How to do a title search in Victoria?

Buying, selling, or refinancing property in Melbourne always involves one small yet powerful document the certificate of title Victoria. It proves who owns the land, lists mortgages and caveats, and sets out any restrictions on its use. Before you sign a contract or lodge a planning application, you need to be certain that this record tells the story you expect. The quickest way to check is to run a title search. In this article we explain exactly how to do that in Victoria, step by step, using plain language and real-world examples.

What Is a Certificate of Title in Victoria?

A certificate of title is the duplicate of the electronic folio held in the Victorian Online Titles System (VOTS). It shows:

• a legal description of the land (lot, plan, volume, and folio numbers)
• the registered proprietors (owners)
• encumbrances such as mortgages, caveats, easements, covenants, and planning restrictions

Because the register itself is digital, the paper form is only a print out of the authoritative electronic record.

Paper to Electronic: A Rapid Transition

Since 3 August 2024 Land Use Victoria has stopped issuing new paper titles altogether, and roughly 65 per cent of existing titles have already become electronic certificates of title (eCT). Any remaining paper documents will be converted the next time the land is dealt with.

Why a Title Search Matters

Whether you are a first home buyer in Brunswick, a developer in Docklands, or simply installing a swimming pool in Bentleigh, a current title search is vital because:

• lenders will insist on it before approving finance
• councils require it for most planning permit applications (must be less than three months old)
• it confirms exactly who owns the land you are buying
• it reveals hidden issues such as caveats, restrictive covenants, or carriageway easements that may alter your project timeline or cost

The Victorian Register of Land and the Registrar of Titles

The register is maintained by Land Use Victoria under the Transfer of Land Act 1958. The Registrar of Titles Victoria is charged with creating, updating, and safeguarding each title folio. When you order a search you are accessing that official register in real time, so the document is accepted by banks, councils, and courts across the state.

Information You Will Need Before Ordering

You can search by several identifiers:

• street address
• volume and folio number (cheapest option)
• lot and plan number, council property number, or standard parcel identifier (SPI)

If you do not know the volume/folio you can still search, but Landata adds a Land Index fee.

Step-by-Step: How to Do a Title Search in Victoria

1. Create a Landata account
   Visit the Landata portal operated by Secure Electronic Registries Victoria (SERV) and set up a free log-in.
2. Select "Title & Property Certificates"
   Click Order Now or Title Search to open the five-stage ordering wizard.
3. Specify the property
   Enter your chosen identifier. If you use the volume/folio the system skips the index fee and goes straight to the folio.
   1. Confirm the parcel
      Landata returns the official lot description. Double check spelling and lot boundaries to be sure you have the correct land.
4. Select certificates
   Tick Register Search Statement (Title). You can add dealing images, instrument searches, or a copy of plan if needed.
5. Provide delivery details
   Nominate an email address. PDFs usually arrive within minutes.
6. Make payment
   As of 2025 prices are:
   • $10.29 when you quote the volume/folio
   • $19.30 when you search by address or SPI
   You can pay by credit card or Landata account.
7. Receive your copy of title Victoria PDF
   Download and save it with today's date for easy reference.
8. Verify signatures and seals if lodging at Land Use Victoria
   If you intend to lodge documents yourself you must print the search and attach any relevant dealings or plans. Remember that paper lodgements are becoming rare; most professional users file electronically via PEXA.

Certificate of Title Victoria Example Explained

The first page of an RSS (Register Search Statement, often called a copy of title Victoria) is split into three panels:

1. Heading – notes the land registry, volume, and folio.
2. Diagram location – links to the plan of subdivision (look for PS or LP numbers).
3. Administrative notice – states if the title is paper or electronic and who controls it.

Below these panels you will see:

Electronic vs Original Certificate of Title Victoria

The original certificate of title Victoria no longer exists as a fresh paper document. When a mortgage is registered, the eCT is generally held by the lender. If the land is unencumbered, the proprietor, solicitor, or the Registrar of Titles can control the eCT. For everyday matters you print a copy of title Victoria that quotes the control of eCT (CoT) number. For settlements and lodgements, the controlling party signs an electronic nomination instead of handing over a paper deed.

Common Issues and How to Solve Them

• Search returns "No result" – Re-check the street number, lot suffix, or municipality. Some country roads near Melbourne's fringe have recently changed names.
• Old caveats surprise you – order the instrument image to see who lodged it and why, then ask the lodging party (often a builder or ex-partner) to withdraw it.
• Boundary confusion – request the copy of plan and engage a licensed surveyor if fences differ from title.

Tips for Melburnians Lodging Planning Applications

• Keep the title search less than 90 days old or council will reject your application.
• Attach the plan of subdivision so planners can see easements upfront.
• If your title shows an owners corporation, include the OC rules or seek written permission for any common property works.

Conclusion

A title search is a small cost that can save thousands in the long run, revealing legal hurdles before they derail your project or purchase. If you are unsure about anything you read in your certificate, or if you need guidance with a Section 32 statement, expert help is only a phone call away.

Contact Pearson Chambers Conveyancing today for clear advice and a free Section 32 contract review:

• Phone: 03 9969 2405
• Email: contact@pearsonchambers.com.au