EPASS - FAQ


  • EPASS - FAQ

 

Electronic Submission

System Requirements

Digital Certificates and Authentication

 

Q1. What is Electronic Planning Application Submission System (EPASS)?

The EPASS provides an additional channel for the public to make planning/review applications under sections 12A, 16, 16A(2) and 17 of the Town Planning Ordinance (the Ordinance) and the subsequent submission of further information (FI) on these applications online, which should be made in prescribed manner and format. 

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Q2. Can I still submit planning application by post or by hand?

The EPASS service is an alternative submission channel besides the conventional mode of submitting planning applications by post or by hand. The use of e-forms is not mandatory. You may choose the mode that suits you best.

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Q3. What are the steps of e-submission in using EPASS

Steps of submission are as follow:

  • download the appropriate e-form (Adobe PDF format) to his/her computer
  • open the e-form by Adobe Reader / Acrobat and start filling
  • add attachment(s), if any, to the e-form
  • apply digital signature(s) onto the specified locations of the e-form
  • submit the signed e-form with the attachments, if any
  • submit the true copy of the authorization letter by hand or by post, if applicable
Please refer to the Town Planning Board’s Guidance Notes on Electronic Submission. Back to Top

Q4. What are the types of e-submissions that can be submitted via the EPASS?

The following e-forms are now available:

(1) Application for Amendment of Plan under Section 12A of the Ordinance (e-form No. S12A)
 
(2) Application for Permission under Section 16 of the Ordinance – Applicable to Proposal Only Involving Change of Use within Existing Building(s) or Part thereof (e-form No. S16-1)
 
(3) Application for Permission under Section 16 of the Ordinance – Applicable to Proposal Only Involving Construction of “New Territories Exempted House(s)” (NTEH) (e-form No. S16-2)
 
(4) Application for Permission under Section 16 of the Ordinance – Applicable to Proposal Only Involving Temporary Use/Development of Land and/or Building not Exceeding 5 Years (e-form No. S16-3)
 
(5) Application for Permission under Section 16 of the Ordinance – Applicable to Proposal Only Involving Renewal of Permission for Temporary Use or Development (e-form No. S16-4)
 
(6) Application for Permission under Section 16 of the Ordinance – Applicable to Other Kind of Development Proposals [(i) change of use of existing premises/building with open land included in the application site (e.g. kindergarten on podium with open playground, change of use involving change in parking provision or vehicular access on site); (ii) land/pond filling for Column 1 use or use/development always permitted under the Covering Notes; (iii) minor relaxation of stated development restriction for Column 1 use or use/development always permitted under the Covering Notes (also applicable to public/private utility installation); (iv) public/private utility installation (e-form No. S16-3 to be used for use not exceeding 5 years); and (v) any other uses/developments not elsewhere specified] (e-form No. S16-5)
 
(7) Application for Amendment to Permission under Section 16A(2) of the Ordinance (e-form No. S16A)
 
(8) Application for Review under Section 17 of the Ordinance (e-form No. S17)
 
(9) Submission of FI for Planning Applications under the Ordinance (e-form No. FI)
 


The correct e-form should be used for the corresponding planning/review application or submission of FI. Use of a wrong or outdated e-form may delay the application process or lead to refusal of application.

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Q5. What is the service hour of EPASS?

The EPASS service is available 24 hours per day and 7 days per week except system maintenance period. However, all submissions received by EPASS would be checked by the Secretariat of the Town Planning Board. The applicant may be required to verify any matters or particulars set out or included in the application. Upon checking, if it is found that the applicant fails to provide the required particulars and/or sufficient copies of documents where appropriate, and/or if there is irregularity in the submission, the Town Planning Board may refuse to process his/her application. The date of receipt of application will be the date when the Town Planning Board Secretariat has finished checking the submission and all necessary information and documents are received.

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Q6. Is/are any digital signature(s) required in submitting the electronic application?

Yes, valid digital certificate(s) issued by the Hong Kong Post Office or any Certificate Authority recognized by the HKSAR Government would be required to submit electronic application.

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Q7. Do I need internet access while filling the e-form?

Internet access is not required while filling the e-form. However, internet access would be required when the completed e-form is submitted to the Town Planning Board.

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Q8. Are there any format requirements for the e-submission in using the EPASS?

The e-submission should be made in the manner and format specified below : 
 

  1. the submission should be (please also make reference to the relevant Town Planning Board Guidance Notes and Guidelines):
    • made in the specified e-forms;
    • not exceeding 10 MB in size (including the e-form and all attachments);
    • not exceeding 20 number of pages (including the e-form, attached plans and supplementary documents but excluding the particulars of applicant and authorized agent as well as the checklist of documents, no page limit for documents relating to landownership record, landowner’s consent, request for landowner’s consent and notification to landowner); and

     
  2. the attachment to the e-form should be:
    • in Adobe PDF format;
    • in font size not smaller than 12 for the text (except those in the footnotes, footers, headers, tables and drawings);
    • in pages not larger than A3; and

     
  3. the e-form must be signed with valid digital signature(s) which has to be supported by a recognized certificate issued by certification authorities recognized by the Government Chief Information Officer. 
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Q9. Do I need to apply for a user account with the Secretariat of the Town Planning Board before being able to submit application via the EPASS?

No, prior application for user account is not required for using the EPASS services.

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Q10. How would I know if the submission is completed?

After clicking the "Submit" button, do not close the browser until an acknowledgement page is displayed. If the submission is completed, an acknowledgement email showing the date and time of submission, a transaction reference number together with some important notes about the submission would be sent to the applicant. Please note that the transaction reference number is not equivalent to the application number which would only be assigned after the application has been checked by the Secretariat of the Town Planning Board and all necessary information has been submitted. If no acknowledge page is displayed or no acknowledgement confirmation email is received for a prolonged period, please contact us at 2231 5000.

Should the EPASS indicate that the submission is not successful, please :

  • Ensure the internet connection is normal
  • Ensure the System Requirements for using EPASS have been fulfilled
  • Ensure the e-submission has been made with prescribed manner and format
  • Ensure valid digital certificate(s) has/have been used to sign the signature fields properly
  • If the problems are still unsolved, please contact us at 2231 5000 
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Q11. How can I check the status of my application after submission of an e-form?

Future communication with the Secretariat of the Town Planning Board regarding the e-submission can be made either in person, in writing or by telephone. In any case, the e-form transaction reference number available on the acknowledgement email should be quoted.

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Q12. How can I withdraw my electronic application which has been submitted already?

An applicant may withdraw the submitted application by writing to the Secretary of the Town Planning Board by post, email or by hand at any time before the date on which the application is considered by the Town Planning Board.  

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System Requirements

 

Q13. Is there any system requirement in using EPASS?

 

  • Applicants should note that the following operation system/software supports the On-Line Service of the Town Planning Board:
    • Microsoft Windows Vista and/or above
    • Mac OS X v10.6.4, v10.7.2, or v10.8
    • Adobe Reader DC or Adobe Acrobat DC or above
    • QuickTime 7.7.5 or above. QuickTime can be downloaded at -http://www.apple.com/quicktime/
    • Browsers including IE 8, FireFox 13, Chrome 19, Safari 5.1.7 and/or above. For correct display of Chinese Characters in browsers, the computer must be able to display the Big-5 or ISO10646 character sets with "the Hong Kong Supplementary Character Set (HKSCS)" published by the HKSAR Government. Please visit the following website for more information on HKSCS: Hong Kong Supplementary Character Set (HKSCS)
  • Applicants should have a valid electronic mail account for receiving messages from the EPASS.
  • Applicants should use the Adobe Acrobat Reader DC software or above which can be downloaded free of charge, to read and fill in the PDF e-forms. For correct display and input of Chinese Characters in Adobe Reader, Traditional Chinese version is recommended. Chinese Traditional Font Packs should be installed for non-Chinese version. 
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Digital Certificates and Authentication

 

Q14. What is a digital certificate?

A digital certificate is an electronic file issued and digitally signed by a certification authority that vouches for the identity of the certificate holder. It provides a means of authentication for conducting online transactions.

For more information about digital certificates and certification authorities, you may refer to the Hongkong Post website:

 

 

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