Records Inspection Request Guide
Stratapilot · Help Centre Last updated: June 2026
Overview
Every lot owner has a statutory right to inspect the body corporate's records — financial accounts, meeting minutes, correspondence, contracts, and other scheme documents. Stratapilot manages inspection requests with an automatic 7-day statutory deadline escalation to ensure the secretary does not inadvertently miss a legal obligation.
Platform scope: Stratapilot tracks the request and response workflow. What records must be disclosed, and in what format, is governed by your state's strata legislation. Consult your state's requirements (summarised below) or a licensed strata manager if unsure.
Who Can Submit an Inspection Request
Any scheme member with an active lot can submit a records inspection request:
| Role | Can submit | Can action (secretary) |
|---|---|---|
| Viewer (lot owner) | ✅ | ❌ |
| Ordinary committee member | ✅ | ❌ |
| Secretary | ✅ | ✅ |
| Chairperson | ✅ | ✅ |
| Treasurer | ✅ | ✅ |
| Caretaker | ❌ | ❌ |
Step 1 — Submitting a Records Inspection Request (Lot Owner)
- Go to Records or My Requests in the main navigation.
- Click New records inspection request.
- Describe the records you wish to inspect (e.g. "Financial statements for FY 2024–25", "All correspondence regarding the pool maintenance contract").
- Select a preferred inspection method:
- In person — at a time and location to be arranged with the secretary
- Electronic copy — request a PDF or digital copy of the documents
- Submit the request.
You will receive an email confirmation. The platform tracks your request and will notify you when the secretary responds.
Step 2 — Secretary Receives and Assigns the Request
When a request is submitted:
- The Secretary and Chairperson receive an email notification.
- The request appears in Records → Inspection requests with status Pending.
- The secretary can:
- Assign the request to themselves or another committee executive
- Add an internal note (not visible to the requestor)
- Begin gathering the relevant records
The 7-day statutory clock starts from the date the request is received. The platform displays the deadline prominently on the request record.
Step 3 — Platform Auto-Escalation at 7 Days
If the request has not been marked as fulfilled within 7 days of submission:
- The platform automatically transitions the request status to Escalated.
- An alert email is sent to the Secretary and Chairperson.
- The alert remains visible on the request record until the request is fulfilled.
| Day | Platform action |
|---|---|
| Day 1 (submission) | Request created, email to Secretary + Chairperson |
| Day 5 | Reminder email to Secretary |
| Day 7 (deadline) | Status → Escalated, urgent alert email |
| Day 7+ | Escalated status remains; re-alerts every 2 days |
⚠️ Missing the statutory deadline can expose the body corporate to regulatory complaints or tribunal orders. Treat escalated requests as urgent.
Step 4 — Fulfilling the Request
- Open the inspection request record.
- Gather the relevant records. For documents already stored in Stratapilot, you can link them directly:
- Click Attach documents from scheme records
- Select the relevant documents (financial reports, meeting minutes, contracts, etc.)
- For records not in the platform, upload them directly to the request.
- If providing access in person, note the agreed date and time in the response field.
- Add a response note for the requestor explaining what has been provided (and, if applicable, what has been withheld and the legal basis for withholding).
- Change the status to Fulfilled and click Save.
The requestor receives an email notification with the response and links to any attached documents.
What Records Must Be Provided
The specific records that must be disclosed vary by state. As a general rule, most operational records of the body corporate are available to lot owners.
Records typically open to inspection
- Financial statements and budgets (current and historical)
- Levy records (amounts levied, payments received)
- Meeting minutes (AGM, EGM, committee meetings)
- The roll (register of lot owners and contact details)
- Insurance policies
- Contracts with service providers
- By-laws and rules
- Correspondence about scheme matters
Records that may be withheld
| Category | Reason for withholding |
|---|---|
| Legal advice (solicitor-client privilege) | Privileged legal communications |
| Individual lot owner disputes | Privacy of the other party |
| Pending litigation strategy | Legal privilege |
| Personnel files of employees | Privacy Act obligations |
Always seek legal advice before withholding records. Wrongly refusing inspection can result in tribunal orders and costs.
State-Specific Disclosure Obligations
| State | Legislation | Response deadline | Key notes |
|---|---|---|---|
| QLD | BCCM Act s205 | 7 days | Body corporate records open to inspection on request; copies may be charged at a reasonable rate |
| NSW | SSMA 2015 s183 | 10 days | Records must be made available for inspection or provided as copies; strata roll always available |
| VIC | Owners Corporations Act 2006 s151 | 10 days | Includes register, rules, financial records, and contracts |
| WA | Strata Titles Act 2020 s170 | 14 days | Similar broad disclosure right; specific forms may be required |
| SA | Community Titles Act 1996 s96 | 14 days | Inspection rights broadly defined |
| TAS / ACT / NT | Various | Typically 7–14 days — consult local legislation | — |
⚠️ NSW note: The SSMA 2015 sets a 10-day response period, which is longer than the platform's 7-day default escalation. The platform escalates at 7 days as a conservative best-practice threshold; for NSW schemes the hard statutory deadline is 10 days.
Disclaimer: This table is a summary guide and may not reflect recent legislative amendments. Always verify requirements with your state's legislation or a licensed strata manager.
Frequently Asked Questions
Can a lot owner inspect records in person? Yes. If the requestor selects in-person inspection, the secretary arranges a mutually convenient time and location. The platform records the agreed time in the request.
Can we charge a fee for providing copies? Some states permit a reasonable copying fee. Check your state's legislation. Any fee must be disclosed to the requestor before the copies are provided.
What if we cannot locate the requested records? Respond promptly, explain what was searched, and provide whatever records can be found. If records were not kept when they should have been, note this in the response. Consider seeking legal advice.
Can a lot owner's legal representative request inspection? Yes. A lawyer or strata manager acting under a written authority from a lot owner has the same inspection rights. Note the authority document in the request record.
Does the 7-day clock pause over weekends? In some jurisdictions the response period is measured in business days, not calendar days. Check your state's legislation. The platform counts calendar days as a conservative default.
This guide documents Stratapilot platform behaviour and does not constitute legal advice. Always consult a licensed strata manager or lawyer for advice specific to your scheme and state.