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Help

Order Information

Step 1 – Specify Property

  • Trouble finding your property?
    • If the system fails to find a match on address, try another approach using an alternative identifier.
    Such as Lot on Plan number or a Standard Parcel Identifier can be obtained through the Land Channel "Interactive Map".
    Select Property Reports, or Interactive Map, and enter the address into the search fields. The Property Reports should provide you a useful alternative reference.
    This reference can then be entered into the appropriate field in TPI Step 1. Lot on Plan number will be matched to a title which you then will be able to order.
  • Only need a Title Search?
    • If you only require a Title Search or a copy of a Plan of Subdivision or an Instrument, select Volume/Folio Number and then click the Title Certificates Only option.
    Selecting this option allows you to by-pass the validations required for the more extensive certificate service.

Step 2 – Confirm Property

  • More than one property is listed
    • If there are two or more property results for the same identifier you must select one. This will be the information used to order certificates.
    If you are unsure of the details for a property returned by the search you could:
    • View and confirm the property on a map (see above), check the same property is identified on the map.
    • Check the information you used to specify the property. Go 'back' and change the identifier option and / or information used to specify the property.
    If you order a Registered Search Statement (Title) at the next step, a Land Index search charge (a fee) will be incurred. To avoid this extra charge, return to Step 1. "Specify Property" and enter the Volume / Folio number.
  • Confirm property details
    • In order to go to the next step you must "confirm" that the details selected are to be used by a responsible authority to issue a certificate for your required property. Your confirmation is LANDATA®’s authorisation to send the selected property details to the responsible authorities.

Step 3 – Select Certificates

  • How do I know when to expect the extra service charge?
    • A Land Index service charge will be applied if a Register Search Statement(Title) or a Copy of Title is requested and you have not provided the Title (or Folio) reference. The system will automatically indicate when the system will make this charge. The extra charge does not apply when other certificates are requested.
  • Diagram for a Title Search
    • A title search includes the current ownership information and any registered encumbrances on the property. Under the computerised VOTS service a title search also includes the appropriate diagram (Copy of Plan).
  • Turn-around times
    • Turn-around times are indicative only and are provided as a guide only.
  • Additional information – Custodian specific
    • The additional information will appear if the Certificate authority requires additional information to allow them to accurately issue the certificate you have requested. Failure to provide the required information will automatically remove the selected certificate from your order. The balance of your order will proceed based on the provided data.

Step 4 – Delivery Details

  • Choosing a delivery method
    • All certificates will be delivered via email in PDF format. You can also view certificates online for 120 days after they have been supplied.

Step 5 – Payment Details

  • Credit Card Users
    • LANDATA® will take all reasonable steps necessary to protect your personal information and credit card details with respect to confidentiality and security of data. Credit card details are encrypted for your protection using Secure Socket Layer (SSL) technology.
    Accepted Credit Cards are: Master Card and Visa . We accept payment using cards issued by banks operating in Australia. The first number will be a '4' or '5'. Prepaid cards are not accepted.
    The Credit Card "acceptance" requires up to 250 seconds to process the details, please be patient.
    If the approval process fails it will be more than likely due to a system error.
    "Save" your order for completion at a later time.

Step 6 – Confirm Order

  • This is where you can change your mind!
    • Here you are asked to confirm your order and this is where you can decide not to proceed.
    By clicking on "purchase" you are instructing our system to process your order.

Step 7 – Receipt for the order

  • Receipt
    • Here you are able to print or e-mail the Tax Invoice/Receipt for your records. This receipt contains the time and date when the order was processed as well as when the receipt was issued. The receipt also show the property identification details used for the order.
    The receipt details for each selected certificate the Authority fees, the Service Charge and any GST amounts relating to the certificate ordered.

Your Orders

  • Order mailbox
    • All Submitted or Saved Orders are stored by the system. Orders are listed in chronological order with your specified reference. Access to this mailbox is via the normal user login. There is a storage area for Submitted orders which have been forwarded onto the appropriate authority for processing, and another area for Saved orders.
  • Submitted orders
    • Property/Order | Certificate | Creation Time | Receipt Number | Your Reference | Status | Action
    Status
    The status of a certificate within the order is shown. This status will be updated to show when the authority has processed and returned the completed certificate.
    Action
    The available actions are:
    • View Order – Displays the property details and the list of selected certificates and their status and the specified delivery method.
    • Copy Order – Used to copy the property details from this order into a new order.
    • View Certificate – Retrieves, as a PDF, the selected certificate.
  • Saved Orders
    • Step One Identifier | Date Created | Your Reference | TPI Reference | Action
    The available actions are:
    • Delete – Delete saved order.
    • Continue – Retrieve saved order and return to finalise the order.
  • All orders are stored for 120 days
    • All submitted/completed orders are stored and can be retrieved from this online mailbox any number of times for up to one hundred and twenty (120) days.

Frequently Asked Questions

What information can I get from LANDATA®?

LANDATA® is the online delivery service for Secure Electronic Registries Victoria (SERV). LANDATA® delivers the following products:
  • Title search and associated statutory products
  • Land Index search
  • Property certificates
  • Property sales information
  • Planning Certificates
  • Water Register Share entitlements and associated documents

How do I place an order?

There are 2 ways that you can place an order
  • Online at www.landata.online. You’ll be required to register and payment is via credit card (visa / mastercard only)
  • Contact one of LANDATA®’s Information Brokers.

How much does a copy of Title cost?

2022/23 price is:
  • Online: $7.35

 What payment options are available?

We accept payment using VISA & MasterCard credit cards.

 

LANDATA uses the Westpac payment gateway and 3D secure.

 

What is 3D secure?

3D Secure is a protocol (set of rules) that provides extra protection for merchants and customers for online payments. It is used to authenticate the cardholder during payment processing, similar to entering a PIN for an ATM or EFTPOS transaction.

The basic concept of the protocol is to tie the financial authorisation process with an online authentication. This authentication is based on a three domain model (hence the 3-D in the name). The three domains are:

  • Acquirer Domain - the merchant and the bank to which money is being paid
  • Issuer Domain - the bank who issued the card being used
  • Interoperability Domain - the infrastructure provided by the credit card scheme to support the 3-D secure protocol.

 

 

 

I want a copy of the Plan as well?

You can purchase a copy of Plan at a cost of $6.99 (online)

What information do I need to order a copy of Title?

You need the Volume/Folio number, its normally found on the top right hand side of your title.

What if I don’t have the Volume/Folio number?

We can provide the Vol/Fol for you by using the street address, however this incurs an additional fee known as a Land Index search fee of:

  • Online: $8.09

When ordering online, the system will automatically advise you of this additional charge prior to you committing to order.

How can I order a copy of a transfer, caveat or mortgage?

These are known as instruments.
You will require the volume/folio for the title or you can use the street address, however this will incur an additional Land Index fee. You will be advised of this additional charge at the time you place your order.

How can I access or obtain Property Sales Information?

  • For property sales information on a single property, online at www.landata.online. You’ll be required to register and payment is via credit card (visa / mastercard) only.
  • For property sales information to support a objection to your rates, LANDATA® now offers a Property Sales (Rates Objection) Report. Select  "Titles & property certificates" from the main menu, enter your address and follow the prompts to order.
  • For professionals and/ or members of the public, to subscribe or to obtain adhoc reports for property sales information for an area, a locality or statistical median,  property sales information can be obtained from one of  LANDATA®’s Information Brokers.

Can I obtain property sales data to support my rates objection?

Yes, LANDATA® now offers a Property Sales (Rates Ojection) Report.

The Property Sales (Rates Objection) Report provides up to 20 of the most recent comparable sales records ( by geography and property type) for any address in Victoria.

Can anyone search the Titles Register?

Yes they can. The Titles Register is a public register.

Can I search the Titles Register using an individual’s name?

Searching by name is known as a Proprietor name search. This type of search is only available through our Information Brokers

How do I contact an owner?

  • The Register Search Statement (title) includes the name of the property owner. It also has the owner’s address at the time they purchased the property and as entered on the Transfer of Land. The address may be:
    • The address of the property just purchased.
    • The previous address of the owner before the new property was purchased.
    • The current residential address of the owner if they do not intend to reside at the newly purchased property.
  • The address on the Register Search Statement (title) is the only one SERV has for any owner. Property owners are not required to keep SERV informed of any changes of address so those that appear on the Register Search Statement (title) may not be current.

How can I monitor the progress of plan (registered or unregistered) or activity on a Title lodged with SERV?

The LANDATA® Property Transaction Alert Service provides an easy and economical way to monitor activity on a title, registered or unregistered plan.
Go to the main menu and select Document Tracking.

Can I change or cancel my order once I have submitted it?

The LANDATA® system allows certificate requests to be submitted instantaneously to most custodians; consequently orders cannot be changed or cancelled once submitted.

How can I get a refund?

Refunds are generally provided only where a fault with a LANDATA® system has resulted in the customer receiving the incorrect product.
If you provide incorrect details or simply order a product that you did not require, no refund will be provided.
 

I want to change my title details?

Click on the following link - FAQs - SERV (servictoria.com.au)

I have a question relating to a lost or destroyed certificate of title?

Click on the following link -FAQs - SERV (servictoria.com.au)

I have a question relating to Caveats, covenants and easements?

Click on the following link - FAQs - SERV (servictoria.com.au)

I have a question relating to Transfers of Land or Mortgages?

Click on the following link - FAQs - SERV (servictoria.com.au)

I want to obtain Land Use Victoria forms for property transactions and dealings, associated guides and fee listings?

Fees, Guides & Forms 

What web browsers do we support?

LANDATA® supports the following browsers:

We value your feedback

  1. Can you please rate your purchasing experience today on a scale of 1 – 10 with 10 being extremely satisfying.
  2. If you have a suggestion on how we can improve or you would like to compliment a member of our team, please tell us.

Whatever the reason, we would love to get your feedback.

 

Please email LANDATAfeedback@victorianlrs.com.au

 

        If your email is relating to a product or an order please email landata.enquiries@victorianlrs.com.au

 

Glossary of terms

Terms A - F

  • Administrator
    • Person entitled to administer a deceased or represented person’s estate. The administrator must administer the estate in accordance with the provisions of the Administration and Probate Act 1958 or the Guardianship and Administration Act 1986.
  • Adverse possession
    • Adverse possession is a legal rule that enables the occupier of a piece of land to obtain ownership of it if they can prove uninterrupted and exclusive possession of the land for at least 15 years.
  • Caveat
    • A caveat is a document any person with a legal interest in a property can lodge with Land Use Victoria. After registration, a caveat note appears on the title giving prospective buyers notice that a third party might have rights over the property.
  • Certificate of title (Registered Search Statement)
    • A document that is a printed duplicate of an electronic record contained in Victoria's online land titles register. In most cases you will need to produce the certificate of title when lodging a dealing at Land Use Victoria.
  • Conveyancing
    • The legal process to transfer a property from one person to another.
  • Council Property Number
    • This is a number assigned by your local council which identifies your property. This number is displayed on your current rates notice from your council.
  • Covenant
    • A covenant is a written agreement between the seller and purchaser of a piece of land restricting what the land can be used for. For example restricting the type of building material the purchaser can use.
  • Crown land
    • Crown land is land that is owned by the government. Crown land is usually set aside for a specific public purpose. When Crown land is released to the public, it is said to be alienated from the Crown and a Crown Grant in the name of the purchaser is issued.
  • Dealing
    • Any form together with supporting documents lodged at Land Use Victoria.
  • Discharge of mortgage
    • A discharge of mortgage is a type of dealing lodged at Land Use Victoria, usually by a bank or financial institution, after a mortgage has been repaid. On registration, reference to the mortgage is removed from the title.
  • Easement
    • An easement is a right held by someone to use land belonging to someone else for a specific purpose. Common examples of easements are drainage, water pipe and carriageway easements.
  • Electronic Conveyancing (EC)
    • EC is an online system used by conveyancers, solicitors and financial institutions on behalf of their clients (vendors and purchasers) to conduct financial property settlements, lodge and register property transactions, and pay duty and land tax.
  • Encumbrance
    • An encumbrance is an interest in a piece of land by someone other than the registered owner. Encumbrances place limitations on a property. Examples include mortgages, easements, leases and restrictive covenants.
  • Executor
    • A person appointed to execute the will of a person who has died and is entitled to deal with that deceased person’s estate.

Terms G - L

  • Instrument
    • An instrument is the document referred to on the title. Examples include transfers, caveats, covenants, mortgages and plans of subdivision or consolidation. Any of these documents may be lodged as a dealing; they become instruments when they are actually registered on title.
  • Joint tenants
    • Ownership of land in common by two or more persons where there is a right of survivorship. That is, upon the death of one joint owner, the land as a whole passes to the survivor(s). Your manner of holding will default to joint proprietorship if you do not specify your preference in the transfer of land document.
  • Land index search
    • If you do not have the volume and folio reference for the parcel of land you are searching, you will need to do a land index search. This search will give you the volume and folio details of a land parcel when you enter an address.
  • Land Information Centre (LIC)
    • An over the counter service for sale of Land Use Victoria title related products. Customer service staff is available between 8.30am and 4pm to assist the general public and professionals with enquiries.
  • Land Use Victoria
    • Land Use Victoria is a division within the Department of Environment, Land, Water & Planning, is responsible for creating new titles and registering changes to titles. It provides authoritative information on and services relating to Crown and freehold land, property valuation and survey advice, and access to title, survey and property sales information.
  • Land title
    • A land title is an official record of who owns a piece of land. It can also include information about mortgages, covenants, caveats and easements affecting the land.
  • Legal personal representative
    • An executor or administrator.
  • Lodgement
    • The submission of specific documents to Land Use Victoria, necessary to register a dealing.
  • Lot on Plan
    • This is a Parcel (unit of land) on a plan of subdivision.

Terms M - R

  • Manner of holding
    • The way in which two or more owners hold land. For example, as joint tenants, or as tenants in common in equal or unequal shares.
  • Mortgage
    • Most people who buy a house need to borrow some part of the purchase money, usually from a bank. The bank will normally require a mortgage to be given by the borrower as security for the repayment of the loan.
    The mortgage is registered on the title to the property. A mortgage sets out the terms and conditions of the loan, including the rights of the bank in the event that the borrower fails to repay the loan.
  • Owners corporations
    • A body corporate is responsible for the maintenance and administration of common property. Common property is a shared or common area as defined on a plan of subdivision and often includes areas such as communal driveways, stairwells and laundries. For example, most blocks of flats or units have a body corporate.
  • Parcel or land parcel
    • A land parcel is an individual piece of land for which a land title has been issued.
  • Plan of consolidation (CP or PC)
    • A plan that depicts the joining together of two or more abutting titles.
  • Plan of subdivision (LP or PS)
    • A plan that depicts the break-up of a piece of land, showing parcels of land, commonly called ‘lots’, that can be sold separately.
  • Planning Certificate
    • A Planning Certificate is a statutory certificate issued under Schedule 1, Section 199(2) of the Planning and Environment Act 1987.
    A planning certificate contains information about the planning scheme as it affects a property at a given date. The planning certificate may include:
    • Zoning of the land and, if applicable, overlay planning controls;
    • Reservations that affect the land;
    • Classified roads abutting the land; and
    • Proposals contained in an exhibited amendment to the planning scheme.
  • Property Transaction Alert Service
    • The LANDATA® Transaction Property Alert Service provides an easy and economical way to monitor activity on a title, registered or unregistered plan.
    The service is subscription based. 3, 6 and 12 month subscriptions are available.
    When you subscribe you’ll receive an email confirming the details of your subscription. Seven days prior to your subscription expiring you will received an email reminder.
    If there has been activity of the title or plan you have subscribed to you will be notified of the nature of the activity via email.
    The notification will be titled “Registration Activity Alert” and will contain details similar to the following example.
    Registration Activity: Title 9999/999
    Number Description Registration Status Processing Status Date and Time
    AD123456K Discharge of Mortgage Unregistered Lodged 19/7/2006 10:25
  • Referral authority
    • Referral authorities include relevant servicing and statutory agencies such as water, gas and electricity suppliers. Referral authorities can impose conditions on proposed developments (eg. water supply conditions).
  • Register Search Statement (Title)
    • The Register Search Statement is an electronic copy of title that has replaced paper titles.
    The Register Search Statement contains the following information
    • Current registered proprietors,
    • A land description,
    • any encumbrances, caveats or notices, including mortgages etc. (in writing),
    • A diagram location or source (that is, where to locate the sketch of the property)
    It does not include a sketch of the property.
    You need to request a copy of the diagram source (plan) separately.
    If you request a copy of the diagram source (plan) within the same order it will be supplied at no extra charge.

Terms S - Z

  • Sole proprietorship
    • A parcel of land owned by a single person.
  • Standard Parcel Identifier (SPI)
    • This can also be known as SPI. This is a number assigned by Land Use Victoria to each unit of land in the state to confirm that it is unique.
  • Street Address
    • This is the full street address you are searching on.
  • Subdivision
    • Subdividing means dividing land into two or more parts that can be sold separately. A plan of subdivision shows this break-up.
  • Surveyor
    • Surveyors mark land boundaries – the lines that run between properties. They confirm existing boundaries, create new ones when land is subdivided or a development is being planned and provide advice on boundary issues.
  • Tenants in common
    • Ownership of land by two or more people where each person is entitled to occupy the whole of the land in common with the others, but where none of them are entitled to the exclusive possession of the land. On the death of one of the proprietors, their share does not pass on to the survivors, but passes to the executor or administrator of the deceased. You can specify that shares be equal or unequal, between people owning a parcel of land as tenants in common.
  • Transfer of land
    • Changing ownership details on a title is known as a transfer of land.
  • Victorian Water Register
    • The Victorian Water Register is the public register of all water-related entitlements in Victoria.
  • Volume / Folio
    • Every title has its own unique volume / folio number which identifies it. This is normally in the top right hand side of your title. Note: some older titles have a folio number of more than 3 digits. Use only the first three digits of the number in LANDATA® fields.

Help

Order Information

Step 1 – Specify Property

  • Trouble finding your property?
    • If the system fails to find a match on address, try another approach using an alternative identifier.
    Such as Lot on Plan number or a Standard Parcel Identifier can be obtained through the Land Channel "Interactive Map".
    Select Property Reports, or Interactive Map, and enter the address into the search fields. The Property Reports should provide you a useful alternative reference.

Step 2 – Confirm Property

  • More than one property is listed
    • If there are two or more property results for the same identifier you must select one. This will be the information used to order certificates.
    If you are unsure of the details for a property returned by the search you could: - View and confirm the property on a map (see above), check the same property is identified on the map. - Check the information you used to specify the property. Go 'back' and change the identifier option and / or information used to specify the property.
  • Confirm property details
    • In order to go to the next step you must "confirm" that the details selected are to be used by a responible authority to issue a certificate for your required property. Your confirmation is LANDATA®’s authorisation to send the selected property details to the responsible authorities.

Step 3 – Select Certificates

  • Turn-around times
    • Turn-around times are indicative only and are provided as a guide only.
  • Additional information – Custodian specific
    • The additional information will appear if the Certificate authority requires additional information to allow them to accurately issue the certificate you have requested. Failure to provide the required information will automatically remove the selected certificate from your order. The balance of your order will proceed based on the provided data.

Step 4 – Delivery Details

  • Choosing a delivery method
    • All certificates will be delivered via email in PDF format. You can also view certificates online for 120 days after they have been supplied.

Step 5 – Payment Details

  • Credit Card Users
    • LANDATA® will take all reasonable steps necessary to protect your personal information and credit card details with respect to confidentiality and security of data. Credit card details are encrypted for your protection using Secure Socket Layer (SSL) technology.
    Accepted Credit Cards are: Master Card and Visa . We accept payment using cards issued by banks operating in Australia. The first number will be a '4' or '5'. Prepaid cards are not accepted.
    The Credit Card "acceptance" requires up to 250 seconds to process the details, please be patient.
    If the approval process fails it will be more than likely due to a system error.
    "Save" your order for completion at a later time.

Step 6 – Confirm Order

  • This is where you can change your mind!
    • Here you are asked to confirm your order and this is where you can decide not to proceed.
    By clicking on "purchase" you are instructing our system to process your order.

Step 7 – Receipt for the order

  • Receipt
    • Here you are able to print or e-mail the Tax Invoice/Receipt for your records. This receipt contains the time and date when the order was processed as well as when the receipt was issued. The receipt also show the property identification details used for the order.

Your Orders

  • Order mailbox
    • All Submitted or Saved Orders are stored by the system. Orders are listed in chronological order with your specified reference. Access to this mailbox is via the normal user login. There is a storage area for Submitted orders which have been forwarded onto the appropriate authority for processing, and another area for Saved orders.
  • Submitted orders
    • Property/Order | Certificate | Creation Time | Receipt Number | Your Reference | Status | Action
    Status
    The status of a certificate within the order is shown. This status will be updated to show when the authority has processed and returned the completed certificate.
    Action
    The available actions are:
    • View Order – Displays the property details and the list of selected certificates and their status and the specified delivery method.
    • Copy Order – Used to copy the property details from this order into a new order.
    • View Certificate – Retrieves, as a PDF, the selected certificate.
  • Saved Orders
    • Step One Identifier | Date Created | Your Reference | TPC Reference | Action
    The available actions are:
    • Delete – Delete saved order.
    • Continue – Retrieve saved order and return to finalise the order.
  • All orders are stored for 120 days
    • All submitted/completed orders are stored and can be retrieved from this online mailbox any number of times for up to one hundred and twenty (120) days.

Property Identifier Help

Parcel

Is a unit of land that can be issued without further subdivision.

Lot on Plan

This is a Parcel (unit of land) on a plan of subdivision.

Volume/Folio Number

Every title has it’s own unique Volume/Folio number that identifies it. This is normally found on the top right hand side of your title. Note: some older titles have a folio number of more than three digits. Use only the last three digits of the number in Landata fields.

Street Address

This is the full street address you are searching on.

Council Property Number

This is a number assigned by your local council which identifies your property. This is often displayed on your current rates notice from your council.

Standard Parcel Identifier

This can also be known as SPI (Standard Parcel Identifier). This is a number, which has been assigned by Land Use Victoria to each unit of land in the state to confirm that it is unique.

Crown Allotment

A piece of land that is described by reference to the original subdivision of land undertaken by Crown Land Administration. The title will always contain details of the Parish.
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LANDATA®

Contact LANDATA® or report faults

For questions, suggestions or to report any faults please contact our Help Desk:

Email: Landata.enquiries@servictoria.com.au

Phone: (03) 9102 0402

For fault reports please make a note of the error code – eg LIX100, and the associated error message and quote this number and the message when contacting the Help Desk operator.

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 Support required  Contact details

For all LANDATA related queries such as how to use LANDATA services, queries about LANDATA products and services, please contact our LANDATA Service Desk

LANDATA Service Desk: (03) 9102 0402

For all registration related queries such as lost or destroyed titles, a query related to a caveat, feedback for Land Titles Registration, please contact our Registration Service Desk

Registration Service Desk: (03) 9102 0401
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