QLD: What can we do to fulfil our obligations and ensure we have the correct resident contact details?

This article discusses how a body corporate committee can ensure the owner roll is accurate and up to date in a QLD strata scheme.

Question: How can the committee make sure the owner roll is up to date so owners and tenants can be properly notified?

I’m on the committee of a body corporate operating under the accommodation module and building format plan. Over the years, we’ve reminded owners to update their details in the owner roll, including their tenancy and contact information, but several still haven’t done so. This has created ongoing problems when we need to notify people about maintenance or arrange access to units.

In one case, a tenant refused entry to a contractor because they hadn’t received notification of scheduled work on common property within their unit. Some owners live overseas and only have international postal addresses, so sending notices takes too long. It’s not practical for the committee to visit everyone on-site to check that all residents have received notices. What steps can we take to meet our obligations and make sure we have accurate contact information for all owners and occupants?

Answer: It appears you have already done all you can to seek updated details of owners and tenants.

From the background you have provided, it appears you have already done all you can to seek the details and the next step for seeking owners compliance of any body corporate matter which is a legislative obligation is to seek enforcement via the office of the commissioners for body corporate and community management with detail on how to do this here: Queensland Government: Disputes in a body corporate

If you are seeking guidance on how to provide notice of entry to a lot or exclusive use area for authorised purposes such as maintenance, this is a different matter and does not necessarily require the owner to provide their letting agent or occupant contact details, but certainly does help. This notice of entry is required to be provide to the lot occupant if the owner is not the occupier and can be provided direct to the occupier by placing the notice in the letter box for the unit or even under the door if there is concern that the letter box is not being checked. Registered post is another option to be certain the lot occupant receives the notice and takes away the burden of evidencing the notice has been properly served on the lot occupant as this can occur via Australia post.

The important part is that the notice is provided within the required time frame of at least 7 days before entry and that the entry will be at a reasonable time. The legislation does not specify what information must be included on the written notice but to be certain the notice is accepted as reasonable, the notice could include the following details:

1. Who will be entering the lot or exclusive use area
2. When they will be entering and for how long
3. What they are entering for
4. How to contact the body corporate to for any questions or to seek alternative entry arrangements
5. Any details they would like to provide for issue of any future notice of entry

More on the requirements for the body corporate to decide to enter a lot or exclusive use area can be read Here: Queensland Government: Entering a lot or exclusive use area

If entering when the occupant is not present is proposed, this should be carefully considered and certainty that this is absolutely necessary before proceeding. For any concerns of claims being made about what happened when entry occurred, a record of the entry should be made and perhaps seek legal advice if there is to be any major disruptions due to the nature of the entry required to ensure that notice is provided strictly within legislative requirements and entry also occurs specifically as stated within the notice issued.

Grant Mifsud
Archers the Strata Professionals
grant.mifsud@abcm.com.au

This post appears in the March 2026 edition of The QLD Strata Magazine.

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