When investors lease an RBF (Ready Built Factory) for production, fit out works are typically required. However, many companies misunderstand the scope of required approvals, which can lead to rejected applications, schedule delays, or even the removal of completed works. To avoid these risks, companies should clearly understand three types of procedures that may be required: renovation construction permits, fire safety approval, and approval from the industrial park authority.

1. Does RBF Factory Fit Out Require Permits?

Fit out works in leased factories do not always require a construction permit, but approval from the industrial park authority or the landlord is almost always required. Companies should clearly distinguish between three main types of procedures:

Renovation construction permit is required when fit out works change load-bearing structures, such as cutting slabs, cutting beams, adding mezzanine floors, or installing equipment that exceeds the original design load. This is a mandatory permit issued by the construction authority.

Fire safety approval or revised fire safety approval is required when there are changes to layout, sprinkler systems, fire detectors, or escape routes. This procedure is completely independent from the construction permit.

Approval from the industrial park authority or landlord is required for changes that affect shared technical systems, the building envelope, environmental conditions, or overall operational safety.

2. Common cases requiring renovation / fit out approval

Although each project has its own characteristics, the following four groups of works almost always require approval:

2.1. Structural-related works

MUST obtain a renovation construction permit
Must also obtain approval from the landlord/industrial park

Any changes to structural load-bearing components fall under the Construction Law. Actions such as opening floor slabs, modifying load-bearing walls, adding mezzanines, or installing machinery exceeding the design load must obtain a renovation construction permit before implementation. In addition, because these works directly affect the leased facility, written approval from the landlord/industrial park is also required.

Typical examples:

Creating openings through floor slabs or load-bearing walls.
Constructing mezzanines, secondary floors, or large suspended structures.
Installing heavy machinery requiring reinforcement of floors or beams.

2.2. Fire safety system-related works

MUST obtain fire protection review or revised fire safety approval

Must also obtain approval from the landlord/industrial park

Construction permit required if structural impact occurs

Any changes affecting sprinklers, fire detectors, or escape routes must undergo fire protection review or minor modification notification depending on the extent of the changes. Layout changes are the most common cause of sprinkler coverage no longer meeting standards or evacuation routes becoming non-compliant.

Typical changes requiring fire protection system adjustment include:

Relocating or adding sprinklers, detectors, or discharge heads.
Changing partition walls or layouts affecting coverage areas.
Adjusting emergency exits or evacuation corridors.

2.3. MEP system modifications

Obtain approval from the landlord/industrial park

May require fire safety approval if fire systems are affected

Usually does not require a construction permit

Changes to electrical, plumbing, ventilation, or HVAC systems usually do not require a construction permit, but they must always be approved by the industrial park due to their impact on shared infrastructure. When increasing power capacity, cooling load, modifying electrical panels, or installing large HVAC systems, businesses must submit full technical explanations and calculations.

Note that installing small split-type air conditioners usually only requires industrial park approval, but power load and condensate drainage must still be assessed to ensure no impact on fire safety or factory operations.

2.4. Environmental-related works

Obtain approval from the landlord/industrial park

Update environmental documentation (if applicable)

If fit out works generate emissions, solvent vapors, wastewater, or noise and vibration beyond allowable limits, businesses must update environmental documentation or submit a technology explanation. This category is often overlooked but frequently leads to application rejection.

2.5. Works affecting general safety and operations

Obtain approval from the landlord/industrial park

Some works may not affect structure or fire safety but still impact operational safety, such as blocking escape routes or using hazardous construction methods, and therefore still require landlord/industrial park approval.

3. Documents businesses need to prepare

Depending on the scope of renovation, the documents below are used to obtain landlord/industrial park approval and as a basis for preparing applications for renovation construction permits or revised fire safety approval (if applicable).
In practice, the landlord/industrial park is usually the first reviewing authority. Only after receiving this approval will the business proceed with submissions to the relevant state authorities.

Therefore, companies should prepare technical and legal documents in parallel to avoid repeated revisions when moving to the next approval stage.

3.1. Documents for landlord/industrial park approval

This document set allows the landlord/industrial park to assess impacts on shared infrastructure, operational safety, fire protection, and the environment before granting permission to proceed.

Technical documents

Existing condition drawings and proposed fit out drawings (layout, equipment arrangement, main piping/cabling routes).
Technical explanations and MEP calculations for modified items.
Power load, cooling load, airflow, water supply and drainage calculations.
Construction method statements and safety measures (if required by the industrial park or for high-risk works).
Fire protection compliance plan when layouts change (to determine whether revised fire safety approval is required).

Legal documents

Business registration certificate.
Factory lease agreement.
Forms or applications required by the industrial park (if any).
Environmental documents or technology explanations (if emissions, solvents, chemicals, or wastewater increase).

3.2. Documents for renovation construction permit (only applicable when load-bearing structure or architectural elements are modified)

If the fit out includes items subject to renovation permit requirements, a separate construction dossier is required. This is typically prepared by a qualified design consultant with coordination from the landlord to provide legal documents of the factory.

Typical components (may vary by locality):

Application form for renovation construction permit (in the name of the building owner or under authorization).
Written approval or authorization from the building owner.
Legal documents proving the building was legally constructed (e.g. construction permit, completion records, acceptance certificates, depending on available documents).
Renovation design drawings (architectural/structural) clearly indicating modified and unchanged areas.
Design explanations and structural calculations (if load-bearing elements, mezzanines, reinforcements, or heavy suspended loads are involved).

Note: MEP documents listed in section 3.1 do not replace the renovation construction permit dossier. Construction permits focus on architectural and structural changes and overall building safety.

3.3. Documents for revised fire safety approval (applicable when fit out changes fire protection systems or evacuation arrangements)

A revised fire safety approval dossier is required when the fit out modifies any element related to fire safety or evacuation compared to the previously approved fire protection documentation of the factory. This is a mandatory procedure under Decree 136/2020/NĐ-CP and is independent from the renovation construction permit.

In practice, this dossier is developed based on the technical documents submitted to the landlord/industrial park, but it must be standardized according to the specific templates and requirements of the Fire Prevention and Fighting Police.

Note: If only production equipment is changed and there is no impact on layout, fire safety systems, or evacuation routes, revised fire safety approval is usually not required, but this must be carefully assessed through drawings.

4. Fire safety approval: a step that often generates additional costs

Changes to fire protection systems often result in significant additional costs. Businesses may need to relocate all sprinklers, reprogram fire alarm systems, or revise evacuation plans. Some industries also require clean agent fire suppression systems instead of water. If the scope is misjudged at the outset, the cost of fire protection adjustments can far exceed the initial fit out budget.

5. Why defining the permit scope early is critical

Misunderstanding permit requirements or preparing incomplete documentation can lead to repeated rejections, delaying construction by one to two months and directly affecting production schedules. In many cases, completed works must be dismantled and redone to comply with industrial park or regulatory authority requirements, resulting in substantial MEP and fire protection costs. The most effective solution is to assess permit requirements from the concept stage, clearly identifying which items require a renovation construction permit, which require fire safety approval, and which only need industrial park approval.

RBF Factory fit out permits: understanding the requirements to avoid extra costs and delays

1. Does RBF Factory Fit Out Require Permits?