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.

Approved documentation that may be available includes:

  • Architectural and Structural plans
  • computations
  • specifications
  • soil report
  • Building Permits
  • Occupancy Permits
  • Certificates of Final Inspection
  • Warranty Insurance Certificates.

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. I am acting on behalf of multiple properties with an Owners Corporation, or I am a lot owner in a complex of multiple properties with an Owners Corporation.
    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 have the owner sign where indicated.

How to apply

The easiest way to apply for a building file search is online. Please follow the below link and either register or Login to our Online Services portal.

Note: If you are registering for the first time please ensure you edit your account details to add a postal address as this is not part of the initial registration process. Detailed instructions can be found in get a planning permit.

  1. Select ‘apply for a permit’
  2. Then scroll down until you find ‘Planning and Building Documentation Search’ and select ‘Start’
  3. Finally in the drop down select ‘Building File Search’

To begin your application start by entering the property address.

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 building file search 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)$100
Apartments or Commercial property (also includes certificates if selected)$360
Certificates$60 each

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 that are A3 or larger. If extra charges apply you will be contacted about this before making copies or scans.

Scanning and Photocopying per pageFee
First 6 A4 or A3 pagesFree
A4$2.10
A3$2.80
A2$5.80
A1 and A0$8.80

A card payment fee applies.

Time frames

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

Viewing documents 

If many documents are available, we may contact you to arrange a viewing to select the items you require. 

Need assistance with your file search?

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

Via Online Services
Phone: 03 9209 6242
In person: visit the Enquiries Counter at St Kilda Town Hall during opening hours Monday to Friday

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