracket), regulatory fees, garbage, sign fees, etc.
Renewal: usually annually (commonly January), but exact deadlines and penalties vary by LGU.

3) Sanitary Permit & Health

Issued by the City/Municipal Health Office after inspection.
Health certificates: typically required only for food handlers or those in canteens/pantries handling food. Some LGUs still require a minimal roster check for general offices.

4) Fire Safety Inspection Certificate (FSIC)

Post-construction and before/at business permit issuance; renewed annually.
Expect inspection of extinguishers, alarms, emergency lights, exit signage, sprinkler/FDAS interfaces, evacuation plans, drill records.

5) Signage Permit (if applicable)

For exterior/common-area signboards, lightboxes, and sometimes even glass decals visible from common areas.

G. Workplace & labor compliance (after you open)

DOLE (Labor)
- Rule 1020 Establishment Report within 30 days of operation.
- OSH Law compliance (RA 11058; DOLE DO 198-18):
  - Appoint Safety Officer(s) (level depends on headcount and risk class).
  - First-aiders, first-aid kits, emergency plan; coordinate drills with BFP/building.
  - OSH orientation for all employees; keep training and incident logs.
SSS/PhilHealth/Pag-IBIG
- Maintain monthly contribution filings and employee enrollments; handle loans/benefits administration.

H. Data privacy & information security

Appoint a Data Protection Officer (DPO) (mandatory).
Register with the National Privacy Commission (NPC) if you meet thresholds (e.g., certain risk processing, scale, or sectoral triggers).
Maintain a Privacy Management Program: privacy notices, security measures, breach procedures, data subject rights handling.
CCTV: post notices; restrict access; retention policy; secure storage.

I. Special locations & regulated sectors

Economic zones (PEZA, BCDA/Clark, Subic/AFAB, etc.)
- Tenants may need zone locator status or special permission to lease space; permitting can be handled by the zone authority instead of LGU (different taxes/fees).
- Coordinate early with the zone admin and lessor; requirements differ from city halls.
Regulated businesses (additional sectoral licenses):
- Banks/fintech/insurance (BSP/SEC/IC), lending, education, healthcare, recruitment/placement, gaming, etc.
- If your core activity is regulated, expect extra permits beyond the office permits described here.

J. Foreign nationals and foreign-owned entities

Foreign employees: DOLE Alien Employment Permit (AEP), then the appropriate work visa (e.g., 9(g)) with the Bureau of Immigration; other visa categories exist for specific cases.
Board/officer presence: If foreign directors/executives will work on-site, check if they need AEP/visa based on their role and activities.
Ownership limits: Some activities have foreign equity restrictions; ensure your SEC registration matches your allowed scope.

K. Environmental & other technical clearances

ECC/Environmental permits: Ordinary office use rarely requires an Environmental Compliance Certificate, but confirm if you have specialized operations (e.g., labs, gensets, large fuel storage).
Elevators/generators/boilers: Building owner typically manages these permits; tenant-owned equipment (e.g., large gensets, data center cooling) may trigger Mechanical/Electrical permits and periodic inspections.
Radio/Comms: Two-way radios require NTC licensing; standard Wi-Fi does not.

L. Ongoing inspections & renewals (typical cadence)

Annual: Mayor’s Permit renewal package, FSIC, Sanitary Permit, and any OBO/engineering annual inspections the LGU requires.
As scheduled: BFP re-inspections, building evacuation drills, DOLE OSH audits, calibration/maintenance of fire and life-safety systems, elevator/escalator certifications (by building).

Keep copies of: permits, approved plans/as-builts, CSHP approval, inspection reports, service/maintenance contracts (FDAS, sprinklers, HVAC), and training/drill logs. Many are checked during renewals.

M. Documentation checklists (practical)

1) Fit-out permit pack (typical)

Endorsed tenant fit-out guidelines from building admin
Signed & sealed plans: Architectural, Structural (if needed), Electrical, Mechanical, Sanitary/Plumbing, Electronics
Bill of Materials/Cost and specs
FSEC application documents (BFP)
DOLE CSHP approval; Safety Officer credentials; contractor PCAB license; DOLE notifications
Method statements, shop drawings for critical systems (sprinkler, FDAS, clean agent)
As-builts & test/commissioning reports prior to turnover

2) Business permit pack (typical)

Application form; Barangay Clearance
SEC/DTI/CDA docs; IDs; board resolution/SPA for signatory
BIR COR, TINs; books/receipting status
Lease (notarized) + building admin endorsement; proof of building Occupancy Permit
FSIC (or inspection scheduling per local practice)
Sanitary inspection results; garbage/hauler contract (if applicable)
Community Tax Certificate; assessment/ORs for fees

N. Common pitfalls (and how to avoid them)

Starting fit-out without CSHP/FSEC → Risk of stop-work orders and fines. Sequence your approvals.
Mismatch of addresses among SEC/DTI, BIR, lease, and BPLO → Align documents before filing.
Using unlicensed contractors → Require PCAB license and proper tax compliance.
Underestimating schedule for BFP inspections and OBO approvals → Build in float; book inspections early.
Ignoring OSH after opening → Appoint safety officers, conduct drills, keep logs.
Privacy blind spots (HR files, CCTV) → DPO in place; implement basic privacy controls.
Economic zone assumptions → Zone rules can replace LGU processes; confirm early.
Signage without permit → Get Signage Permit to avoid takedown and penalties.

O. Quick step-by-step timeline (typical)

Incorporate/DTI → BIR registration (head office)
Lease signed (address alignment planned)
Fit-out design → CSHP (DOLE) → FSEC (BFP) → Building/ancillary permits (OBO)
Fit-out works → inspections → Completion/turnover → FSIC (BFP)
Barangay Clearance → Mayor’s/Business Permit (BPLO) → Sanitary Permit
Open office → SSS/PhilHealth/Pag-IBIG employer setup, DOLE Rule 1020 → privacy program
Operate → meet BIR/payroll/withholding obligations; prepare for annual renewals (FSIC, Sanitary, Mayor’s)

P. Frequently asked practical questions

1) Do I need a new BIR registration if my SEC office is in a different city than my first site? Yes, branches and facilities are registered with the RDO that has jurisdiction over each location. Align your SEC principal/branch addresses with tax registrations.

2) Our office has no pantry—do we still need a Sanitary Permit? Most LGUs issue a Sanitary Permit to every business establishment after inspection. Health certificates typically apply to food handlers only.

3) Can a “virtual office” address get a Mayor’s Permit? Many LGUs require a physical, occupiable space with proof of occupancy. Co-working spaces can work if the lessor provides the needed building and zoning endorsements.

4) In a PEZA IT park, do we still get a Mayor’s Permit? PEZA-registered enterprises usually deal with the zone authority rather than the LGU for permits and taxes, but practice varies by zone and activity. Confirm with the park admin.

5) Who keeps the Occupancy Permit—the building or the tenant? The building owner holds the Occupancy Permit. Tenants obtain fit-out permits, pass inspections, and secure FSIC and business permits to operate their unit.

Q. Final notes & strategy

Sequence matters: CSHP → FSEC → OBO permits → inspections → FSIC → Barangay → Mayor’s/Sanitary → Open.
Coordinate early with your building admin; they often pre-screen drawings and schedule joint inspections.
Keep a compliance binder (physical or digital): permits, plans/as-builts, inspection reports, OSH records, privacy policies, and proof of tax filings.
Expect local variance: The legal basis is national, but LGU procedures and forms differ. When in doubt, ask the BPLO/OBO/BFP desk directly.

If you want, tell me your city, whether you’re inside an economic zone, and if you’re doing light vs. heavy fit-out. I can turn this into a city-specific, step-by-step checklist with document templates you can hand to your contractor and admin team.