Application Process

In order to begin the Record Drawing Review, the Engineer must submit the following below. Please note that all post construction submittals outside of City limits should be emailed to and submittals inside City limits should be handled by contacting the Development Center at (803) 545-3420.

  1. One Adobe Acrobat PDF format certified Record Drawing
  2. Completed Record Drawing Checklist: Departmental staff will use this checklist to review all projects. Engineers will need to use the most up-to-date checklist as they prepare drawings. All relevant and/or pertinent information on the checklist should be addressed and include the project name, location, City File Number and phase (if applicable).
  3. Form #2: This form must be the original signed by the Developer and include the project name, location, phase and City File Number.
  4. Form #3: This form is a lien waiver and must be the original signed by the contractor who installed the pipe and include the project name, location, phase and City File Number. This form must be signed and certified by the authorized representative of the utility company.
  5. Materials List. An itemized list of materials must also be provided. This list should be on the utility contractor’s company letterhead and include the project name, location, City File Number and phase (if applicable).
  6. Property Deed(s): This is the Title to Real Estate. The deed must be recorded.
  7. Mortgage(s): This mortgage is for subject properties of the developer that are being developed, mortgage must be recorded.
  8. Sanitary Sewer Acceptance Letter: This letter is only required when there is a sanitary sewer extension constructed that will not be maintained by the City. The owner of the sewer line must provide to the City an acceptance letter from the Utility Service company who will be treating the sewer line. The owner would have received this letter during the project permitting process. This letter should include the project name, location and City File Number.
  9. Offsite Easement(s): If applicable.
  10. Encroachment Permit(s): If applicable.
  11. Any additional requirements as deemed appropriate by the City of Columbia Engineering Department.

For Your Information:

Important Notes

Do NOT send final digital submissions until requested. Insure that these final submittals include ALL revisions made to the drawing during the course of the review process. These drawings will be reviewed by both the Utility Project Coordinator and the Utility Inspector and must conform to the approved construction plans and City Engineering Regulations.

Note: Digital submittals must be saved:

  • The City of Columbia currently uses the 2019 version of AutoCAD. Engineers are welcome to submit the DWG drawings in which ever version they are currently using.
  • With the City File Number and Project Name in the name using the format CF{#}_{ProjectName}.{FileType}. Fill in the bracketed portions with the relevant information. For example, if the City File Number was 00001 and the Project Name was MyProject, you would use the following file names: CF00001_MyProject.DWG and CF00001_MyProject.PDF.
  • With all users given full file permissions

The DWG must conform to the South Carolina State Plane (SCSP) Coordinates and contain the correct spatial standards and digital submission standards as outlined in the City of Columbia Engineering Regulations, Part 28: COC Digital Data Submission Standards. Additional requirements apply to all federal installations. Refer GIS questions to the Mapping Technician Manager in the City of Columbia Engineering Department, (803) 545-3400.

This is a legally binding document that follows the land and is recorded at the appropriate County Register of Deeds Office. It will be reviewed in advance by the City’s Legal Department. This document must be signed in the presence of an attorney. It must be submitted as a legal size (8 1/2″ x 14″) document. An Attorney Certification Form will also be provided with the document.

Record Drawing Review Process

The Engineering Department staff strive to process and approve projects promptly. We need a minimum of 2 weeks to process a set of record drawings for acceptance. There are several divisions involved at the City level that need to review the drawings for approval and prepare deeds. The 2-week timeframe is dependent upon receiving all required documents and that all items on the Record Drawing Checklist are addressed. This timeframe does not include Legal Review.

Upon receipt of all required application documents, the Department of Engineering will oversee the following:

  • Review the Record Drawings for missing Record Drawing Checklist items. If any items are missing, the Utility Project Coordinator will request revisions from the Engineer of Record
  • Once items are addressed, the Record Drawings are forwarded to the Real Estate Division for deed preparation. If any items are missing preventing the deed completion, the Utility Project Coordinator will request revisions from the Engineer of Record
  • Once the deed is complete, Real Estate Division will submit the deed to the city’s Legal Department for review and approval
  • Bacteriological testing will begin upon confirmation that the deed has been submitted to Legal Review. Testing will take a minimum of 4 days and will require 2 samples approved consecutively. The City’s inspector will then flow the fire hydrants for final approval and acceptance
  • After the deeds are approved by the city’s Legal Department, the Utility Project Coordinator will forward the deed and attorney certification to the developer for execution.
    • The following may also accompany the deed for execution:
      • Declaration of Covenant: The Declaration of Covenant is required for all properties outside the City limits and gives the City permission to annex the property at such time as is deemed necessary or advantageous.
      • Partial Mortgage Release: A Partial Mortgage Release is only required if there is a mortgage on the property being developed. This document releases the portion of land from the lien holder that contains the City’s utility line and corresponding easement. In instances where there is no mortgage on the property, the Owner must return form to the City identifying the project name and address with the notation, “There is no mortgage on this property.”
  • Upon receipt of the Record Drawings originally signed documents, forms and approval of the necessary tests, the City will issue a letter accepting ownership, operation and maintenance of the utility system. This letter, along with test results, will be forwarded to the Engineer of Record. It is then the Engineer’s responsibility to forward the final package to SCDHEC to request the permit to operate the new system.

After the Record Drawing Review is complete and the project is released, meters 4” and above will be installed by a city Approved Contractor stated by the owner/developer. Meters 2” and below will be installed by the City of Columbia within 21 business days.