Delays in approving new settlement sites in Kigali, commonly referred to as physical plans, are largely attributed to incomplete documentation, according to city authorities. A physical plan entails the consolidation and subdivision of land into multiple plots, alongside the design of essential infrastructure and shared facilities, especially roads. The City of Kigali was responding to concerns raised by landowners in areas such as Cyimo and Bisenga, who say prolonged delays have hindered their ability to secure construction permits. ALSO READ: Why city postponed approval of new residential sites Affected landowners pointed to several locations, including Bisenga in Rusororo Sector (Gasabo District), Cyimo in Kicukiro, and Rasharu in Nyarugenge, noting that development activities have been halted for over two years due to pending approvals. Christine Mukagaju, a resident of Gasabo District, said that sites such as Murama and Binunga in Kinyinya Sector remain unapproved, adding that delays in physical plans are widespread across much of the area. Reasons behind the delays Emma-Claudine Ntirenganya, spokesperson for the City of Kigali, explained that some of the affected sites, including Cyimo and Bisenga, have now reached the final stage and are awaiting submission to the Kigali City Council. ALSO READ: 3,000 sites set aside for settlement She noted that the delays stemmed from the time needed to meet regulatory conditions, including securing the required number of landowner approvals, strengthening climate resilience considerations, and refining technical studies to ensure efficient implementation. According to her, these issues have now been addressed at the technical level. What the process involves Guidelines issued on October 13, 2025, by the Director General of the National Land Authority outline a community-driven approach to planning and servicing settlement sites. Land readjustment projects are typically initiated by landowners themselves, although authorities may also identify areas and encourage collective development. Those seeking to subdivide land and establish infrastructure must collaborate with neighbouring landowners to ensure a participatory approach. ALSO READ: Why some landowners will wait longer for construction permits Applications are required to be submitted as complete files to the City of Kigali or the relevant district. Before granting approval to proceed, authorities must consult the Rwanda Housing Authority. A decision is expected within 30 days of submission; if no response is issued within that timeframe, the project automatically advances to the next stage. To initiate a project, landowners must submit an application letter signed by three representatives and channelled through local administrative leaders. This must be accompanied by documented minutes of a meeting where landowners agree on key aspects of the project, including its scope, boundaries, objectives, stakeholders, funding sources, and expected timeline. The application must also include a list of participants with their Unique Parcel Identifiers and confirmation of the appointed representatives. Active involvement of landowners throughout the process is a requirement. How applications are assessed Authorities evaluate applications by comparing proposed developments with existing conditions, conducting site inspections, and engaging with applicants. The process also involves preparing spatial maps and analysing infrastructure, environmental features, and compliance with the master plan. ALSO READ: Kigali City explains phased system for new residential site approvals Approval to begin the project is granted by the City of Kigali or District Executive Committee, based on recommendations from the Physical Planning Technical Team and input from the Rwanda Housing Authority. Authorities are required to communicate their decision within 30 days. Structures to manage the project Once a project is approved, landowners must elect a Site Committee to oversee its implementation. At least 30 per cent of committee members must be women. Elections require the participation of at least 70 per cent of landowners, although those unable to attend may appoint representatives. The committee is composed of a president, vice-president, secretary, treasurer, and three advisors, all of whom must be landowners within the site. In addition, a separate Financial Audit Committee of three members is established to independently monitor how funds are managed. Technical execution of the project The Site Committee is responsible for selecting a consulting firm to carry out the project study and guide implementation. At least three firms registered with the Rwanda Urban Planning Institute must be invited to express interest. The selected firm is chosen based on cost, expertise, and capacity, and must include qualified professionals such as an urban planner, land surveyor, and civil engineer. Before detailed planning begins, comprehensive data must be collected to establish the status of land within the site, including identifying parcels affected by disputes, mortgages, caveats, or lack of registration, as well as government-owned land. For the project to proceed, strong commitment from landowners is required. This is demonstrated by ensuring that at least 90 per cent of the total land area is covered by consenting owners, and that at least 70 per cent of landowners have formally signed commitment forms. Where participation falls short, an explanation must be provided along with a strategy to engage those who have not yet signed. The study phase must be completed within 10 months from the time the project is approved to start. It covers key elements such as land ownership analysis, needs assessment, plot redistribution, financing mechanisms, dispute resolution frameworks, implementation plans, and site-specific regulations. Planning and environmental considerations Environmental protection and climate resilience are central to the planning process. Provisions must be made for open spaces, safeguarding sensitive ecosystems, tree planting, drainage systems, waste management, and the preservation of cultural and biodiversity sites. Compliance with the land use master plan is mandatory. Costs and infrastructure requirements Project costs are shared among landowners based on the size of their plots. Each landowner contributes between Rwf200,000 and Rwf450,000 to cover expenses such as studies, road construction, demarcation, and drainage systems. Infrastructure standards are clearly defined, including a requirement that neighbourhood roads be at least nine metres wide and accommodate carriageways, pedestrian paths, utilities, and drainage systems. Essential infrastructure also includes stormwater management systems and public spaces. Compensation and cost-sharing Efforts are made to minimise compensation costs by preserving existing valuable structures wherever possible. Where landowners do not receive plots after redistribution, they must sign notarised compensation agreements. Those allocated smaller or substandard plots may either purchase additional land or exchange their share. Dispute resolution Disputes are addressed through a structured process that begins with the Site Committee and can escalate through cell, sector, and district or city authorities if necessary. Each level is required to resolve complaints within 30 days and provide a written decision. How site development works Under the land readjustment model, landowners combine their parcels to facilitate infrastructure development and are later allocated plots proportional to the value of their original land. The Site Committee supervises implementation, the Physical Planning Technical Team ensures compliance with regulations and sustainability standards, and the Financial Audit Committee oversees financial accountability.
