Owner-Builder Records to Keep

Documentation is one of the least glamorous parts of being an owner-builder. Getting it right from the start avoids problems at completion, at final inspection and when you eventually sell.

Why records matter

As an owner-builder, you are the responsible party. At sale time, particularly within six years of completion, you may be required to provide evidence that the work was done correctly and was legally approved. Poor documentation can affect your ability to sell, affect buyer finance and create legal exposure.

A well-maintained set of owner-builder records also makes the final inspection go smoothly. Certifiers want to see compliance certificates, engineering approvals and variation documentation. Having them ready saves time.

Documents to keep from the start

Approvals

• Development approval (DA): the council’s approval of the project
• Building permit: the certifier’s authorisation to commence works
• QBCC owner-builder permit: your licence to manage the build
• Any DA conditions or engineering approvals
• All amended plans and documentation approved during the project

Engineering

• Structural engineer’s design documentation (initial)
• Any engineering variations during the project
• Engineer’s site inspection reports if undertaken
• Certificate of structural adequacy (if issued)

Inspection hold points

• Certifier’s hold point sign-off records for each stage
• Date, stage, outcome and any conditions for each inspection
• Your own checklist records from pre-inspection checks

Trade compliance certificates

• Electrical safety certificate from your licensed electrician
• Compliance certificate from your licensed plumber
• Gas fitting compliance certificate if applicable
• HVAC compliance documentation if applicable

Warranties and manuals

• Warranty documentation for windows, appliances and installed products
• Product manuals for installed systems (HVAC, switchboard, hot water)
• Any waterproofing membrane warranties

Invoices and contracts

• All trade invoices (useful for insurance, valuation and dispute resolution)
• Any written contracts with trades
• Any variation documentation or change orders

The Form 21: Occupancy Certificate

The Form 21 (certificate of classification or occupancy certificate) is issued by your private certifier at project completion. It confirms that the work was completed in accordance with the approved plans and the Building Code of Australia.

A missing Form 21 has direct consequences:

• The space cannot be legally occupied
• You cannot sell the property with the space legally habitable
• Buyers’ finance may be affected

Store the Form 21 with your title documents. It should transfer with the property at sale.

Resale documentation requirements

If you sell a property substantially renovated under an owner-builder permit within six years of the completion date, two obligations apply:

• You must provide the buyer with a building inspection report from a licensed building inspector
• Warranty insurance may be required depending on the value and nature of the works

Confirm the specific requirements with QBCC or your conveyancer before listing the property.