Access to building files
Building files can be accessed by property owners or anyone with legal authority to view the documents.
What is in building files
All of the following information is held in building files:
- drainage plans
- site plans
- floor plans
- building permits
- occupancy certification
- inspection reports
- pest control certificates
- engineering certificates.
Who can view
The parties listed below can view building files.
To access building documents, you must provide photographic identification to prove you are the registered owner of the property.
A registered owner can provide a letter authorising any other person to view the file.
If a company is the registered owner of the property, they must provide a letter on their letterhead, signed by the director, manager or principal, authorising the individual to view the building file.
You must also provide your company's registration details or a company extract from the Australian Securities and Investments Commission (ASIC) to confirm the names of the company office holders.
Go to the ASIC Connect website to search company and other registers.
If third parties or agents want to access building documents they must present a letter from the registered owner or an authority to access building records form signed by the registered owner.
How to view files
You may be able to view building file documents in paper or electronic form, or a combination.
To find out how you can access the files contact Building Advisory Services.
You will be charged a $5 access fee per lot number when you request the files.
You can pay either of the following ways:
- in person at a Building Advisory Services office using cash or credit card - Visa and Mastercard only
- or by emailing a completed credit card authorisation form to email@example.com.
Access paper-only files
You must view paper-only records in person at the front counter of a Building Advisory Services office.
To gain access to paper files, you must provide either of the following:
- identification to prove that you are the registered owner of the property
- or authorisation from the registered owner and personal identification.
Paper files will only be held for five business days unless specified at the time of order.
Access digital files
To view files that have been made digital and placed online, email all of the following to firstname.lastname@example.org:
- evidence that you are the owner or an agent with authority to view the records - eg: a driver licence, Medicare card or other identification - and a copy of the authorisation if applicable
- the property address
- a completed credit card authorisation form.
Building Advisory Services will send a secure digital token to your email address which can be used on any online computer to access your files using the Building Approvals Online system.
Hardcopy building files can't be taken out of Building Advisory Services offices.
Customer service staff can copy your documents for the following fees:
- $2 per A3 or A4 sheet
- $9 per A0, A1 or A2 sheet.
Alternatively, you can bring a camera to photograph the documents you need.
Get certified copies
You can ask for a certified copy of documents that are given, issued or served by the Minister for Lands and Planning, or by the Director of Building Control.
Building Advisory Services will advise you of the fee for making certified copies and give you instructions on how to pay.
Last updated: 22 August 2018