Strata Records Request Guide: How to Access Owners Corporation Records

Strata records play an important role in how an Owners Corporation (OC) operates.

They help Committees and owners understand decisions that have been made, how funds are managed and how building issues are addressed over time.

In Victoria, strata records are typically accessed by submitting a clear written request to the strata manager, specifying the documents required and the relevant timeframe.

However, the process is not always simple. Requests may be delayed, documentation can be incomplete and it is not always clear which records should be available.

This guide explains how to obtain strata records in Victoria, what documents you can request and the practical steps to take if access becomes difficult.

Key Takeaways:

• Strata records provide visibility into how an OC is managed, from financial decisions to maintenance history. Understanding these records helps Committees and owners maintain transparency within the building.
• Accessing strata records in Victoria usually begins with a clear written request. Being specific about the documents needed and the timeframe can help reduce delays.
• Missing or incomplete records may point to broader management issues. Identifying these early can help Committees improve oversight and building management.

What are strata records?

Strata records are the documents kept by an OC that record its governance, financial management and building maintenance activities.

They form the official record of decisions, financial transactions and works carried out within the property.

Common examples include:

• AGM and Committee meeting minutes
• meeting agendas, motions and resolutions
• financial statements, budgets and levy notices
• insurance certificates and policy documentation
• maintenance records and contractor invoices
• OC management agreements
• registers of owners and Committee members

Together, these records help Committees and owners understand how decisions were made, how funds were used and what work has been completed within the building.

Who can request OC records in Victoria?

In Victoria, lot owners, Committee members and authorised representatives can generally request OC records.

Authorised representatives may include solicitors, buyers’ agents or other parties acting on behalf of an owner.

Many requests relate to what people informally call committee records. These generally refer to documents linked to Committee decisions, meetings and communication within the OC.

When requesting records, it helps to keep the request clear and specific. Broad requests can slow down responses and create unnecessary back and forth.

For example, requesting “Committee meeting minutes from January 2023 to present” is usually more effective than requesting “all Committee records.”

What strata records should you request?

If you are unsure which records to request, the following checklist provides a helpful starting point.

Governance records

These relate to how decisions are made and recorded within the OC.

• AGM and committee meeting minutes
• meeting agendas, resolutions and decisions

Financial records

These show how funds are planned, collected and spent across the building.

• annual budgets and levy notices
• fund balances and expenditure summaries

Insurance records

These confirm the building’s coverage and are relevant for claims and risk management.

• certificate of currency
• policy documents and claims correspondence summaries where available

Contracts and agreements

These outline the responsibilities and terms of service providers engaged by the OC.

• OC management agreement
• key supplier contracts

Maintenance and works records

These provide a history of repairs, upgrades and contractor involvement.

• work orders and quotes
• contractor invoices, contractor details and defect history

How to access strata records in Victoria

If you need to access strata records, submitting a clear written request to the strata manager or OC usually leads to the best outcome.

A practical process includes:

1. Identifying the records required

Specify the document types needed.

2. Defining the timeframe

For example, Committee meeting minutes from 2023 to present.

3. Requesting digital copies where possible

Electronic records are usually easier and faster to provide.

4. Setting a response timeframe

Request confirmation within 5 to 10 business days.

5. Requesting acknowledgement

Ask for confirmation that the request has been received and logged.

Using a clear subject line can also help, for example:

“Request for OC Records – [Building Name] – Minutes and Financial Records 2023–2025”.

Example strata records request email

You can use this guide when preparing your request:

It is also advisable to document all contact attempts, including emails and phone calls.

Can a strata manager refuse to provide strata records?

In most cases, no. A strata manager cannot refuse to provide strata records to eligible parties. However, access may not always be immediate and can be delayed in some situations.

Delays can occur for several reasons, including:

• authorisation requirements from the Committee
• privacy considerations relating to certain document
• unclear or overly broad requests
• administrative processing or access fees
• records held by previous managers
• incomplete documentation following a management handover

What to do if your strata records request is delayed

If requests remain unanswered, a structured escalation approach can help move things forward.

This may include following up in writing, calling and noting the discussion, or escalating the request to a senior contact within the strata management company, such as a team leader or director.

You can also raise the issue as a Committee agenda item and ensure it is recorded in the meeting minutes.

Maintaining a professional and documented approach helps support accountability.

Do strata managers keep records of works completed?

Strata managers typically maintain records of maintenance and works completed within the building to track repairs and maintain a clear history of the property.

These may include:

• contractor quotes and work scopes
• Committee approvals
• contractor invoices
• contractor contact details
• completion notes or inspection records

Clear maintenance records help prevent repeat defects, support insurance claims and maintain building history.

What if there are no strata records or they are incomplete?

In some buildings, strata records may be incomplete or difficult to locate. This can occur after a change of manager, during periods of self-management or when records have not been maintained consistently over time.

Where records are missing, Committees can begin rebuilding a baseline by gathering any available documents such as meeting minutes, financial reports, insurance policies and contractor invoices.

Establishing a central record system going forward can help improve transparency and keep key decisions, financial activity and maintenance history properly documented.

In practice, this relies on having a strata manager who maintains accurate records and clear reporting over time.

If records are missing or inconsistently maintained, it may indicate that the current management approach is not meeting the OC’s needs.

In these situations, Committees may wish to consider whether a change in management is required to improve transparency and accountability.

Speaking with a strata consultant can help you assess your current setup and understand the next steps.

When strata record issues suggest a bigger management problem

Persistent difficulties accessing strata records may indicate broader management concerns. Missing meeting minutes, unclear financial reporting and repeated delays providing documents can signal gaps in communication or record keeping.

Limited maintenance history or inconsistent responses to record requests may also indicate that records are not being managed consistently.

Over time, this can make it harder for Committees and owners to understand past decisions, track building works or address disputes effectively.

If these issues continue, the Committee may wish to review how records are being managed and whether the current management arrangement is meeting the building’s needs.

Struggling with poor strata management or delays?

If you are having difficulty accessing strata records, a clear written request is often the first step.

If delays continue or records remain difficult to obtain, this can limit your ability to clearly understand your building’s current situation and ongoing issues.

Strata Management Consultants work with OCs to review current arrangements and help Committees transition to more responsive strata management when needed.

Visit us here to discuss your situation and the next steps.