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VIC Lands Property Certificates - ANSTAT FAQ

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Important information regarding ANSTAT Property Certificates

It is always important to enter as much information about a property and/or sale as possible when submitting a Certificate order. By providing all available information you will avoid time delays and the inconvenience of the search agent contacting you for additional details required to complete the search. Please also note that council orders submitted after 2.30pm will not be processed until the next business day.


What information will I get from ANSTAT Property Certificates?

A Property Certificate order is a customised request for information on a specific property. Certificate searches are conducted by experienced search agents to ensure a timely and thorough response to your request.


What factors determine which Certificates are available for a property?

The information that is available for a given property is determined by the Town, Suburb or Locality in which it is situated. A list of available certificates for a given property will be displayed based on the search criteria you have entered. In the event of a certificate being available from multiple authorities, each option will be displayed for your selection.


What information should I enter as search criteria?

It is essential that you enter as much information as possible to ensure that you receive the result you are looking for. Each additional piece of information you supply helps to refine and focus the investigation by the search agent, thus producing better results for you. Registered Proprietor details and Volume/Folio numbers are particularly valuable for all orders. If you have multiple items to enter, please use the buttons to create extra fields to allow entry of all proprietors, vendors and purchasers. If you have any other additional information about a property, proprietor or sale that is not covered by the standard search fields, please enter that information in the Comments field.

Please Note: If you require a Special Water Meter Reading you must enter the required date of the reading and the settlement date.


How do I find out the name of the Registered Proprietor?

CITEC Confirm's VIC Lands Land Index Searches will identify the registered proprietor details of a property from the Volume/Folio, Lot/Plan or Street Address.


Do I need to order Plan/s at the same time as my Certificate order?

A Copy of the Plan/s is required to ensure the accuracy of subsequent searches. Plan/s can be ordered at the same time as the property certificate request and a copy of each plan will be sent to you along with your certificates. Alternatively, if you already have a copy of the plan/s you can fax them directly to the search agent using an automatically generated fax cover sheet. The Plan & Certificate Selection screen includes an option to generate a cover sheet which can then be displayed and printed from a link on the Order Receipt. It is essential that all plans faxed to the search agent are accompanied by the relevant cover sheet so that they can be assigned to your order without delay.


How long will it take to receive my Property Certificates?

The turnaround time for delivery of results varies for each specific search. This is due to the fact that some searches are offered by different agencies, or offer different priority levels, with the cost of the search reflecting these differences. The approximate turnaround times of all searches is shown by selecting the (?) displayed on the certificate selection screen. 

Please note: All turnaround times refer to business days only - allow extra time for weekends and Victorian or National public holidays.


How do I know what I have requested?

Once your search has been submitted, an order confirmation will be displayed showing the order number, land description, information you entered, and each certificate requested. It is recommended that you print this receipt and save it for your records.


Can I check on my order?

Your CITEC Confirm Inbox is able to keep you up to date with the progress of your document orders by displaying the relevant status of your order - Ordered, In Progress, or Complete. A document order is complete when all components of the order have been dispatched. Selecting the status link for a document order at any stage in the process will display the receipt produced when the order was created.

Please Note: Certificate Results will not be available through the Inbox as they are manually processed offline.


Can I change or cancel my order once I have submitted it?

You can not change or cancel your order once you have successfully submitted it. Once submitted your order request will be initiated immediately. In some cases it is possible to upgrade your order to fastrack the delivery of results, however refunds will not be given for entry of incorrect information or user error. Please refer to the CITEC Confirm terms and conditions for more information.


How will I know when my order is complete?

If you include an e-mail address in your delivery profile you will automatically be sent an e-mail advice when your order is complete regardless of the delivery method you have chosen.

Please Note: The email advice will not contain a copy of your results.


How will I receive my Property Certificates?

CITEC Confirm provides four delivery methods to ensure maximum convenience for clients. Each delivery method has a different pricing structure based on infrastructure and staffing costs. E-mail is the most cost effective delivery method, followed by fax, then DX and mail. Similarly, e-mail is the quickest way to receive your order, followed once again by fax and then DX/mail. Delivery charges are applied per item and are included in the price displayed when you mouse over the ?. Please note that some searches offer different levels of urgency and/or investigation that affect their price. Always confirm that you are ordering the correct type and level of search before submitting your order.


How do I print out my E-mail results?

E-mail results are sent with a subject header stating the order reference number and the result attached as a pdf document. Attachments can be opened in a browser and printed individually or selected and printed from within the mail package either individually or as a group.

Adobe Acrobat© Reader™ (please see Confirm Software Downloads) is required to view pdf files.


How can I ensure that Mail, Fax or DX deliveries will arrive as quickly as possible?

Every effort is made to deliver orders within the shortest possible time. The most common cause of delays is incorrect or incomplete recipient information. We recommend that you check your delivery details frequently to ensure that all details are up to date and that you include both your First Name and Surname. Please include additional delivery information (for example, c/o Loans Dept) if necessary.


Available Certificates

Copy of Plan

This search will return either a plan or a title diagram for the land parcel you have specified. A Title Diagram is part of an imaged title showing the boundaries and details of a land parcel. Title diagrams are used when a title has been automated and an imaged plan is not available (mostly crown titles). The imaged title used for the title diagram is not current - the Land Registry adds a watermark to the image to advise that the image does not include any changes since the title was automated. Title diagrams are gradually being replaced by imaged plans. Imaged Plans are digital representations of the information on a title diagram. They show the boundaries and details of a land parcel, as well as depth limitations, easements and other information traditionally recorded on a title. If the item you require is not imaged it will be manually obtained and returned within 10 business days.


Planning Certificate

All Planning Certificates include zoning, overlay controls, abuttal information and other planning scheme information affecting the subject land. DOI (Department of Infrastructure) and Rural Council Planning Certificates are available for most municipalities. Anstat Planning Certificates are currently available for the following metropolitan municipalities:

  • Ballarat
  • Banyule
  • Bayside
  • Boroondara
  • Brimbank
  • Casey
  • Cardinia
  • Darebin
  • Frankston
  • Glen Eira
  • Greater Bendigo
  • Greater Dandenong
  • Hobsons Bay
  • Hume
  • Kingston
  • Knox
  • Manningham
  • Maribyrnong
  • Maroondah
  • Melbourne
  • Melton
  • Monash
  • Moonee Valley
  • Moorabool
  • Moreland
  • Mornington Peninsula
  • Murrindindi
  • Nillumbik
  • Port of Melbourne
  • Port Phillip
  • Stonnington
  • Surf Coast
  • Whitehouse
  • Whittlesea
  • Wyndham
  • Yarra
  • Yarra Ranges

Premium Planning Certificate

Premium Planning Certificates incorporate all the information from a standard Planning Certificate and also include:

  • Additional Planning Scheme Proposed Amendment information
  • Specific Site and Specific Area Provisions from the text of the Planning Scheme
  • Any inclusions from the Victorian Heritage Register, the National Trust of Australia (Victoria) Register or the Register of the National Estate

Premium Planning Certificates are currently available for the following metropolitan municipalities:

  • Ballarat
  • Banyule
  • Bayside
  • Boroondara
  • Brimbank
  • Casey
  • Cardinia
  • Darebin
  • Frankston
  • Glen Eira
  • Greater Bendigo
  • Greater Dandenong
  • Hobsons Bay
  • Hume
  • Kingston
  • Knox
  • Manningham
  • Maribyrnong
  • Maroondah
  • Melbourne
  • Melton
  • Monash
  • Moonee Valley
  • Moorabool
  • Moreland
  • Mornington Peninsula
  • Murrindindi
  • Nillumbik
  • Port of Melbourne
  • Port Phillip
  • Stonnington
  • Surf Coast
  • Whitehouse
  • Whittlesea
  • Wyndham
  • Yarra
  • Yarra Ranges

Note: Archaeological sites are not advised as part of this service.


Roads Certificate

This search returns a Roads Certificate, describing Vicroads approved proposals affecting the subject land. Vicroads Roads Certificates are available for all municipalities.

Road Certificates are currently available for the following metropolitan municipalities:

  • Ballarat
  • Banyule
  • Bayside
  • Boroondara
  • Brimbank
  • Casey
  • Cardinia
  • Darebin
  • Frankston
  • Glen Eira
  • Greater Bendigo
  • Greater Dandenong
  • Hobsons Bay
  • Hume
  • Kingston
  • Knox
  • Manningham
  • Maribyrnong
  • Maroondah
  • Melbourne
  • Melton
  • Monash
  • Moonee Valley
  • Moorabool
  • Moreland
  • Mornington Peninsula
  • Murrindindi
  • Nillumbik
  • Port of Melbourne
  • Port Phillip
  • Stonnington
  • Surf Coast
  • Whitehouse
  • Whittlesea
  • Wyndham
  • Yarra
  • Yarra Ranges

Land Tax Certificate

This search returns a Section 97 Land Tax Certificate from the State Revenue Office, identifying any outstanding land tax on the subject property.

Note: Please complete the Registered Proprietor details in full to assist in efficient processing of Land Tax Certificates.


House Contracts Guarantee Certificate

This search returns a certificate issued under the House Contracts Guarantee Act 1987 containing information regarding guarantees related to building permits issued before 1 May 1996.


Heritage Victoria Certificate

The Heritage Council (an independent statutory body) maintains an official Register of places and objects that have been assessed as being of historical significance to Victoria. Inclusion on the Victorian Heritage Register provides the highest level of legal protection for heritage places and objects. This search returns a certificate describing the registration status of a given property, including current and proposed listings and Archaeological Sites Heritage Inventory listings.


Australian Heritage Commission Certificate

The Australian Heritage Commission maintains the Register of the National Estate to identify places of natural and cultural heritage significance. This listing has no legal or binding effect upon an owner (except where the owner is the Commonwealth Government). This search returns a certificate detailing the listing status of a given property.


National Trust Certificate

The National Trust is a lobby group which identifies historic places, buildings and towns of historic significance. National Trust classification does not provide legal protection for heritage places. This search returns a certificate identifying any National Trust classification of a given property.


Environment Protection Authority Certificate

An EPA Certificate will either confirm that the subject land is not included on the EPA Priority Sites Register or will provide full details of the applicable listing. The Priority Sites Register is maintained by the EPA. It includes a listing of all sites for which the EPA has issued a Notice that the condition of the site is not compatible with the current or approved use without active management. The Notice formalizes the EPA cleanup, monitoring and future requirements for the site. The site is removed from the Register once all conditions of the Notice have been met. The EPA advises that the Priority Sites Register does not include sites managed by voluntary agreements or subject to management by planning controls.


Natural Resources & Environment (NRE) Catchment and Land Protection Certificate

This search will return a Certificate identifying the Catchment Management Authority* (CMA) to which the subject land belongs and detailing the relevant regional catchment strategy, special area plans, land management notices and land use conditions.

The catchments of the Melbourne metropolitan region and its rural fringe are managed by the Port Phillip Catchment and Land Protection Board. Certificates for properties within this region will include similar information to CMA certificates.

*Corangamite | East Gippsland | Glenelg Hopkins | Goulburn Broken | Mallee | North Central | North East | West Gippsland | Wimmera.


Natural Resources & Environment (NRE) Mines Subsidence Certificate

This search will return a Certificate from Natural Resources & Environment noting any advice on Mine Subsidence Hazard for the subject property.


Natural Resources & Environment (NRE) Agricultural Licenses Certificate

Crown Land Management (CLM) issues agricultural licenses over crown land classified as Unused Roads or Water Frontage. Licenses are generally issued to the owner of the adjoining freehold land and can be assigned (transferred) on sale for a fee. In some cases licenses must be transferred with the sale of the freehold property. A licence provides permission to enter and use land for a specific purpose, such as grazing, horticulture or aquaculture, but does not confer exclusive use to the licensee. This search produces a Certificate detailing any agricultural licenses relating to the subject property.


Council Land Information Certificate

This search will return a Land Information Certificate from the relevant Municipal Council detailing Council rates, levies and general information. The information on this certificate will vary between councils.


Water Information Certificate

This search will return a Water Information Statement from the relevant Water Authority. The information included in the statement varies between Metropolitan, Urban and Rural Water Authorities. The statement may include:

  • water service charges or other charges
  • orders, notices, agreements and outstanding matters
  • parks charges
  • water rights/entitlements
  • water authority encumbrances
  • sewerage and water asset location
  • water licenses
  • whether any rights have been transferred

Note: Water Authority jurisdiction, particularly throughout Rural Victoria, is very complex. Please select the Water Authority carefully. You may need to obtain information from the vendor and/or rate notices to establish the correct authority or authorities servicing the property. Please note that more than one authority may provide water services to a property, particularly in rural areas.


Water Authority Property Services Plan

This search returns a plan showing the detail and location of the internal house sewerage drain connecting the subject property to the sewerage main.

This search is only available from the following Water Authorities:

  • Barwon Region Water
  • South East Water
  • City West Water
  • Western Region Water
  • Coliban Region Water
  • Yarra Valley Water
  • Portland Coast Water

Special Water Meter Reading

This search initiates a special reading of the water meter by the Water Authority.

Please Note: You are required to enter the date on which you wish the reading conducted as well as the settlement date.


Council Building Certificate

There are three available certificate options for Council Building Certificates (Previously provided in a single certificate)

  • Regulation 326 (1)
    This Certificate will provide details of any permit or certificate of final inspection issued in the preceding 10 years; details of any current statement issued under regulation 502 or 503 of these Regulations; and details of any current notice or order issued by the relevant building surveyor under the Act.

  • Regulation 326 (2)
    Details as to whether the building or land is in an area that is liable to flooding within the meaning of regulation 802; or that is designated under regulation 803 as an area in which buildings are likely to be subject to attack by termites; or that is determined under regulation 804 to be a designated bush fire prone area; or that is an area determined under regulation 805 to be likely to be subject to significant snowfalls; or designated land or works within the meaning of regulation 806

  • Regulation 326 (3)
    States that: An owner or mortgagee of a building or land, or a prescribed building practitioner under section 137B of the Act, may request the relevant council to provide inspection approval dates of the mandatory notification stages for building work carried out on that building or land. Information under Regulation 326(3), if required, may be ordered directly from the Council.


Yarra Ranges Shire Only - Flood Certificate

The Yarra Ranges Shire has used geological, historical and field information to identify the potential flood risk of all land within the shire. This search produces a Certificate identifying the flood risk of a given parcel of land.


Yarra Ranges Shire Only - Landslip Certificate

The Yarra Ranges Shire has used geological, historical and field information to classify all land within the shire according to one of six landslip risk categories. This search produces a Certificate identifying the potential landslip risk of a given parcel of land.


Certificate Turnaround Times valid as at 03/10/06

Please Note: Certificate turnaround times are provided as a guide only. Turnaround times may vary at the discretion of the information custodian.

Authority Priority Land Information Land Information Priority Building Building Priority Planning Planning *Other Council Certificates
Alpine Shire Council - 6 days - 7 days - 7 days -
Ararat Rural City Council - 5 days - 5 days - 5 days -
Ballarat City Council - 8 days 3 days 8 days 1 day 7 days -
Banyule City Council - 5 days - 6 days N/A N/A -
Bass Coast Shire Council 2 days 5 days - 7 days 2 days 5 days -
Baw Baw Shire Council 2 days 5 days - 5 days 1 day 7 days -
Bayside City Council 2 days 6 days 2 days 6 days N/A N/A -
Benalla Rural City Council 2 days 7 days 2 days 8 days 2 days 5 days -
Boroondara City Council - 4 days 3 days 10 days N/A N/A -
Brimbank City Council - 5 days - 6 days N/A N/A -
Buloke Shire Council - 8 days - 8 days - 8 days -
Campaspe Shire Council - 7 days - 8 days - 7 days -
Cardinia Shire Council - 6 days - 5 days 2 days 6 days -
Casey City Council 2 days 6 days - 8 days N/A N/A -
Central Goldfields Shire Council - 7 days - 8 days - 7 days -
Colac-Otway Shire 2 days 5 days - 8 days 2 days 7 days -
Corangamite Shire - 8 days - 8 days 2 days 8 days -
Darebin City Council - 6 days 2 days 9 days N/A N/A -
East Gippsland Shire Council - 7 days - 8 days 2 days 7 days -
Frankston City Council 1 day 5 days 2 days 5 days N/A N/A -
Gannawarra Shire Council - 8 days - 8 days - 8 days -
Glen Eira City Council - 5 days 2 days 5 days N/A N/A -
Glenelg Shire Council - 6 days - 8 days 1 day 5 days -
Golden Plains Shire Council - 9 days 2 days 9 days 1 day 9 days -
*Greater Bendigo City Council - 7 days 2 days 7 days 1 day 7 days Flood Certificate 7 days
Greater Dandenong City Council - 7 days - 7 days N/A N/A -
Greater Geelong City Council - 7 days 3 days 6 days 3 days 9 days -
Hepburn Shire Council - 6 days 2 days 8 days 1 day 7 days -
Hindmarsh Shire Council - 7 days - 7 days - 7 days -
Hobsons Bay City Council 1 day 4 days - 9 days N/A N/A -
Horsham Rural City Council - 7 days 2 days 7 days 1 day 7 days -
Hotham Resort Management N/A N/A N/A 6 days N/A N/A -
Hume City Council - 4 days - 6 days N/A N/A -
Indigo/Indigo Way Shire Council - 6 days - 6 days - 6 days -
Kingston City Council 2 days 5 days 2 days 15 days N/A N/A -
Knox City Council 2 days 5 days 5 days 10 days N/A N/A -
La Trobe City Council - 4 days - 9 days - 4 days -
Loddon Shire Council - 6 days - 8 days - 8 days -
Macedon Ranges Shire Council - 6 days - 6 days 1 day 7 days -
Manningham City Council 3 days 6 days - 5 days N/A N/A -
Mansfield Shire Council 2 days 8 days 2 days 10 days 2 days 8 days -
Maribyrnong City Council - 5 days 2 days 5 days N/A N/A -
Maroondah City Council 2 days 5 days - 5 days N/A N/A -
Melbourne City Council - 5 days - 10 days N/A N/A -
Melton Shire Council - 5 days - 5 days N/A N/A -
Mildura Shire Council - 6 days - 7 days - 7 days -
Mitchell Shire Council 2 days 6 days - 8 days 1 day 8 days -
Moira Shire Council - 8 days 2 days 8 days - 8 days -
Monash City Council - 6 days - 7 days N/A N/A -
Moonee Valley City Council - 4 days - 5 days N/A N/A -
Moorabool Shire Council 2 days 5 days - 9 days 1 day 8 days -
Moreland City Council 2 days 5 days 2 days 6 days N/A N/A -
Mornington Peninsula Shire Council - 4 days - 7 days 2 days 9 days -
Moyne Shire Council - 7 days 2 days 8 days 2 days 6 days -
Mt Alexander Shire Council - 5 days - 8 days - 8 days -
Murrindindi shire Council 2 days 5 days 2 days 8 days 2 days 7 days -
Nillumbik Shire Council - 5 days - 7 days N/A N/A -
Nth Grampians Shire Council - 7 days - 8 days - 8 days -
Port Phillip City Council 2 days 6 days 2 days 9 days N/A N/A -
Pyrenees Shire Council - 6 days - 9 days - 7 days -
Queenscliffe Borough - 8 days - 10 days - 8 days -
Shepparton Greater City - 5 days - 5 days - 5 days -
South Gippsland Shire Council - 6 days - 7 days 2 days 9 days -
South Grampians Shire Council - 7 days - 7 days - 7 days -
Stonnington City Council 2 days 5 days 2 days 8 days N/A N/A -
Strathbogie Shire Council - 5 days - 7 days - 7 days -
Surf Coast Shire - 7 days - 9 days - 8 days -
Swan Hill Rural City Council 1 day 5 days 2 days 7 days 1 day 5 days -
Towong Shire Council - 7 days - 10 days - 7 days -
Wangaratta Rural City Council 2 days 8 days - 8 days 1 day 8 days -
Warrnambool City Council 1 day 7 days 2 days 6 days 1 day 8 days -
Wellington Shire Council - 5 days - 5 days - 5 days -
West Wimmera Shire Council - 7 days - 7 days - 7 days -
Whitehorse City Council - 7 days - 8 days N/A N/A -
Whittlesea City Council - 5 days 2 days 10 days N/A N/A -
Wodonga Rural Council - 8 days - 8 days - 7 days -
Wyndham City Council 2 days 5 days - 14 days N/A N/A -
Yarra City Council - 5 days 2 days 12 days N/A N/A -
*Yarra Ranges Shire Council - 5 days - 9 days - 5 days Flood Certificate 7 days; Landslip Certificate 5 days
Yarriambiack Shire Council - 6 days - 7 days - 6 days -


Water Certificates Priority Water Info Water Information Property Services Plan Meter Reading
Barwon Water - 5 days 5 days -
Central Highlands Water - 5 days N/A -
City West Water 2 days 5 days 2 days -
Coliban Water - 7 days 3 days -
East Gippsland Water - 8 days 3 days -
First Mildura Irrigation Trust - 8 days N/A -
Gippsland Water - 6 days N/A -
Goulburn Murray Water - 7 days N/A -
Goulburn Valley Water - 5 days N/A -
Grampians-Wimmera Mallee Water (Rural) - 8 days N/A -
Grampians-Wimmera Mallee Water (Urban) - 5 days N/A -
Lower Murray Water (Rural) - 7 days N/A -
Lower Murray Water (Urban) - 5 days N/A -
North East Water - 7 days 3 days -
South East Water - 2 days 5 days -
South Gippsland Water - 8 days N/A -
Southern Rural Water - 10 days N/A -
Wannon Water (Glenelg) 2 days 8 days N/A -
Wannon Water (Portland Coast) 2 days 10 days 7 days -
Wannon Water (South West) - 8 days N/A -
Western Water 2 days 10 days 3 days -
Westernport Water - 9 days N/A -
Yarra Valley Water 1 day 2 days 4 days -


Other Certificates Priority Standard
Australian Heritage Commisssion Certificate - 10 days
Casey Inspection Services - Property Service Plan - 3 days
DSE - Agricultural Licences - 6 days
DSE -Catchment & Land Protection - 7 days
DSE - Planning Certificate - 6 days
DPI -Mines Certificate - 5 days
EPA Certificate - 1 day
Heritage Victoria - Heritage Certificate 2 days 10 days
Melbourne Water - Flood Level Certificate - 10 days
National Trust - National Trust Certificate - 10 days
State Revenue Office - Land Tax Certificate - 10 days
Vicroads Certificate - 7 days