A Cleveland letter reporting no recorded violations does not establish that a building is safe or that its current use is lawful. The City explains that the property may not have been inspected and that unpermitted work can leave gaps in its history. Records Administration
Before paying for a document, identify the question you need it to answer.
Choose the record by the question
| Your question | City’s record or service | Important limit |
|---|---|---|
| Are active violations recorded? | A verbal yes/no inquiry is free; an official Code Violation Letter is $20 | This is a records search, not a point-of-sale inspection. |
| What is the last legal use in City records? | Statement of Authorized Use Letter, $40 | Recorded use is not a physical inspection of today’s layout or work. |
| What use and conditions does an issued occupancy approval establish? | Certificate of Occupancy | This is distinct from a permit or rental registration. |
The first two routes come from Records Administration; the third from the City’s certificate explanation. A buyer asking all three questions may need more than one record.
The City says a seller must obtain an authorized-use letter when transferring commercial property or residential property with five or more dwelling units. Do not extend that threshold to every single-family sale. Authorized-use instructions
Count structures before calculating the request payment
The linked Records Request Form lists $40 for authorized use and $20 for a violation letter, and calls for a processing fee for each structure when a lot has more than one.
LSL’s arithmetic examples, using those listed amounts:
- One violation letter for one structure: 1 × $20 = $20.
- Both letter types for one structure: $20 + $40 = $60.
- Both letter types for two structures: 2 × ($20 + $40) = $120.
These are request-form calculations, not closing costs or a quote for every property-record service. Confirm how the City wants a multi-structure request submitted before paying, particularly when buildings have different uses or addresses.
Complete the request without guessing the building history
The form asks for the property address, number of dwelling units and occupancy/use, together with seller, purchaser, title-company and transferring-agent information. It directs the form and payment to Building and Housing, 601 Lakeside Avenue, Room 517, Cleveland, Ohio 44114. Request form
If the stated dwelling count or use is exactly what you are trying to verify, explain that uncertainty to Records Administration. Do not fill in a preferred answer as though it were already an approved use.
For existing building records and plans, the City lists bhrecordsplans@clevelandohio.gov and 216-664-2825 or 216-664-2994. Ask for the permit or certificate that supports a recorded use when the distinction matters. Records contacts
A useful property file identifies the unanswered question
After receiving a response, separate what the document says from what remains unverified. Examples include an addition missing from permit history, a layout that differs from recorded use, or no evidence of a recent inspection. A blank result is a reason to investigate the gap, not proof that the missing approval was unnecessary.
If the task is obtaining a new occupancy approval rather than researching an existing property, use the occupancy sign-off guide.
Fee calculation and source dates
LSL compared the record descriptions with the linked request form on September 13, 2026 and reproduced the fee arithmetic above. The form itself carries a February 2010 revision; its continued City link is not a new revision date. Confirm current payment instructions before submitting. No private title, property condition or transaction was examined.