When businesses expand into Dubai’s free zones, one of the first steps after securing a lease is to modify the space to match operational needs. Whether you’re opening a new office in Dubai Internet City, fitting out a warehouse in JAFZA, or customizing a retail store in Trakhees jurisdiction, you cannot start work until the authority grants official fit-out approval.
Failure to secure this permit can result in fines, delays, or even the suspension of your business license. This makes understanding the free zone fit-out approval Dubai process essential for every company.
In this guide, we cover:
- Why fit-out approvals are required.
- Which free zone bodies handle the process.
- Differences between JAFZA, DDA, and Trakhees approvals.
- The detailed steps to secure a permit.
- Documents, timelines, and costs involved.
- Practical tips for a smooth handover.
Why Approvals Are Mandatory
Unlike basic renovations, a fit-out involves structural, electrical, and safety systems that directly affect building integrity and worker safety. Free zone authorities enforce permits to:
- Ensure safety: Fire protection, electrical load capacity, and HVAC must comply with international standards.
- Maintain building integrity: Unauthorized modifications may affect structure or utilities shared with other tenants.
- Align with zoning use: Not all free zone spaces allow the same level of modifications.
- Protect tenants and investors: Proper approvals prevent disputes between landlords, tenants, and authorities.
Free Zones and Approval Bodies
Dubai’s free zones each operate under their own management. Unlike mainland Dubai, where Dubai Municipality regulates construction, approvals in free zones depend on the governing body:
- JAFZA (Jebel Ali Free Zone Authority): Manages offices, warehouses, and industrial spaces in Jebel Ali. Known for strict safety and compliance checks.
- DDA (Dubai Development Authority): Regulates fit-outs in tech and business clusters such as Internet City, Media City, and Knowledge Village.
- Trakhees (Ports, Customs & Free Zone Corporation): Covers Dubai Maritime City, Nakheel developments, and certain PCFC-controlled zones.
Each authority has its own guidelines, forms, and inspection schedules. For example, JAFZA approvals usually involve detailed industrial safety checks, while DDA emphasizes sustainability and IT-centric requirements.
Trakhees, DDA, JAFZA Explained
JAFZA Interior Permit
- Applies to: Warehouses, industrial units, showrooms, and offices inside JAFZA.
- Process: Submit drawings, MEP layouts, and NOCs to JAFZA engineering department. Works cannot begin until official approval is granted.
- Key Focus: Fire/life safety, warehouse racking systems, load-bearing calculations.
- Reference: See official JAFZA regulations.
DDA Free Zone Approvals
- Applies to: Technology and media free zones (Dubai Internet City, Dubai Media City, etc.).
- Process: Submit fit-out drawings including HVAC, electrical, plumbing, and IT cabling.
- Key Focus: Energy efficiency, smart office compliance, and workspace design.
- Documents Required: Sustainability compliance reports and waste management plans.
Trakhees Free Zone Construction Permit
- Applies to: Projects within PCFC-controlled areas (Dubai Maritime City, Nakheel communities).
- Process: Architectural drawings, fire protection system approvals, and authority NOCs.
- Key Focus: Fire safety, structural strength, and eco-compliance.
Fit-Out Scope Allowed
Approvals typically cover:
- Partitioning & Layout Changes: Building/removing walls, glass partitions, or mezzanine floors.
- Mechanical, Electrical & Plumbing (MEP): HVAC modifications, load distribution, plumbing for washrooms/pantries.
- Fire & Life Safety Systems: Smoke detectors, sprinklers, fire alarms, and fire-rated partitions.
- Finishes & Joinery: Flooring, ceilings, customized furniture, and decorative works.
The Permit Process
Here’s a step-by-step breakdown of the approval journey across most free zones:
Step 1: Appoint a Licensed Consultant or Contractor
Only licensed companies registered with the free zone can apply on your behalf. This ensures accountability and technical compliance.
Step 2: Prepare Drawings & Documents
Typical submissions include:
- Architectural layout.
- MEP design drawings.
- Fire system drawings.
- Structural calculations (for heavy works).
- Landlord/Tenant NOC.
- Authority-specific application forms.
Step 3: Submit Application
Applications are usually filed online through the authority portal (JAFZA, DDA, or Trakhees).
Step 4: Authority Review
The engineering or civil department reviews all submissions. Revisions are often requested for safety or zoning alignment.
Step 5: Payment of Fees
Approval fees vary depending on scope and authority. On average:
- JAFZA: AED 2,000–5,000 (depending on warehouse/office size).
- DDA: AED 1,500–3,000.
- Trakhees: AED 2,000–4,500.
Step 6: Work Commencement
Once approval is granted, contractors can begin. Authorities may request progress updates.
Step 7: Final Inspection & Completion Certificate
A site inspection ensures all works match approved drawings. A completion certificate is then issued, which is required before occupancy.
To see how this differs from the mainland, read our detailed fit-out permit process in Dubai.
Timelines
- Initial submission to approval: 7–15 working days (if documents are correct).
- Fit-out duration: 2–8 weeks depending on project size.
- Final inspection: Within 3–5 working days after request.
Delays usually occur due to incomplete drawings, unlicensed contractors, or missed authority comments.
Final Handover Tips
- Always request a completion certificate before moving in.
- Keep digital copies of all approvals for renewal or modification requests.
- Ensure your contractor follows the authority’s checklist (fire alarms, emergency exits, signage).
- Plan your move-in date considering inspection timelines.
FAQs
Do free zones require approvals?
Yes. Every free zone, including JAFZA, DDA, and Trakhees, mandates approvals before construction begins.
Who manages approvals in JAFZA?
The Jebel Ali Free Zone Authority (JAFZA) manages approvals for all warehouses, offices, and industrial units.
What’s different from mainland Dubai?
Mainland Dubai approvals are under Dubai Municipality. Free zones are regulated by independent authorities such as JAFZA, DDA, or Trakhees.
What about renewals?
If you extend, revise, or modify your fit-out, you must apply for renewal or a new permit. The completion certificate remains valid for the original approved work only.
