Gather property information

Before jumping into your project, it is important you first check your property information as this could affect what you can do. You should also start thinking about who you want to engage with during the project, as well as the times and costs involved.

Find my property information

If you're thinking of buying a place or seeking information on a property, visit Planning Ahead to gather the property information, including zones, overlays and reports, and search the address.

Certificate of Title

When completing a planning or building permit, you will need to provide a current copy of the Certificate of Title for your property (less than 3 months old).

You can order a current copy of the Certificate of Title for your property by searching the title register at the Landata website, selecting Certificates for Register Search Statement (Title) and Copy of Plan. If Owners Corporation Basic Report automatically ticks, please untick as this is not required.

Certificates can also be obtained in person at the Land Information Centre.

The Certificate of Title should include full information of any covenants or restrictions on the title and a plan/diagram showing the lot layout and dimensions.

Planning File Search

A Planning File Search is used to help understand the permit restrictions that apply to a property. The search accesses completed planning permit files which can include copies of:

  • planning permits
  • endorsed plans
  • delegate reports
  • endorsed documents.

If many documents are available, we may contact you to arrange a viewing to select the items you require. Please respond promptly to arrange a meeting time. If we do not hear from you within one week, the documents will be returned to Council’s archive and the search request closed.

Digital photography is not permitted during the viewing.

Anyone can apply for a search.

Fees

After your application is received and lodged an officer will email you a tax invoice, including instructions for how to pay the application fee.

Most requests do not require high volumes of copying or scanning. However, Council reserves the right to apply additional charges if a large quantity of copies or scans are requested, or for plans A3 or larger. If extra charges apply, you will be contacted about this before we make copies or scans.

Time frames

Searches will generally be processed within 10 business days of lodgement.

Need Permit Search help?

If you need more information or a hardcopy form, please contact the Records team.

Email: filesearch@portphillip.vic.gov.au
Phone: 03 9209 6242
In person: visit the Enquiries Counter at St Kilda Town Hall between 8.30 am and 5 pm Monday to Friday

Building File Search

A Building File Search is used to obtain the building plans when proposing to make alterations or additions to a building. They generally contain detailed structural and architectural information which is usually required by your architect and draftsperson.

Documentation that may be available includes:

  • approved architectural and structural plans
  • computations
  • specifications
  • soil report
  • Building Permits
  • Occupancy Permits
  • Certificates of Final Inspection
  • Warranty Insurance Certificates.

To request a search, register as a user and lodge a request on Online Services.

Please note, incomplete applications without the required attachments will not be accepted. After your application is received and lodged, you will be emailed a tax invoice.

Fees

The application fee for a search and is non-refundable. There is no guarantee documentation will be available.

We encourage you to call the Planning team before you lodge an application, to obtain an indication of available records.

Fee detailsFee
Residential dwelling (also includes certificates if selected)$96
Apartments or Commercial property (also includes certificates if selected)$288
Certificates$57 each

A card payment fee applies.

Time frames

Searches will generally be processed within 20 business days of lodgement; however, complex searches may take longer.

Owners consent requirements

1. The owner is a company, organisation or corporation of a single property with no Owners Corporation.

The application must include a formal letter of consent on letterhead of the company, signed by a company director. The formal letter of consent must authorise the named applicant to access building permit records for the property, and must include the company’s contact details and ABN.

2. The applicant is acting on behalf of multiple properties with an Owners Corporation, or the applicant is a lot owner requiring more than only their own floor plan.

A person acting on behalf of the Owners Corporation such as a manager must provide signed written authorisation on Owners Corporation letterhead or provide a copy of the minutes appointing the named applicant to act on the Owners Corporation’s behalf to access building permit records for the property.

3. The owner is an individual and the applicant

For online applications, provide proof of identification such as a copy of your driver's licence, a copy of an electricity bill, insurance policy, phone bill issued with your name and the address of the property.

4. The owner is an individual and is not the applicant

For online applications, provide proof of identification of the owner such as a copy of their driver's licence, a copy of an electricity bill, insurance policy, phone bill issued with their name and the address of the property.

For hardcopy applications, tick consent type 4, complete the consent details and owner to sign where indicated.

Viewing documents and copying changes

If many documents are available, we may contact you to arrange a viewing to select the items you require. You will be notified if photocopy or scanning charges apply in addition to the application fee.

Please respond promptly. If within one week you do not respond to arrange a viewing or payment for copies/scans, documents will be returned to Council’s archive and the search request closed. Should you wish to proceed after that has occurred, a new application and associated fees are required.

Need Building File Search help?

If you need more information or a hardcopy form, please contact the Records team.
Email: filesearch@portphillip.vic.gov.au
Phone: 03 9209 6242
In person: visit the Enquiries Counter at St Kilda Town Hall between 8.30 am and 5 pm Monday to Friday

Request for existing building permit approvals (Regulation 51)

This request provides certificates relating to Building Permits and property information as part of Regulation 51. There are three parts to Regulation 51 requests:

  • Part 1: Building Permit Particulars - a certificate providing information relating to building permits issued in the previous 10 years, and any outhstanding notices and/or orders.
  • Part 2: Property Information - a certificate providing information relating to termite and flood prone areas.
  • Part 3: Dates of inspections - details of inspections carried out at mandatory notification stages during previous building works, both on the building and land.

To request a search, register as a user and lodge on Online Services.

Fees

Your application request will not be processed until the applicable fees have been paid.

If your request is urgent, an express service and fee is available, which provides your documentation within 24 hours.

Fee detailsStandard feeExpress fee
Regulation 51(1)$47.20$87.20
Regulation 51 (2)$47.20$87.20
Regulation 51 (3)$47.20$87.20

A card payment fee applies.

Need Regulation 51 help?

If you need more information or a hardcopy form, please contact the Building team.
Email: helpbuilding@portphillip.vic.gov.au
Phone: 03 9209 6253
In person: visit the Enquiries Counter at St Kilda Town Hall between 8.30 am and 5 pm Monday to Friday

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