What the certificate must include
Consumer Affairs Victoria’s list, quoted in full and in its order, set here as the certificate might arrive:
Owners corporation certificate: required contents
- “current quarterly or annual fees for the lot
- the date to which fees have been paid
- total unpaid fees or charges for the lot
- the date that special fees or levies were approved and the due date for payment
- details of repairs, maintenance or other work that may incur extra charges to those already budgeted or approved
- details of insurance cover
- whether the owners corporation has resolved that members may arrange their own insurance and the date of this decision
- a total of funds held by the owners corporation
- whether the owners corporation has any other liabilities in addition to those listed above, and the details of those liabilities
- details of any contracts, leases, licences or agreements affecting the common property
- details of any agreements to provide services to lot owners, occupiers or the public
- details of any outstanding notices or orders served on the owners corporation in the past 12 months
- details of any legal proceedings involving the owners corporation and any circumstances likely to lead to proceedings
- whether the owners corporation has appointed or has resolved to appoint a manager and, if so, the name and address of the manager
- whether an administrator has been proposed or appointed for the owners corporation.”
Four documents must be attached, again in CAV’s words: “the owners corporation rules. These must be the same as the rules registered with Land Use Victoria”; the “Statement of advice and information for prospective owners corporation purchasers and lot owners”; “all resolutions made at the last annual general meeting”; and “a statement that more information about prescribed matters is available by inspecting the owners corporation register”.
CAV calls the accuracy of the certificate “very important”. Rules made but not yet registered still have to be mentioned in it.
Asking for one, and what it may cost
Anyone may ask for a certificate. The owners corporation must issue it within 10 business days of getting the written request and the fee. A set fee structure caps what it may charge, with higher caps for urgent requests met within fewer days. The caps are set in fee units; as at October 2026, Consumer Affairs Victoria gives the 2026-27 value of a fee unit as $17.27.
| Certificate | Within | Maximum fee |
|---|---|---|
| First certificate | 6 to 10 business days | 9.64 fee units |
| First certificate | 3 to 5 business days | 14.46 fee units |
| First certificate | 2 business days | 17.35 fee units |
| Additional certificate | 6 to 10 business days | 5.3 fee units |
| Additional certificate | 3 to 5 business days | 7.95 fee units |
| Additional certificate | 2 business days | 9.54 fee units |
The lower rates for additional certificates apply when a sale needs more than one from the same owners corporation manager. A lot affected by more than one owners corporation may need a certificate from each, with a fee for each. The caps are ceilings, not prices: an owners corporation can choose a lower fee, or none, through its committee or an ordinary resolution at a general meeting.
Two-lot subdivisions are not spared this. They must issue certificates too, within the same 10 business days, sealed with the common seal and witnessed by both owners.
Timing at a sale
A Section 32 statement is sometimes prepared up to 12 months before the property sells, so a certificate in it can be old news by settlement. Consumer Affairs Victoria says buyers should do one of two things:
- “ask for a new certificate before settlement, or
- make a time to inspect the owners corporation register and records.”
Inspecting the register and records costs nothing; copies can be charged for, within limits. As at October 2026, CAV lists the maximums as 3.03 fee units for a copy of the register; 1.15 fee units for the first record, plus $7.60 for each further record asked for at the same time; and 20 cents a page for printed copies.
The register behind it
The certificate points to the owners corporation register, a summary of the owners corporation’s activities, undertakings and membership. CAV says it must record:
Consumer Affairs Victoria, Records
- “owners corporation plan number and address
- name and address of each lot owner
- name, registration number and contact details of the manager (if there is one)
- lot liability and lot entitlements for each lot
- basis for setting of lot liability and lot entitlement (if available)
- date and details of each amendment to the owners corporation rules
- details of contracts, leases and licences entered into by the owners corporation
- details of insurance policies.”
On request, it must be open for inspection to a lot owner, a mortgagee of a lot, a buyer of a lot, or a representative of any of them. To judge whether a register is current, CAV suggests asking who prepared it, when, and when it was last updated.
Reading it as a buyer
Consumer Affairs Victoria’s checklist for buying an apartment or unit describes the certificate as carrying current fees, insurance cover and maintenance works, and also any proposed works, fee increases and potential or existing legal claims. Alongside it, the checklist suggests looking at the manager’s entry on the public register, the minutes of the annual general meetings, and any contracts, agreements, leases or licences affecting the common property. It also asks whether there is a maintenance plan, and notes that if there is, there must be a maintenance fund. The managers guide covers the register, and the fees guide the plan and fund.