Queensland Body Corporate Renovation Approval Kit

This kit is for owners in a Queensland community titles scheme who want to renovate. It has a quick-start guide, letters you can copy into Word or Google Docs, a document checklist and a response tracker. Every template has a Copy button. Fill in the parts in [square brackets] and delete anything that doesn't apply.

We checked it against the Body Corporate and Community Management Act 1997, the Standard Module and Accommodation Module regulations, and Queensland Government guidance on 29 October 2026. Where we couldn't confirm a point, we say so. Section numbers below are from the Standard Module. The Accommodation Module has the same rules under different numbers (for example, s 187 is s 177).

Part 1: Quick-start guide

What needs approval

Three things decide whether you need approval:

1. What the work touches: only your lot, or common property too.
2. Your plan type: a building format plan (most apartments) or a standard format plan (many townhouses and villas).
3. Your scheme's by-laws. Check them for rules on flooring, appearance, noise and renovations.

The default by-laws in Schedule 4 of the Act only apply if your community management statement has no by-laws of its own. Most schemes have their own, so get a copy from your body corporate manager.

Lot or common property?

In a building format plan, the Queensland Government says the boundary of your lot is generally the centre of the floor, wall or ceiling. Owners look after floor coverings, non-structural internal walls and the waterproofing within the bathroom of their lot. The body corporate maintains structural parts such as load-bearing walls, railings and balustrades, and the doors and windows in boundary walls (SM s 180).

Owners also maintain utility infrastructure that serves only their lot, including air conditioning, even where it sits on common property, and the shower tray that services their lot.

In a standard format plan, owners generally look after their own exterior walls, doors, windows, roof and foundations.

Real examples

• New carpet, paint or a kitchen in the same layout: inside your lot. Usually no approval, but check the by-laws on noise and working hours.
• New timber or tile floors: no rule in the Act, but some by-laws require approval. Expect to be asked for acoustic details either way.
• Bathroom renovation: in a building format plan the bathroom waterproofing is generally yours. If the work touches the slab, load-bearing walls or shared pipes, that's common property and needs approval.
• Split-system air conditioner: the outdoor unit usually changes the external appearance or sits on common property. Get approval. You'll maintain it afterwards.
• Removing a load-bearing wall: structure is common property. You'll need approval and a building certifier.
• Using a garden or courtyard that is common property: you'll need an exclusive use by-law.

What to submit

There is no form set by law. A clear written request with the documents in Part 4 gives the committee enough to decide. For an improvement to common property, give the installed value so the committee knows whether it can decide or the request has to go to a general meeting.

Who decides

• The committee decides most approvals under the by-laws, and improvements to common property worth $3,000 or less that don't detract from appearance. It must act reasonably (Act s 100).
• A general meeting decides improvements over $3,000 by ordinary resolution, and an exclusive use by-law by resolution without dissent. The body corporate must also act reasonably (Act s 94).
• Approval can come with conditions, and you must maintain an improvement you're allowed to make (SM s 187).

By-laws can't be oppressive or unreasonable (Act s 180).

Timelines

• No deadline in law. There is no time limit or deemed approval for renovation or improvement requests. Ask for a reply by a reasonable date and follow up (Part 6).
• Motions can be submitted at any time and go on the next practicable agenda. To get one on the AGM agenda, the secretary must receive it before the end of the body corporate's financial year.
• The AGM must be held within 3 months after the financial year ends, with at least 21 days' notice.
• Extraordinary general meetings: owners of at least 25% of the lots can require one. It must be called within 14 days and held within 6 weeks.

Recent changes

• From 1 August 2025, body corporate certificates must disclose improvements on common property that a buyer will become responsible for maintaining. If you add an improvement, a future buyer will see it.
• The 2023 amendments that started on 1 May 2024 covered pets, smoking and other matters, not renovations.
• We found no changes to the body corporate laws starting in 2026.

If the body corporate says no

1. Ask for the reasons in writing, then fix what you can and resubmit.
2. Put it to a general meeting as a motion (Part 7).
3. Try internal dispute resolution. You must make reasonable attempts to resolve the dispute yourself before you can apply for help.
4. Apply for conciliation through the Office of the Commissioner for Body Corporate and Community Management. From 1 July 2026 the fee is $117.90, and it can be waived for financial hardship.
5. Apply for adjudication. The fee is $117.90 for a final order, or $247.90 with an interim order. An adjudicator can overturn an unreasonable decision on an owner's proposal to improve or change common property, and can order the body corporate to agree to it on stated terms.
6. Appeal to QCAT only on a question of law, within 6 weeks after you receive a copy of the adjudicator's order. The fee is $405.60.

Don't change common property without approval. You may have to undo the work.

Building rules that apply as well

• A QBCC licence is needed for building work valued over $3,300. Some work needs a licence at any value, including plumbing, drainage, gas fitting and fire protection. Check a licence on the QBCC website.
• Home warranty insurance is required for residential work over $3,300, including materials, labour and GST. QBCC says buildings more than 3 storeys above a car park can't be insured.
• Waterproofing is a licensed trade. Ask for a waterproofing certificate when the work is done.

What we couldn't confirm

• Whether waterproofing work below $3,300 needs a licence.
• The law behind building format plan boundaries. We relied on the Queensland Government's summary.
• The rules for the Commercial, Small Schemes and two-lot modules. This kit follows the Standard Module.
• Whether any bill now before Parliament would change these rules.

Part 2: Application letter for works needing approval

Application for approval of renovations

Copy

[Your name]
[Your address]
[Email] · [Phone]

[Date]

The Body Corporate for [scheme name], CTS [number]
C/- [Body corporate manager, or Committee secretary]
[Address or email]

Request for approval of renovation works – Lot [lot number], [street address]

Dear Committee,

I am the owner of Lot [lot number]. I am asking for the committee's approval for the works described below, under [by-law [number] / section 187 of the Body Corporate and Community Management (Standard Module) Regulation 2020].

1. The work
[Describe each item, e.g. "Install a split-system air conditioner. The outdoor unit will sit on the balcony floor against the rear wall, below the balustrade line, in a colour matching the wall."]

2. Common property or appearance affected
[e.g. One 65 mm hole through the external wall for pipework, sealed and painted to match. No other common property is affected.]

3. Installed value of any improvement to common property
$[amount]. [If $3,000 or less: I understand the committee can approve this improvement under section 187.]

4. Dates and working hours
Start: [date]. Finish: [date].
Hours: [e.g. 7 am to 5 pm, Monday to Friday], in line with the by-laws.

5. Contractor
[Business name], QBCC licence number [number], [phone]. Public liability insurance with [insurer], certificate attached, expiry [date].

6. Noise, dust and waste
[e.g. Drilling between 9 am and 3 pm only. Dust sheets in common areas. All rubbish removed by the contractor.]

7. Conditions I'm offering
☐ Work done by QBCC-licensed contractors
☐ Colours and materials to match the building
☐ I will repair any damage to common property at my cost
☐ I will maintain the improvement and any affected common property
☐ [Other]

8. Attachments
☐ Plans, photos or product specifications
☐ Contractor licence and insurance certificates
☐ [Other]

I would be grateful for a reply by [date, e.g. 28 days from today]. I'm happy to answer questions or meet to go through the plans.

Yours sincerely,

[Signature]
[Your name]

Part 3: Request for a general meeting resolution (and exclusive use by-law)

Use this when the improvement to common property is worth more than $3,000 or detracts from appearance, so it needs an ordinary resolution. If you also want exclusive use of part of the common property, you'll need an exclusive use by-law, passed by resolution without dissent. Get the body corporate manager or a lawyer to draft that by-law.

Request for a general meeting resolution

Copy

[Your name]
[Your address]
[Email] · [Phone]

[Date]

The Secretary
The Body Corporate for [scheme name], CTS [number]
C/- [Body corporate manager]

Motions for the next general meeting – Lot [lot number]

Dear Secretary,

I am the owner of Lot [lot number]. Please include the following motions on the agenda of the next general meeting. [For the AGM: I am submitting these before the end of the body corporate's financial year.]

Motion 1 (ordinary resolution)
That the body corporate authorises the owner of Lot [lot number] to make the improvement to common property described in the attached scope, under section 187 of the Body Corporate and Community Management (Standard Module) Regulation 2020, on condition that:
(a) the work is done by QBCC-licensed contractors at the owner's cost;
(b) the owner of Lot [lot number] maintains the improvement and repairs any damage it causes;
(c) [other conditions].

Motion 2 (resolution without dissent), if exclusive use is needed
That the body corporate makes the attached exclusive use by-law giving the owner of Lot [lot number] exclusive use of the area of common property shown on the attached plan, and records a new community management statement. I give my written agreement to the by-law, and I will pay the costs of preparing and recording it.

Explanatory note
[Explain the work, the installed value, why it's needed, and how you'll manage noise, dust and waste.]

Attachments
☐ Scope of works, plans and specifications
☐ Installed value or quote
☐ Contractor licence and insurance certificates
☐ Draft exclusive use by-law (Motion 2 only)

Yours sincerely,

[Signature]
[Your name]

Part 4: Document checklist

Renovation document checklist

Copy

Lot [lot number], CTS [number]. Work: [short description]

By-laws and plan first
☐ A copy of the scheme's by-laws (community management statement)
☐ Any by-law on renovations, flooring, noise, working hours or appearance
☐ Plan type: building format plan or standard format plan

Plans and scope
☐ Written scope of works, room by room
☐ Plans, drawings or marked-up photos
☐ Product specifications (flooring, air conditioner, windows, fixtures)
☐ Installed value of any improvement to common property
☐ Start date, finish date and stages

Contractors
☐ QBCC licence numbers, checked online
☐ Public liability insurance certificate (with expiry date)
☐ Home warranty insurance if the work is over $3,300 (if the building can be insured)

Working hours, noise, dust and waste
☐ Working hours matching the by-laws
☐ Noisy work times
☐ Dust control
☐ Waste plan: who removes rubbish, when and how
☐ Lift booking and protection

Flooring
☐ Acoustic report or underlay specification (if your by-laws or the committee ask)

Wet areas
☐ Waterproofing scope and the licensed waterproofer's details
☐ Promise to give a waterproofing certificate when finished

Common property
☐ What common property is touched (slab, load-bearing walls, shared pipes, facade, balcony)
☐ Access needed to common property (car park, roof, service cupboards)
☐ How it will be protected and restored
☐ Who will maintain it afterwards

Approvals
☐ Building certifier approval for structural work
☐ Council approval, if needed

Part 5: Response tracker

Queensland sets no deadline for a reply, so this tracker uses the date you asked for in your letter. It flags when to send each follow-up. Paste the table into Excel or Google Sheets starting at cell A1, then format columns B, C and E as dates. Change the 28 in column C to whatever reply period you asked for.

Response tracker (paste into a spreadsheet)

Copy

Request	Date received by body corporate	Reply requested by	Days left	Date of reply	Reply	Status
[Air conditioner, Lot 7]	15/11/2026	=IF(B2="","",B2+28)	=IF(OR(C2="",E2<>""),"",C2-TODAY())			=IF(B2="","",IF(E2<>"","Answered: see reply",IF(TODAY()>C2+28,"Send firmer reminder",IF(TODAY()>C2,"Send polite follow-up","Waiting"))))

What each formula does

• Reply requested by (column C): the date received plus 28 days.
• Days left (column D): days until that date. It goes blank once a reply is logged.
• Status (column G): Waiting, then Send polite follow-up once the date passes, then Send firmer reminder 28 days after that.

Copy row 2 down for each new request.

Part 6: Follow-up letters

Polite follow-up

Copy

[Date]

Dear Committee,

Renovation approval request – Lot [lot number], CTS [number]

I sent my request for approval of renovation works on [date sent], and I believe it was received on [date received]. I'm writing to check on its progress.

Is there anything else you need from me? I'm happy to provide more information or meet to go through the plans.

I'd appreciate an update on when the committee expects to decide.

Kind regards,

[Your name]
[Phone]

Firmer reminder

Copy

[Date]

Dear Committee,

Renovation approval request – Lot [lot number], CTS [number]: second reminder

I asked for approval of renovation works on [date sent]. The request was received on [date received], and I followed up on [date of first follow-up]. I have not yet received a decision.

Under the Body Corporate and Community Management Act 1997, the committee must act reasonably in making a decision.

Please let me have a written decision by [date, e.g. 14 days from today]. If I don't hear by then, I will submit a motion for the next general meeting and consider applying to the Office of the Commissioner for Body Corporate and Community Management. I would rather resolve this directly, so please let me know if anything is missing from my request.

Yours sincerely,

[Your name]
[Phone]

Part 7: Request to put a motion on the agenda

Under the Standard Module, you can submit a motion at any time, and it goes on the next practicable general meeting agenda. For the AGM, the secretary must receive it before the end of the financial year (SM s 86). Owners of at least 25% of the lots can require an extraordinary general meeting (SM s 84).

Request to put a motion on the agenda

Copy

[Date]

The Secretary
The Body Corporate for [scheme name], CTS [number]
C/- [Body corporate manager]

Motion for the next general meeting – Lot [lot number]

Dear Secretary,

I am the owner of Lot [lot number]. Please include the following motion on the agenda of the next general meeting [or: the annual general meeting]. [For the AGM: I am submitting it before the end of the body corporate's financial year.]

Motion
Type of resolution: [ordinary resolution / resolution without dissent]. That the body corporate approves the renovation works to Lot [lot number] described in the attached request dated [date], subject to the conditions in that request.

Explanatory note
[Explain the work in plain terms, why it's needed, how you'll manage noise, dust and waste, and the conditions you're offering. Mention the attached documents.]

Attachments
[List them.]

[Optional, if owners of at least 25% of the lots are signing: We, the owners listed below, together owning at least 25% of the lots, require the committee to call an extraordinary general meeting to consider this motion.]

Yours sincerely,

[Signature]
[Your name], owner of Lot [lot number]

Part 8: Notice to neighbours and 10 tips

Notice to neighbours

Copy

Renovation notice: Unit [number]

Hello neighbours,

We're renovating our [kitchen / bathroom / floors] at Unit [number] and wanted to let you know before work starts.

When: [start date] to [finish date]
Working hours: [e.g. 7 am to 5 pm, Monday to Friday]
Noisiest days: [dates, e.g. demolition on 3 and 4 March]
Lift: booked for deliveries on [dates], with protective blankets

[The body corporate has approved the work. / The work is inside our unit and doesn't need approval.] Our contractor is [business name], QBCC licence [number].

We'll keep noise and dust to a minimum and clean up common areas every day. If anything bothers you, please contact us directly and we'll sort it out quickly.

[Your name] · Unit [number] · [phone] · [email]

Thanks for your patience!

10 tips for getting a yes

1. Get the by-laws and plan type first. They decide whether you need approval at all.
2. Give the installed value. At $3,000 or less, the committee can approve an improvement without a general meeting.
3. Send the full pack once. Use the Part 4 checklist so the committee can decide at one meeting.
4. Match the building. Colours, materials and positions that match make appearance approvals easy.
5. Talk to the body corporate manager early. Ask when the committee meets and what it usually asks for.
6. Speak to the neighbours below and beside you. Flooring, air conditioners and bathrooms affect them most.
7. Offer sensible conditions yourself. Quiet hours, repair of any damage and maintenance at your cost.
8. Pay the costs of anything done for you, such as drafting an exclusive use by-law.
9. Keep everything in writing, with dates. You'll need it for conciliation or adjudication.
10. Don't start early. Changing common property without approval can mean undoing the work.

Sources

• Body Corporate and Community Management Act 1997 (Qld)
• Body Corporate and Community Management (Standard Module) Regulation 2020
• Body Corporate and Community Management (Accommodation Module) Regulation 2020
• Queensland Government: improvements to common property
• Queensland Government: building format plans
• Queensland Government: body corporate disputes
• Queensland Government: dispute service fees
• QBCC: building work and licensing
• QBCC: what work requires home warranty insurance