If you’re planning building work in Victoria, a permit is often part of the deal. The process isn’t hard, but it has an order, and getting the order wrong costs time.
This guide walks through the main steps, from checking whether you need a permit to closing it out. It’s a general guide. Your project may have extra requirements, so confirm details with your building surveyor and council.
A quick note on names. The Victorian Building Authority (VBA) now trades as the Building and Plumbing Commission, and you’ll see both names on official documents.
1. Check whether you need a permit
Unless an exemption applies, you must have a building permit before starting building work. Most projects need one, but some small jobs don’t.
The VBA publishes guidance on when a permit isn’t required. Practice Note BP-01 covers when a permit is needed and the exemptions that apply. Councils point to it, and so should you.
Don’t guess. Building without a required permit can cause serious problems, from stop-work orders to trouble when you sell.
Your action: Read the VBA guidance, or ask a building surveyor, before you commit to any plans.
2. Find out what other approvals you need first
A building permit is often only one of several approvals. Others may need to come first.
Common examples include:
• A planning permit. If your project needs one, you must obtain it before you apply for the building permit.
• Council consent or reports. Some work needs consent from the council, such as vehicle crossings.
• Owner-builder consent. If you’re an owner-builder and the value of works is over a set threshold, you need a Certificate of Consent from the VBA. One council guide lists the threshold as $16,000. Check the current figure with the VBA.
Other approvals, apart from a crossover permit, usually need to be given to your building surveyor before the permit can be issued.
Your action: Ask your council whether your project needs a planning permit. Make a list of every approval and the order they’re needed in.
3. Appoint a building surveyor
If you need a permit, you’ll need to appoint a building surveyor. This is the person who assesses your application and issues the permit.
Most permits in Victoria are issued by private building surveyors. Some councils also offer permit services. One council states that it doesn’t issue permits at all, while another says both councils and private surveyors can. Check what applies in your area.
You can search for registered surveyors on the VBA website. Contact a few. Ask about fees, how long they take, and what they’ll need from you.
Your surveyor will also tell you what other permits you need, so it’s smart to speak to one early.
Your action: Choose a registered building surveyor and confirm their fees and timeframe in writing.
4. Gather your documents
Your surveyor will give you a list of what to submit. It usually includes:
• the application form
• architectural or drafting plans
• engineering designs and computations, where needed
• energy rating reports
• a copy of your title and any planning permit
• details of your builder and their insurance
• fees
A well-prepared application avoids delays and the chance of having to amend it later.
Incomplete applications are one of the most common causes of delay. If your surveyor asks for more information, supply it quickly.
Your action: Ask your surveyor for a checklist. Tick off each item before you lodge.
5. Lodge the application and pay the fees
Once the paperwork is ready, you lodge the application with your building surveyor and pay the fees.
There’s also a building permit levy. It has to be paid before the permit can be issued, and your surveyor can’t issue the permit until it has been. The permit number is requested through the Building and Plumbing Commission’s online process, and it’s only provided after the levy is dealt with.
Prompt payment keeps things moving. A delay in paying the levy can hold up your permit.
Your action: Confirm with your surveyor who is paying the levy and when. Pay it straight away.
6. Assessment and permit issue
Your building surveyor checks that your application complies with the building regulations. They may ask questions or request changes.
If everything is in order, they’ll issue the permit. A permit can be issued with or without conditions.
The permit will tell you:
• what work is approved
• when inspections are required
• whether you need an occupancy permit when the work is finished
Read it carefully. Make sure the details match your plans. Keep a copy somewhere safe.
If your surveyor refuses to issue a permit, ask for the reasons in writing. You may be able to fix the problem and reapply, or take the matter further through the Building Appeals Board.
Your action: Don’t start work until you hold the issued permit.
7. Build, inspect and close it out
Once you have the permit, work can begin. During the build, a building inspector will visit at the stages listed on the permit to check the work meets the requirements.
Book each inspection ahead of time. Don’t cover up work that needs to be inspected, such as framing or drainage, until it’s passed.
When the work is finished, your surveyor will confirm whether you need an occupancy permit or a certificate of final inspection. For some projects, you need an occupancy permit before you can legally use the building.
Owners also have a duty to tell the VBA the final cost of the works. This matters if the cost differs from what was estimated at the start.
Your action: Keep a log of inspections. Don’t sign off or make final payments until the final certificate is in your hands.
Timelines and costs
Timeframes vary. They depend on how complete your documents are, the complexity of the project and how busy your surveyor is. Add time for any planning permit as well.
Fees also vary. They depend on the surveyor, the project and the levy, which is based on the value of the work. Ask for a written quote and check what it covers.
Build some flexibility into your schedule. Rushing leads to mistakes, and mistakes cost more.
Common mistakes to avoid
• Starting work before the permit has been issued.
• Forgetting to book inspections.
• Making changes to the plans after approval without telling the surveyor. Changes may need an amended permit.
• Letting the permit expire. If you need more time, apply for an extension before it runs out.
• Assuming a small job doesn’t need a permit.
Getting help
The process involves a lot of moving parts, and it’s easy to miss a step. Homeowners often bring in someone who knows the system before they commit to plans.
A building consultant Melbourne owners can call on early can check what approvals your project needs, review your plans for compliance problems and guide you through the order of events.
That advice often pays for itself by avoiding delays. Start with the first step, keep your paperwork organised, and ask questions whenever you’re unsure.
Sources
• How do I apply for a building permit? – Yarra Ranges Council
• Apply for a building permit – Hepburn Shire Council
• Building Permits, Applications and Building Regulations – Hume City Council
• Building Process – Alpine Shire Council
• Information for homeowners and applicants – Building and Plumbing Commission
