Strata records owners can inspect: what you can see, what it costs and how to ask
- Owners, mortgagees and people they authorise (such as a strata searcher for a buyer) can inspect.
- Ask in writing to the secretary or strata manager and pay the prescribed fee.
- Fees: owners $31 for the first hour and $16 per extra half hour; authorised others $60 and $30 (including GST).
- If a time is not agreed within 3 days, the owners corporation must fix one within 10 days of your request, in person or by secure electronic access.
- Secret ballot voting records are not available unless NCAT or a court orders it.
Who can inspect strata records?
Section 182(1) of the Strata Schemes Management Act 2015 (NSW) lets an owner, mortgagee or covenant chargee of a lot, or a person they authorise, request an inspection. That covers prospective buyers using a strata searcher with the seller's authority. The request must be by written notice and include the prescribed fee (s 182(2)) (Strata Schemes Management Act 2015).
Tenants are not listed in section 182, although tenants on the strata roll do receive notice of general meetings.
What records can I see?
Under section 182(3) the owners corporation must make these available:
| Record | Why it matters to owners |
|---|---|
| Strata roll | Owners, tenants, agents, unit entitlements, insurance details and by-laws |
| Other records required to be kept | Minutes, notices, correspondence, financial records, proxies |
| Developer's handover documents | Plans, specifications, certificates and diagrams given before the first AGM |
| 10-year capital works fund plan | Whether major works are planned and funded |
| Last financial statements | Fund balances, arrears, spending |
| Current insurance policies and last premium receipt | What is insured and for how much |
| Strata managing agent's appointment | What has been delegated and on what terms |
| Building manager agreement | Duties, fees and term |
| Service agreements and council parking agreements | Ongoing contracts the scheme is bound by |
| Strata renewal plan, if one has been given | Collective sale or redevelopment proposals |
| Any other record in the owners corporation's custody | A catch-all, which can include strata manager records prescribed by the regulations |
The owners corporation must not disclose how an owner voted in a secret ballot unless NCAT or a court directs it (s 182(5)). Failing to make records available carries a maximum penalty of 5 penalty units.
What is on the strata roll?
The strata roll must include the strata plan number and address, each owner's name, address and contact details, how they own the lot, the date they became owner, any agent's details, any tenant's name, contact details and tenancy start date, the original owner's and strata manager's details, unit entitlements, insurance details and all by-laws (NSW Government – Record keeping requirements).
How much does it cost?
| Who is inspecting | First hour | Each extra half hour |
|---|---|---|
| Owner | $31 | $16 |
| Person authorised by an owner (for example a strata searcher) | $60 | $30 |
Fees include GST, cannot be changed by the owners corporation, apply whether inspection is in person or electronic, and go into the administrative fund. The higher rate for authorised persons started on 1 July 2025; the owner rate did not change (NSW Government – Guide to strata law changes).
How do I request an inspection?
- Write to the secretary or strata manager. Say you are requesting an inspection under section 182, list the records you want and include or offer the fee.
- Agree a time and method. Under section 183, inspection can be in person, by secure electronic access, or another agreed way.
- If no agreement within 3 days of the owners corporation receiving your request, it must immediately give you written notice fixing a time between 9 am and 8 pm on a date no later than 10 days after it received the request, or a specified means (s 183(2)).
- Take copies or extracts. You can copy documents but cannot remove originals without consent (s 183(4)).
How long are records kept?
NSW owners corporations must keep the strata roll for the life of the scheme (with change records kept for seven years), and financial records, communications and meeting documents for seven years. Records created from 11 June 2024 must be kept electronically. Secret ballot records need only be kept for 13 months, and approved minor renovations must be recorded for 10 years (NSW Government – Record keeping).
What if the owners corporation refuses?
You can apply to NCAT for an order about inspection of records. This is one of the applications that does not need Fair Trading mediation first (NCAT – Strata schemes). If a former strata manager will not hand records to a new manager, the owners corporation can also seek an NCAT order and then lodge a complaint with NSW Fair Trading.
Other states
- QLD: a lot owner pays $20.70 to inspect (non-owners $39.75) and copies are $0.75 a page. The body corporate has 7 days to provide access (Queensland Government).
- VIC: owners corporations cannot charge to inspect the register and records, but can charge a reasonable fee for copies within set limits (Consumer Affairs Victoria).
How Watchdog Strata helps
Watchdog Strata keeps a filterable change history that building management can export to CSV, Excel or PDF, and notices give a dated record of what owners were told. Owners can see all building maintenance and defect issues in the app. It complements, but does not replace, the owners corporation's statutory records held by the secretary or strata manager.
General information only, not legal advice. Check the current legislation or ask a strata lawyer for your scheme.
Questions people ask
Can I see the strata roll as an owner?
Yes. Under section 182 of the Strata Schemes Management Act 2015 (NSW), an owner can request to inspect the strata roll and other records in writing with the prescribed fee.
How much does it cost to inspect strata records in NSW?
For an owner, $31 for the first hour and $16 for each extra half hour. For a person authorised by an owner, such as a strata searcher, $60 and $30. Fees include GST.
How quickly must the owners corporation let me inspect?
If you cannot agree on a time within 3 days, the owners corporation must give written notice fixing a time no later than 10 days after it received your request.
Can I get records emailed to me?
Yes, if agreed or fixed by the owners corporation. Section 183 allows inspection through secure electronic access.
What can I do if the strata manager will not show me the records?
Apply to NCAT for an order about inspection of records. Mediation is not required first for this type of application.
Sources
- Strata Schemes Management Act 2015 (NSW) – ss 182, 183
- NSW Government – Record keeping requirements
- NSW Government – Guide to strata law changes for strata committees and owners
- NCAT – Strata schemes
- NSW Government – Complaints about a strata or building manager
- Queensland Government – Fees for access to body corporate records
- Consumer Affairs Victoria – Owners corporation records
See it running in a real building
Open the live demo as an owner, a tenant or the building manager. No sign-up, and it resets every night.