Short answer: Planning officers may request a scaled kitchen/equipment plan, extract route and elevations, airflow and fan data, discharge position, nearby receptor survey, odour-risk assessment, noise assessment, filtration specification, manufacturer data, maintenance plan and evidence that the proposed system can be accessed and operated as described.
Requirements vary by authority and site, so this is not a universal submission list. The best approach is early discussion and a coherent package: the cooking duty links to the risk assessment, which links to the treatment, duct and terminal, with noise and maintenance addressed. Contradictory drawings undermine confidence.
Important: This guide explains design questions; it is not a product selection, planning approval or performance guarantee. A competent designer should assess the actual kitchen, air system, discharge and maintenance conditions.
Drawings and site context
Show equipment beneath the canopy, duct dimensions and route, fans and treatment, support/external plant and the terminal on plans and elevations. Mark distances and levels relative to windows, gardens, roof features and air intakes. Include photographs where they clarify constraints.
- Scaled kitchen and appliance plan.
- Duct route and plant arrangement.
- Roof/external elevation with terminal.
- Sensitive receptors and openings.
- Access and maintenance areas.
Design and assessment documents
Provide design airflow and calculation basis, make-up air, fan and acoustic information, treatment sequence and pressure data. An EMAQ+ style assessment may be expected to evaluate cooking type, size, receptors and dispersion. Noise needs its own evidence; odour filtration does not control fan noise.
- Odour-risk assessment.
- Noise assessment where required.
- Filtration technical schedule.
- Fan/silencer data and operating hours.
- Fire/building coordination as relevant.
Maintenance and enforceable operation
Authorities may condition maintenance, filters, operating hours or the approved equipment. State how cells, lamps and carbon will be serviced, who can access them and what records will be kept. If the menu or plant changes later, planning and technical review may be needed.
- Maintenance tasks and interval basis.
- Safe access drawings.
- Alarm/failure response.
- Record-keeping commitment.
- Change-control procedure.
What the observation may be telling you
| Observation | What it may mean | Correct next step |
|---|---|---|
| No equipment schedule | Cooking duty cannot be assessed | Provide models, fuel and use |
| Terminal omitted from elevation | Receptor relationship unclear | Show height, velocity and surroundings |
| “Carbon filter” only | Performance/capacity undefined | Provide media and design basis |
| No noise data | Amenity assessment incomplete | Include fan/attenuator evidence |
| No access or maintenance plan | Proposed performance not sustainable | Add service details and records |
A practical evidence workflow
Planning evidence and commissioning evidence answer different questions but should describe the same installed system. The first explains why the proposal should control impact; the second proves what was actually fitted and how it performed on the day of test.
- Freeze the operating brief. Record appliances, fuel, menu, hours, peak demand and delivery constraints. Note assumptions that may change, such as a future chargrill or later opening hours, because they can alter both treatment duty and planning risk.
- Issue a coordinated specification. Align the drawings, equipment schedule, treatment stages, duct route, discharge, access, acoustic measures, utilities, controls and maintenance requirements. Assign responsibility for every interface.
- Inspect before concealment. Photograph labels, access panels, fire-rated penetrations, drains, isolators, controls and service clearances. Resolve substitutions against the approved performance requirement rather than accepting a similar-looking unit.
- Commission and close out. Measure airflow and relevant pressure, electrical, water, gas, temperature or control values. Record test conditions, instruments and defects. Retest corrective work and provide the operator with the final evidence set.
Keep a useful record: Use a controlled index for drawings, calculations, product data, approvals, test sheets, certificates, photographs, training and maintenance information. Mark superseded versions clearly. A concise, traceable pack is stronger than hundreds of unindexed pages.
Project or service checks
- Check the local validation and environmental guidance.
- Engage planning/environmental health early.
- Use one coordinated drawing revision.
- Link menu, airflow, assessment and treatment.
- Show terminal in real site context.
- Include noise and maintenance.
- Answer conditions before equipment is ordered.
Turn the agreed checks into named deliverables. Each item should have an owner, due date and acceptance method. Where a measurement is required, record the value, unit, instrument or source, operating condition and result. This makes the information usable at handover and during a later investigation.
Common mistakes to avoid
- Submitting a supplier brochure without site design.
- Treating planning approval as the installer’s problem.
- Hiding a low-level terminal.
- Using generic odour-control percentages.
- Changing equipment after approval without review.
Avoid closing the issue on appearance alone. A new filter, reset controller or revised drawing may change the symptom without resolving the underlying duty, utility, access or maintenance problem. Confirm the completed work under a representative operating condition and keep the evidence with the asset or ventilation record.
Frequently asked questions
Is an EMAQ+ assessment always required?
Not automatically for every application, but many authorities use or request this methodology for commercial kitchen odour risk. Check locally.
Can the exact plant be chosen after permission?
Conditions may require details or approval before installation. Leaving selection late can create redesign and delay.
Does approval prove the system will never cause nuisance?
No. The operator must install, commission, maintain and operate the approved system; statutory nuisance duties can still apply.
Related Kitchen Install Guide reading
- Planning Permission for Kitchen Extraction UK
- What Is an EMAQ+ Kitchen Odour Assessment?
- What Should a Kitchen Extraction Quote Include?
Survey the premises before committing to the design
Use the KIG 221 Commercial Kitchen Site Survey Sheet to record routes, utilities, access, constraints and decisions in one consistent site record.
Sources and further guidance
- EMAQ+: Control of Odour and Noise from Commercial Kitchen Exhaust Systems
- GOV.UK: How councils deal with nuisance smells
- Defra: Commercial kitchen exhaust odour and noise guidance
- BESA: DW/172 Specification for Kitchen Ventilation Systems
Last reviewed: 14 August 2026. This article provides general commercial-kitchen design information. It does not replace a site-specific ventilation design, manufacturer instructions, risk assessment, planning conditions or advice from a competent specialist.