CDG Guide Puts Existing-Space Documents Before ADU Conversion Assumptions

Document Origin and Provenance

Owners assembling an existing-conditions record should first gather what already exists in files and communicate that evidence clearly with project partners. Use dated records alongside ADU comparison inputs so that each item in the record is tagged by source and by date, not by memory alone.

The Cooper Development Group guide that inspired this planning piece recommends naming the document source, who created it, and when it was produced so a design professional or permitting official can understand whether a prior note is contemporaneous with current conditions or merely historical context for the conversation.

Next, owners should separate official records from informal notes and photographic evidence so the project team can see provenance at a glance. Label formal items like permits, inspection reports, or prior construction records with the issuing entity and the date, and place less formal items such as current photographs or owner observations in a supporting appendix.

CDG’s original guide provides the source context. Its home additions planning page covers a related service, while property-specific decisions remain with the responsible professionals and authorities.

What the Record Should Say Now Versus Then

A useful existing-conditions record makes a clear distinction between what an old document asserted and what a present observation finds, and those two labels should appear consistently throughout the file. Use clear labels to mark every entry as either historical evidence or current observation, including the date of the original note and the date of the most recent verification.

The Cooper Development Group source underscores that listing a past permit or prior construction note is valuable when it is accompanied by a present-status line that says whether the item was seen, rechecked, or remains unverified at the time of-record. A dated record can guide the question, but it cannot settle the present condition by itself.

When assembling the present-status entries, owners should record how the existing documentation aligns or conflicts with what is visible today and note any discrepancies in plain language.

• Label prior records as historical evidence, not present-day findings.
• For a past condition noted in a record, identify its date and source, then ask what must be verified today.
• Turn unresolved differences into questions for the professional review.

Identifying Gaps and Conflicting Information

Every compiled record will show gaps, unknowns, or items that contradict other entries, and the planning step is to make those gaps explicit rather than to resolve them without professional input. Keep the record organized as you flag missing dates, absent author names, or unclear scope in older documents, so each gap has a referenceable label for later follow up.

The Cooper Development Group guidance identifies common subjects that often produce contradictions in homeowner files, such as undocumented past work, ambiguous permit histories, and informal maintenance notes that lack clear origin.

For each gap or conflict, record what would count as acceptable supporting evidence for the project team, and then prioritize those missing items for professional follow up. Use categories such as documentation needed, likely source, estimated difficulty in retrieval, and the impact on later conversations with jurisdictional authorities.

The record might identify an older permit with an unclear scope, then ask the responsible professional or permitting authority whether it applies to the proposed conversion.

Preparing the Professional Inquiry List

Once the record is organized and gaps are flagged, convert those entries into a concise professional inquiry list to hand to the responsible parties. Use the documented gaps when framing each question so that the recipient can see the exact evidence being referenced and the assumption that needs confirmation.

The Cooper Development Group source recommends that questions point to specific record entries, ask whether a particular document affects review paths, and request written clarification rather than relying on oral guidance so the owner has a traceable exchange for later steps.

Use the inquiry list to assign responsibility for follow up and to set an expected method of response, such as a written response, and include contact details for the person who compiled the record.

Break questions into short, document-linked items like whether a prior permit on file applies to a conversion versus new construction, whether an older condition has a dated supporting record, or whether a referenced opening or utility entry has an identifiable source.

The owner should bring this list and the organized record to the first professional walkthrough so the design professional, contractor, or jurisdictional official can address items efficiently and on-record.

• Identify who holds each missing record and how it can be requested.
• Ask which documented conditions need a property-specific professional assessment.
• Keep unanswered questions visible instead of treating an older record as current proof.
• Separate current observations from earlier records before asking what additional review the proposed conversion needs.