Electronic Planning Application Submission System (EPASS) - FAQ

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

The EPASS provides a 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.

Q2. How to Make EPASS Submission?

Steps of submission are as follow:

log in EPASS using "iAM Smart" mobile app (please upgrade the account to "iAM Smart+" in advance)
start a new e-form or edit a draft form
fill in the e-form and upload attachment(s),if any
sign the e-form with "iAM Smart+"
submit the e-form
Upon notification by the Secretariat of Town Planning Board, submit the required hard copies of uploaded supplementary information by hand or post.

You may refer to the video user guide of the submission process or Town Planning Board’s "Guidance Notes on Electronic Submission for Applications for Amendment of Plan, Permission, Amendment to Permission and Review under Sections 12A, 16, 16A(2) and 17 of the Ordinance (Cap.131) Respectively and the Submission of Further Information" ("Guidance Notes on EPASS Submission") available on the Town Planning Board Website.

Q3. What types of submission can be submitted via EPASS?

All applications under sections 12A, 16, 16A(2) and 17 of the Ordinance and subsequent FI can be submitted via EPASS. The following e-forms are available:

Application for Amendment of Plan under Section 12A of the Ordinance (e-form No. S12A);
Application for Permission under Section 16 of the Ordinance – Applicable to to all proposals not involving or not only involving:
1. Construction of "New Territories Exempted House(s)";
2. Temporary use/development of land and/or building not exceeding 3 years in rural areas or Regulated Areas; and
3. Renewal of permission for temporary use or development in rural areas or Regulated Areas (e-form No. S16-I)
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-II);
Application for Permission under Section 16 of the Ordinance – Applicable to Proposal Only Involving Temporary Use/Development of Land and/or Building not Exceeding 3 Years in Rural Areas or Regulated Areas, or Renewal of Permission for such Temporary Use or Development (e-form No. S16-III);
Application for Amendment to Permission under Section 16A(2) of the Ordinance (e-form No. S16A);
Application for Review under Section 17 of the Ordinance;
Submission of FI for Planning Applications under the Ordinance.

fill in the e-form and upload attachment(s), if any
sign the e-form with "iAM Smart+" account
submit the e-form
Upon notification by the Secretariat of Town Planning Board, submit the required hard copies of uploaded supplementary information by hand or post.

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

Q4 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. If the EPASS submission is made after the office hours of the Secretariat of the Board, it will be treated as having been submitted on the following working day. 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.

Q5. Is/are any digital signature(s) required for EPASS submissions?

Yes, digital signature using "iAM Smart+" would be required to submit electronic application. If the submission involves multiple applicants, digital signatures of all applicants are required. If authorised agent is appointed, only the digital signature of the authorised agent is required. For details of "iAM Smart+", please refer to https://www.iamsmart.gov.hk/en/. Please also note that EPASS does not support digital signing by means of other digital certificates (including e-Cert).

Q6. Does EPASS accept an application submitted by more than one applicant?

Yes, EPASS accepts up to 3 applicants for each new application under s.12A or s.16 of the Ordinance. If no authorised agent is appointed to submit the application, the digital signatures of all applicants are required. If an application involves more than 3 applicants, you may submit the application in hard copy supplement with soft copy (i.e. non-EPASS). The hard copies should be sent by hand or by post to the Secretariat of the Town Planning Board.

For any application under s.16A of the Ordinance or review application under s.17, the applicant(s) should be the same as those of the concerned application under s.16.

Q7. How can a company/organisation make an EPASS submission?

If the applicant is a company/organisation, its employee/member could start an e-form using his/her "iAM Smart+" account on behalf of the applicant. The person does so should also be the person to sign and submit the e-form. That person is required to provide in the e-form the particulars of the applicant and the contact person of the applicant, who may be the person himself/herself or another employee/member of the company/organisation, to facilitate communication between the applicant and the Secretariat of the Town Planning Board. In any event, the person who signs the e-form should bear in mind that any person who knowingly or wilfully makes any statement or furnish any information in connection with the application, which is false in any material particular, shall be liable to an offence under the Crimes Ordinance..

Q8. Do I need internet access to complete the e-form?

Internet access is required for filling and submission of the e-form.

Q9. Are there any format requirements for EPASS submission?

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

the submission should be made in the specified e-forms, with each attachment to the e-form
- in searchable PDF file with file size not exceeding 200MB (no page limit). If the file size is larger than 200MB, it should be split into two or more PDF files;
- with files each named based on its document nature and the rules set out in the Town Planning Board’s Guidance Notes on EPASS Submission;
- with the resolution of each drawing/plan/photo in the soft copy between 200 DPI and 300 DPI;
the e-form must be signed with "iAM Smart+" (please also refer to Q6 above for details); and
the submission should be conformed to the prescribed manner, format and procedure stipulated in the Gazette Notice made under section 11(2) of the Electronic Transaction Ordinance.

Q10. Do I need to apply for an "iAM Smart+" account before being able to submit application via the EPASS?

Yes, the e-forms can only be accessed and submitted after logging in with "iAM Smart+". For application of an “iAM Smart+” account, please refer to https://www.iamsmart.gov.hk/en/ for details.

Q11. How would I know if the submission is completed?

After clicking the "Submit" button, please do not close the browser until an acknowledgement page is displayed. The reference number of the submission will be shown on the acknowledgement page and the submitted e-form can be downloaded in PDF from the page. Meanwhile, the applicant/authorised agent will also receive an acknowledgement email showing the date and time of submission and the reference number. If you signed and submitted the application, you may also check the details of the application in your account profile by accessing EPASS. For any enquiry, please contact us at 2231 5000. Please also note that the 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.

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 EPASS submission has been made with prescribed manner and format

If the problems are still unsolved, please contact us at 2231 5000.

Q12. How can I check the status of my application after submission of an e-form?

Enquiries to the Secretariat of the Town Planning Board regarding the application can be made either in person, in writing or by telephone. In making any enquiry, the e-form reference number available in the account profile or in the acknowledgement email should be quoted.

Q13. How can I withdraw my electronic application which has been submitted already?

An applicant may withdraw a submitted application by writing to the Secretary of the Town Planning Board by post, fax, email or by hand at any time before the date on which the application is considered by the Town Planning Board. If the application is withdrawn after its submission but before the vetting by the Secretariat of Town Planning Board is completed, please quote the e-form transaction reference number.

Q14. Do I also need to submit hard copies for EPASS Submissions?

If plans/drawings and supplementary information (SI), such as planning statement and reports on technical assessments, in support of the application are submitted, the Secretariat of the Board will notify the applicant by email to submit 4 hard copies of these documents (3 hard copies for s.16A(2) applications), together with a print-out of the Board’s notification for identification purpose, by hand or by post to the Secretariat of the Board at “15/F, North Point Government Offices, 333 Java Road, North Point, Hong Kong”.

Q15. Can I save the incomplete e-form and complete it later?

A reference number will be generated if the e-form is saved. If you wish to complete the e-form, you may find the saved e-form in your account profile in EPASS using the reference number. The retention period of the saved e-form is 30 calendar days. After the said date, the saved e-form will be erased without prior notice.

System Requirements

Q16. Is there any system requirement in using EPASS?

For EPASS, please refer to the system requirements for GovHK Online Services at http://www.gov.hk/en/about/helpdesk/softwarerequirement/onlineservice.htm
For "iAM Smart" Mobile App, please refer to the system requirements at http://www.iamsmart.gov.hk/en/faq.html.Applicants
A valid electronic mail account is required for receiving messages from the EPASS.

Digital Signature and Authentication

Q17. What is "iAM Smart"?

"iAM Smart" is a free account that can be enjoyed by all Hong Kong Identity Card (HKID Card) holders aged 11 or above. It allows users to perform authentication and digital signature (for "iAM Smart+" account only) through personal mobile phones and log in as well as use the online services of different government departments and commercial organisations.

For more information about "iAM Smart", you may refer to the Frequently Asked Questions about "iAM Smart" at https://www.iamsmart.gov.hk/en/faq.html

Q18. Can I sign the e-form using a digital certificate issued by the recognised certification authority?

EPASS accepts "iAM Smart+" only for signing the e-form.

Top