Whether you are buying a property, getting ready to sell one, or staring at a septic system you are not sure was ever permitted, the question is the same: where are the records? In Ontario, septic paperwork is not kept in one central database. It is scattered across public health units, conservation authorities, and municipal offices — and finding yours starts with knowing which door to knock on.
When You Actually Need Your Septic Records
A septic record is the paper trail proving your system was designed, permitted, and inspected properly. You will need it more often than you might think:
- Selling your property — a buyer’s lawyer or home inspector will almost always ask for the Certificate of Approval.
- Buying a home with a septic system — to confirm the system was permitted and sized for the right number of bedrooms. See our guide to buying a home with a septic system in Ontario.
- Troubleshooting a failing system — the original design tells you where the tank and bed are and what was installed.
- Planning an addition — you need the existing design flow and bedroom count before you can add a bedroom legally.
- Financing or insurance — some lenders and insurers want proof the system is permitted.
Who Holds Septic Records in Ontario
There is no single provincial registry. Who keeps your file depends on where your property is and when the system was built. In most of rural Ontario the records sit with your local public health unit. In watershed and regulated areas, a Conservation Authority holds them instead. In a few areas the municipal building department is the keeper. Older systems built before the late 1990s are sometimes filed with the Ministry of the Environment’s successor offices rather than the health unit.
Conservation Authority Exception
If your property is near a river, lake, or regulated floodplain, a Conservation Authority probably holds your septic file instead of the health unit. In parts of Simcoe County that is the Nottawasaga Valley (NVCA) or Lake Simcoe Region (LSRCA) Conservation Authority; around Ottawa, the Rideau Valley Conservation Authority keeps records for systems built in 1977 and later. Start with the Conservation Authority if you are near water. Not sure who covers you? Our Ontario septic permit authority directory lists every office in the province.
How to Request Your Septic Record: 5 Steps
The process is straightforward once you know who holds the file. Here is the full sequence.
1
Confirm Who Holds the File
Call the municipal office where you pay your property taxes. They will either run the search themselves or tell you which health unit or Conservation Authority has the records for your area.
2
Get the Right Form
Most authorities use a “File Search,” a “Septic Records Search,” or a Freedom of Information (FOI / MFIPPA) request form. Some accept the request by email; others require the form in person.
3
Prove Your Connection to the Property
You will need to include proof such as a property tax assessment, the first page of the title deed, a survey, or a property details printout. This is how the office confirms you are entitled to the record.
4
Pay the Search Fee
Searches are charged per address, and the fee is almost always nonrefundable — you pay whether or not a record is found.
5
Wait for the Results
Searches can take up to 30 days. Some authorities acknowledge your request within a few business days and then process it once payment clears.
What’s Actually in a Septic Record
A complete file gives you the full history of the system. Depending on the era and the authority, you can expect some or all of the following:
- The Certificate of Approval (or Use Permit) — the document confirming the system passed final inspection.
- The original permit application — who applied and when.
- System design drawings — tank size, leaching bed dimensions, and required setbacks.
- The daily design flow — the bedroom count the system was sized for.
- Inspection reports — the staged sign-offs during installation.
- The site and soil evaluation — the perc results that drove the system class.
Buying or Selling? Time It Right
If you are listing, request the record before you put the home on the market — a clean Certificate of Approval is a selling point, and a missing one is better discovered early. If you are buying, make the record search a condition of your offer so you are not paying for a system nobody can vouch for.
What It Costs and How Long It Takes
Fees vary by authority, but the ranges are predictable. Budget for the search itself plus up to a month of waiting.
| Item | Typical Cost (2026) | Notes |
|---|---|---|
| Septic / sewage file search (health unit) | $50 – $110 per address | Windsor-Essex, for example, charges $101.70 for a septic tank search |
| Property file search (work orders / inspections) | $40 – $60 per address | Often a separate, cheaper search than the septic record |
| Conservation Authority septic record | Set per authority | Each CA publishes its own fee schedule; some confirm within 3–5 business days |
| Turnaround time | Up to 30 days | Plan well ahead of any closing date |
The Fee Is Nonrefundable
Most authorities charge the search fee whether or not a record turns up. An unsuccessful search still costs you — so it is worth a quick phone call first to confirm the office actually holds records for your area and era before you pay.
What If There’s No Record?
A blank result is not automatically a crisis, but it is a flag worth taking seriously. Systems built before the early 1970s often predate organized record-keeping, and some systems were simply never permitted. Either way, an unknown system is a liability that follows the property.
If no record exists, your options are to commission a site inspection by a qualified person, locate and assess the existing system, and factor the uncertainty into any sale or purchase. A system with no paperwork and no inspection is the kind of surprise that derails closings. Watch for the signs of a failing septic system, and if you are unsure what you are dealing with, book a site assessment before you list or buy.
Don’t Wait for the Closing Table
Start the record search the moment you decide to sell — or the moment your offer is accepted. A search that takes 30 days is a problem when discovered the week of closing and a non-event when started a month early. The paperwork moves at its own pace; give it room.
Health Units vs. Conservation Authorities: Find Your Office
The single biggest time-saver is knocking on the right door first. Every public health unit and Conservation Authority in Ontario, with septic permit and record contacts, is listed in our Ontario septic permit authority directory. Confirm the keeper, then submit your request.
Frequently Asked Questions: Septic Records in Ontario
How far back do Ontario septic records go?
It varies by authority. Many keep records for at least 35 years from the date of the Certificate of Approval, and some hold files dating to the early 1970s. Systems older than that frequently have no surviving paperwork at all.
How long does a septic record search take?
Up to 30 days. Some authorities acknowledge the request within a few business days and then process it once the fee is paid. Always start the search well ahead of a closing date.
How much does a septic record search cost?
Generally $50 to $110 per address, depending on the authority and the type of search. The fee is charged per property and is almost always nonrefundable, even if no record is found.
The search found no record — is my septic system illegal?
Not necessarily. The system may simply predate organized record-keeping. But an unpermitted or undocumented system is a real liability that can surface in a sale or an inspection. The safest move is a site inspection to confirm what is actually in the ground.
Do I need a septic record search when buying a house?
It is strongly recommended. A record search confirms the system was permitted and sized correctly, and it is best made a condition of your offer. See our guide to buying a home with a septic system in Ontario.
Can I request the record myself, or do I need a lawyer?
You can request it yourself as the property owner — or as a buyer with the owner’s consent. During a real estate transaction, lawyers and agents often handle the search on your behalf, but there is nothing stopping you from submitting the request directly.
Quick Reference — Septic Record Search Checklist
- Call the municipality where you pay taxes to confirm who holds the file
- Identify whether it is your health unit or a Conservation Authority
- Complete the correct File Search, FOI, or Septic Records Search form
- Include proof of property — tax bill, deed, survey, or property details
- Pay the per-address search fee (nonrefundable)
- Allow up to 30 days — request early, especially before a closing
- If no record exists, book a site inspection before you list or buy
Not Sure What’s in the Ground?
Book a site assessment and we will help you figure out what your property has, what the records say, and what it means for your sale, purchase, or replacement — before you spend a dollar on contractors.