How to win work from planning applications

Most tradespeople find out about a job one of two ways: a personal referral, or a platform like Bark and MyBuilder once the homeowner has already decided they're ready to get quotes. Both have serious limitations — referrals are unpredictable, and lead platforms put you in a race against four other people who paid for the same contact details.

Planning applications are different. When someone submits a planning application for a rear extension, they're typically 6 to 18 months away from needing a tradesperson to actually do the work. That's not a bug — it's the feature. You're seeing the job at the earliest possible stage, before anyone else knows it exists, while the homeowner still has time to research who they want to hire.

This article explains how to read planning applications, what to look for, and how to make contact in a way that actually works.

What planning applications actually tell you

A planning application tells you:

• What's being built — extension, conversion, new build, shopfront change, etc.
• Where it is — full address, usually including postcode
• Who submitted it — the applicant's name (often the homeowner) or the agent (often an architect)
• When it was submitted — and roughly when a decision is expected
• The full drawings — floor plans, elevations, and site plans, all downloadable

From this, a good tradesperson can work out the approximate scope of work, the likely budget range, what other trades will be needed, and roughly when the work will start.

How to read an Edinburgh planning application

Edinburgh planning applications are searchable on the Edinburgh Council planning portal (citydev-portal.edinburgh.gov.uk). Every application has a reference number, a case file with documents, and a public comment thread.

The most useful parts of any application are:

The application form

This usually includes a description of works field, which tells you in plain terms what's being built. It may also include the estimated cost (though these are often underestimated for planning purposes). The form will have the applicant's name and often a contact address.

The design and access statement

For larger projects, there's often a design statement from the architect. This typically includes a much more detailed description of the works, the materials to be used, and sometimes an indicative construction timeline.

The floor plans

Even a basic floor plan tells you a huge amount about scope. A rear extension that adds a kitchen-diner is different from one that adds a bedroom suite with en-suite. The drawings show you approximate sizes, which trades will be involved, and whether there are any complicating factors (like structural walls, service rerouting, or heritage constraints).

Which applications are worth pursuing

Not every planning application represents a genuine opportunity. Here's how to prioritise:

High value signals

• Extensions over 15m² — small extensions are often DIY territory or go to a general handyman. Larger ones almost always need specialist trades.
• HMO conversions — landlords converting properties to houses in multiple occupation need plumbers, electricians, fire safety installers, and decorators. Good repeat customers if you do good work.
• Listed building consent — works to listed buildings typically require specialist trades and attract premium pricing. The homeowner is usually quality-focused, not price-led.
• New build residential — a single new build is often commissioned directly by an individual rather than a developer. The package is larger but more accessible than developer tenders.
• Commercial change of use — converting retail to café, or office to residential, requires significant fitout work and often brings multiple follow-on contracts.

Lower value signals

• Small garage conversions — often ends up being general building work; rarely generates specialist trade work unless there's significant M&E.
• Fence and wall applications — self-explanatory; limited scope for most trades.
• Advertisement consent only — signage changes don't generate construction work.

Making contact

This is where most tradespeople get it wrong. The planning portal lists the applicant's name and often an address — but cold-calling or letter-dropping homeowners based on planning applications has a mixed reputation. Here's how to do it without putting people off:

Time it right

Don't contact anyone until the planning application has been approved. Making contact before approval signals that you're not paying attention, and homeowners who haven't yet received a decision may not be ready to think about contractors. Wait for the decision notice, then act.

Write a letter, not a flyer

A personalised letter addressed to the homeowner by name, referencing their specific project, will always perform better than a generic "looking for work in your area" leaflet. Reference the planning reference number. Show you've looked at the drawings. Make it clear you're not guessing — you know exactly what they're building.

Something like:

Use the agent as a route in

Most planning applications are submitted by an architect or agent on behalf of the homeowner. Architects often have ongoing relationships with clients and can recommend trusted tradespeople. Making contact with the architect directly — particularly if you've done good work on similar projects — can generate a steady stream of referrals over time.

Be patient

People who receive quotes from planning-application prospecting often don't respond immediately. They may not be ready to move for several months. File it, follow up once or twice, and move on. The volume matters — one letter out of twenty applications is fine; sending twenty letters every week means a few will convert.

Scaling it up

The challenge with doing this manually is volume. Edinburgh processes 80–150 planning applications per week. Reading all of them, filtering to your trade, and tracking which ones have been approved is a part-time job on its own.

That's what Leads This Week does. We process every application, filter to your trade, and surface the relevant ones in a weekly digest — so you can spend your time following up, not searching.