Body Corporate and Owners Corporations: A Buyer’s Records Checklist

Buying into a strata or community-titles scheme means assessing two things: the lot you want to buy and the scheme that will govern shared property, money and decisions. The entity is called an owners corporation in New South Wales and Victoria, a body corporate in Queensland and a strata company in Western Australia. Those names are not interchangeable legal rules; each jurisdiction has its own Act, documents and procedures.

What the scheme entity does

The registered plan divides the development into lots and, where applicable, common property. Owners participate in the entity responsible for the scheme. Its work can include maintaining common property, arranging required insurance, keeping records, raising contributions and making decisions under the governing legislation and scheme rules.

Do not assume a roof, balcony, courtyard, car space, pipe or wall is part of the lot simply because it is next to the residence. Boundaries differ between plans. The NSW Government buyer guide tells buyers to check the strata plan because what is common property can differ between schemes. WA Landgate gives the same practical instruction in its resources for strata buyers.

Start with the jurisdiction

The official buyer documents are not the same around Australia. For example:

• New South Wales: the official guide describes the strata plan, by-laws, levies, inspection reports and information available through a section 184 certificate.
• Victoria: Consumer Affairs Victoria's apartment and unit checklist directs buyers to the owners corporation certificate in the Section 32 statement, the plan of subdivision, financial statements, contracts and AGM minutes.
• Queensland: the Queensland Government buyer page explains the body corporate certificate, insurance certificate, community management statement, by-laws, levy information and access to additional records. The seller disclosure scheme has applied since 1 August 2025.
• Western Australia: Landgate says prescribed information about the scheme and lot must be given before a buyer signs the sale contract, and recommends reviewing it before signing.

Use the state or territory named in the contract, not a checklist written for another jurisdiction. Ask your adviser what must be supplied, what can be searched separately and whether any document needs to be refreshed before settlement.

How to review levies and funds

There is no reliable national “typical levy”. The amount depends on this scheme's legal obligations, condition, services, insurance, contracts, works program, debts and allocation method. Compare the current budget with actual expenditure and the forward maintenance plan rather than judging the amount alone.

• Confirm each recurring contribution, its due dates and how liability is allocated to the lot.
• Check fund balances against identified work, not simply whether the balance looks large.
• Read recent meeting minutes for proposed work, borrowing and special contributions.
• Identify arrears, unpaid invoices, litigation and insurance excesses that could affect cash needs.
• Ask whether any approved amount remains unpaid for the lot and how it will be adjusted at settlement.

NSW calls its main funds the administrative fund and capital works fund. Other jurisdictions use different terminology and planning requirements. A special contribution can be material, but its amount cannot be predicted from a generic article.

Records to examine before buying

A useful records review usually reconciles, where available:

• the current registered plan and the lot's entitlement or liability schedule;
• current by-laws or rules and any exclusive-use or special-use rights;
• the current budget, financial statements, levy notices and arrears information;
• recent general-meeting and committee minutes;
• maintenance or capital-works forecasts and quotations for proposed projects;
• insurance certificates, recent claims and relevant excesses;
• building-defect, fire-safety, waterproofing, cladding or engineering material held by the scheme;
• scheme contracts, loans, disputes, tribunal proceedings and authorised lot-owner improvements.

The list is a review framework, not a promise that every jurisdiction or scheme must hold each item. The official Queensland page, for example, distinguishes the prescribed certificate from additional records a buyer may request. Consumer Affairs Victoria identifies a different document set. Have a local adviser determine what is available and what the absence of a record means.

By-laws, rules and approvals

Read the actual registered rules before relying on what an agent, owner or resident says. Rules commonly address use of common property and topics such as noise, parking, pets and alterations, but the power to make or enforce a particular rule depends on local law. Approval for a renovation may also depend on the lot boundary and the extent of the work.

If a purchase depends on keeping an animal, changing flooring, installing air conditioning, enclosing a balcony or using the lot for short-stay accommodation, obtain property-specific legal and planning advice before committing. Do not assume silence in a marketing brochure is consent.

Questions for your adviser

1. Which parts of the property are in the lot, and which are common property?
2. Which owners corporation, body corporate or strata company memberships attach to the lot?
3. What recurring and special amounts have been resolved, proposed or remain outstanding?
4. Do the records reveal defects, claims, disputes, loans or major works that need further investigation?
5. Do the current rules permit the way you intend to occupy, renovate or lease the property?
6. Which information should be updated immediately before settlement?

For the separate question of what a strata lot is compared with a standalone land parcel, see strata title and “Torrens title” explained.

General information only, not legal, financial, building or insurance advice. Reviewed 24 August 2026. Scheme law and documents vary by jurisdiction and property. Have a solicitor or conveyancer qualified in the property's jurisdiction review the current contract, plan and records.