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Victorian Owners Corporation Renovation Approval Kit

Free templates and a plain-English guide for Victorian lot owners: which renovations need owners corporation approval, who decides, what to do if the answer is no, and letters to copy into Word or Google Docs.

On this pagePart 1: Quick-start guide
  1. Part 1: Quick-start guide
  2. Part 2: Application letter for works needing approval
  3. Part 3: Request for a special resolution (lease, licence or significant change to common property)
  4. Part 4: Document checklist
  5. Part 5: Response tracker
  6. Part 6: Follow-up letters
  7. Part 7: Request to put the matter on a meeting agenda
  8. Part 8: Notice to neighbours and 10 tips
  9. Sources

This kit is for owners in a Victorian owners corporation 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 current (in force from 9 September 2026), the and Consumer Affairs Victoria's guidance on 29 October 2026. Where we couldn't confirm a point, we say so.

Part 1: Quick-start guide

What needs approval

Whether you need approval depends on what the work touches:

What the work touchesWhat you needWhere the rule is
Only the inside of your lotUsually no approval. Tell the owners corporation if the work may affect common property, or needs a building or planning permit.Model rule 5.3, and Consumer Affairs Victoria guidance
The outside look of your lotWritten approval from the owners corporation. It can't unreasonably refuse, but can set reasonable conditions.Model rule 5.2
Common property (shared walls, floors, pipes, the roof, the facade, gardens)Written approval from the owners corporation before you alter itModel rule 4.3, and of the Act
A lease or licence over common property, or a significant change to its use or appearanceA special resolution and of the Act
Taking common property into your lot (for example, enclosing a balcony that is common property)A unanimous resolution and a change to the plan of subdivision of the Act and the Subdivision Act 1988

The model rules are in Schedule 2 of the . They apply wherever your owners corporation's registered rules don't cover the same matter. Your own rules may say something different, so get a copy from your manager or the committee first.

Real examples

  • Painting inside, new carpet, new kitchen cupboards in the same spot: inside your lot. Usually no approval, but follow the rules on noise and use of common property.
  • New timber or tile floors: inside your lot, but impact noise affects the lot below, and some schemes have flooring rules. Check your rules, and expect to be asked for acoustic details.
  • Bathroom renovation: tell the owners corporation if it may affect common property, such as the slab, shared pipes or waterproofing over a common floor. Many will need approval under rule 4.3.
  • Split-system air conditioner: the outdoor unit usually changes the external appearance or sits on common property. Get written approval.
  • New windows, an awning, security doors or a changed facade: external appearance. Get written approval. Locks, safety devices and insect screens that match the building's colour, style and materials don't need approval (model rule 4.3(4)).
  • Solar panels and other sustainability items: rules can't unreasonably ban these, and a ban only on looks is taken to be unreasonable ().
  • Removing a structural wall: structure is usually common property, and you'll need a building permit. Get written approval and a building surveyor involved.

What to submit

There is no form set by law. A clear written request with the documents in Part 4 gives the owners corporation enough to say yes. Include the scope, plans, dates, working hours, your builder's registration and insurance, and how you'll protect common property.

Who decides

  • Usually the committee. The Act gives the committee the owners corporation's powers, except those that need a special or unanimous resolution or a general meeting. That is our reading of ; the Act doesn't say "renovation approvals" in words. The committee may also delegate to the manager.
  • A general meeting decides anything needing a special resolution (at least 75% of votes, see ) or a unanimous resolution. An interim special resolution takes 29 days to become final.
  • Small owners corporations without a committee decide at a general meeting or by ballot.

Timelines

  • No deadline in law. Neither the Act nor the model rules set a time for the owners corporation to answer a renovation request, and there is no deemed approval. Ask for a reply by a reasonable date in your letter and follow up (Part 6).
  • Disputes: if you use the grievance process, the parties must meet within 28 days after the dispute comes to everyone's attention (model rule 7).
  • Special resolutions: an interim special resolution takes 29 days to become final.

What changed in 2026

According to the , from 9 September 2026 an owners corporation can start some legal proceedings by ordinary resolution, and VCAT can deal with some plan-change applications where more than half the members consent. Fee changes start on 25 November 2026. Nothing that started in October 2026 changes renovation approvals. The Victorian Government has announced further owners corporation reforms but hasn't set dates. Check Consumer Affairs Victoria before you rely on this.

If the owners corporation says no

  1. Ask for the reasons in writing. For external appearance, the owners corporation can't unreasonably withhold approval (model rule 5.2).
  2. Fix what you can and resubmit. Offer conditions such as matching colours, hours and repair of any damage.
  3. Use the grievance process in model rule 7, or in your own rules. Give a written statement to the grievance committee, or to the owners corporation if there isn't one. The parties must meet within 28 days.
  4. Try mediation. The Dispute Settlement Centre of Victoria offers free mediation if everyone agrees. It isn't compulsory before VCAT.
  5. Apply to VCAT. A lot owner can apply to about a dispute under the Act, the regulations or the rules. VCAT can make any order it considers fair, and considers whether a decision is oppressive or unfairly prejudicial to an owner ( and ).

Don't alter common property without approval. The owners corporation can take action for a breach of the rules.

Building rules that apply as well

  • If the project costs more than $10,000, the builder must use a major domestic building contract and generally be registered. See Consumer Affairs Victoria's checklist for renovations over $10,000.
  • Structural work needs a building permit. Ask a building surveyor.
  • Domestic building insurance is needed above a threshold. Consumer Affairs Victoria's page says $16,000, but we couldn't confirm whether that changed in 2026. Check before you sign.
  • Builder registration is now handled by the Building and Plumbing Commission, which replaced the Victorian Building Authority.

What we couldn't confirm

  • The current domestic building insurance threshold.
  • Which works are exempt from a building permit. Ask a building surveyor.
  • Any flooring or acoustic standard. The model rules don't have one, so it would only come from your own rules.
  • How VCAT applies "can't unreasonably withhold approval" under model rule 5.2.
  • Dates for the reforms the government announced in October 2026.

Part 2: Application letter for works needing approval

Application for approval of renovations

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

[Date]

Owners Corporation [number], Plan of Subdivision [PS number]
C/- [Manager name, or Committee secretary]
[Address or email]

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

Dear Committee / Manager,

I am the owner of Lot [lot number]. I am asking for the owners corporation's written approval for the works described below, under [model rule 4.3 (common property) / model rule 5.2 (external appearance) / rule [number] of our registered rules].

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 external 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. Dates and working hours
Start: [date]. Finish: [date].
Hours: [e.g. 8 am to 5 pm, Monday to Friday], in line with the rules.

4. Builder or tradespeople
[Business name], registration or licence number [number], [phone]. Public liability insurance with [insurer], certificate attached, expiry [date].

5. 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.]

6. Conditions I'm offering
☐ Work done by registered or licensed trades
☐ Colours and materials to match the building
☐ I will repair any damage to common property at my cost
☐ I will maintain the installation and any affected common property
☐ [Other]

7. Attachments
☐ Plans, photos or product specifications
☐ Builder registration and insurance certificate
☐ Building permit (if needed)
☐ [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 special resolution (lease, licence or significant change to common property)

Use this when the work needs a special resolution, for example a lease or licence over part of the common property, or a significant change to its use or appearance. If the work takes common property into your lot, it needs a unanimous resolution and a plan change. Get a lawyer or surveyor involved for that.

Request for a special resolution

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

[Date]

Owners Corporation [number], Plan of Subdivision [PS number]
C/- [Manager name, or Committee secretary]

Request for a special resolution – Lot [lot number]

Dear Committee / Manager,

I am the owner of Lot [lot number]. I would like to carry out the work described below. Because it [needs a lease or licence over common property / is a significant alteration to the use or appearance of the common property], I understand it needs a special resolution.

1. The work
[Describe the work and the area of common property, e.g. "Install a pergola over the common property courtyard next to Lot 4, 3 m x 4 m, as shown on the attached plan."]

2. Proposed special resolution
That the owners corporation, by special resolution, [grants a licence to the owner of Lot [lot number] over the area of common property shown on the attached plan, for [purpose], on the terms attached / approves the alteration of the common property described in the attached scope], on condition that:
(a) the work is done by registered or licensed trades at the owner's cost;
(b) the owner of Lot [lot number] maintains and repairs the work and the affected common property, and repairs any damage it causes;
(c) the owner pays the owners corporation's reasonable costs of preparing the licence or lease; and
(d) [other conditions].

3. How I'd like it decided
Please put this to [the next general meeting / a ballot of members]. I'm happy to pay the reasonable costs of a ballot.

4. Attachments
☐ Plan showing the area of common property
☐ Scope of works and specifications
☐ Builder registration and insurance certificates
☐ Building or planning permit (if needed)
☐ Draft licence or lease terms (if relevant)

Yours sincerely,

[Signature]
[Your name]

Part 4: Document checklist

Renovation document checklist

Lot [lot number], OC [number], PS [number]. Work: [short description]

Rules first
☐ A copy of the owners corporation's registered rules (or confirmation the model rules apply)
☐ Any rule on renovations, flooring, noise, working hours or external appearance

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

Builder and trades
☐ Builder registration or trade licence numbers
☐ Public liability insurance certificate (with expiry date)
☐ Major domestic building contract if the project is over $10,000
☐ Domestic building insurance certificate if over the threshold

Working hours, noise, dust and waste
☐ Working hours matching the rules
☐ Noisy work times, and written permission if the rules need it (model rule 6.2)
☐ Dust control
☐ Waste plan: who removes rubbish, when and how
☐ Lift booking and protection

Flooring
☐ Acoustic report or underlay specification (if your rules or the committee ask)

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

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

Permits
☐ Building permit (structural work, check with a building surveyor)
☐ Planning permit (if council requires it)
☐ Notice to the owners corporation that a permit is needed

Part 5: Response tracker

Victoria 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)

RequestDate received by OCReply requested byDays leftDate of replyReplyStatus
[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

[Date]

Dear [Committee / Manager],

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

[Date]

Dear [Committee / Manager],

Renovation approval request – Lot [lot number], OC [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.

[If the work changes the external appearance of my lot: Under model rule 5.2 of the Owners Corporations Regulations 2018 (or rule [number] of our rules), the owners corporation cannot unreasonably withhold approval, although it may impose reasonable conditions.]

Please let me have a written decision by [date, e.g. 14 days from today]. If I don't hear by then, I intend to start the grievance process under model rule 7 (or rule [number] of our rules). 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 the matter on a meeting agenda

There's no rule giving an individual owner the right to add an item to a general meeting agenda. The person calling the meeting prepares it (). Most committees will include a reasonable motion if you ask early. Owners holding at least 25% of the lot entitlements can have a special general meeting or a ballot called (, and ).

Request to put a motion on the agenda

[Date]

To the Committee / Manager
Owners Corporation [number], Plan of Subdivision [PS number]

Request to include a motion at the next general meeting – Lot [lot number]

Dear Committee / Manager,

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 due in [month]].

Motion
Type of resolution: [ordinary / special]. That the owners corporation approves the renovation works to Lot [lot number] described in the attached request dated [date], subject to the conditions in that request.

Explanation
[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 holding at least 25% of the lot entitlements are signing: We, the members listed below, together holding at least 25% of the lot entitlements, ask that a special general meeting be called (or a ballot be held) 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

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. 8 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 owners corporation has approved the work. / The work is inside our unit and doesn't need approval, and we've let the owners corporation know.] Our builder is [business name], registration [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 rules first. Your registered rules may replace the model rules. Ask the manager for a copy.
  2. Work out what the work touches. Inside only, external appearance or common property. That decides whether you need approval at all.
  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 the building make external changes easy to approve.
  5. Talk to the 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 ongoing maintenance at your cost.
  8. Pay the costs of anything done for you, such as a licence, a lease or a ballot.
  9. Keep everything in writing, with dates. You'll need it if you end up in the grievance process or at VCAT.
  10. Don't start early. Altering common property without approval breaches the rules and can mean undoing the work.

Sources