A strata roll is the official record of the owners, lots and key administrative details within a strata scheme. It helps the owners corporation identify who owns each lot, where notices must be sent and which people or organisations are connected with the scheme.
In New South Wales, every owners corporation must prepare and maintain a strata roll. It includes information about individual lots as well as the strata scheme, unit entitlements, insurance and current by-laws. Other states keep similar records under different names — Queensland uses a roll of lots and entitlements, while Victoria requires an owners corporation register.
What information is kept on a strata roll?
The exact contents depend on the state or territory. In NSW, the strata roll includes information about each lot and the scheme as a whole:
The name of each lot owner
The address for service of notices
An Australian postal address and email address where required
Details of an authorised agent, if one has been appointed
Information provided through strata interest notices
Tenant information provided through tenancy notices
The strata plan number and scheme address
The original owner's details
The strata managing agent's details, if a manager is appointed
The total unit entitlement of the scheme and the unit entitlement of each lot
Current insurance details
The by-laws currently in force
The strata roll is therefore more than a contact list. It is a central reference point for ownership, notices, voting rights, unit entitlements, insurance and scheme rules.
What is the strata roll used for?
Sending meeting notices, levy notices and other official communications
Confirming the owners who are entitled to receive notices and participate in meetings
Identifying the address where documents must be served
Recording changes when a lot is sold or transferred
Keeping tenant and leasing information current where notice is required
Checking unit entitlements for voting and contribution purposes
Supporting strata searches and due diligence
Maintaining accurate insurance and by-law information
Who is responsible for maintaining the strata roll?
In NSW, the owners corporation must prepare and maintain the strata roll. Maintaining the roll is one of the secretary's functions. If the owners corporation has appointed a strata manager and delegated the relevant administrative duties, the strata manager may maintain the roll on the owners corporation's behalf. Even when a manager performs the task, the strata roll remains an owners corporation record and should be transferred back to the scheme when a management appointment ends.
Who must provide updated information?
Owners, landlords and their agents have responsibilities to provide information needed to keep the roll accurate. The time limits vary by state. In NSW, owner and resident details should be updated when a property is bought or sold or when a resident moves in or out. A landlord or real estate agent must generally notify the owners corporation of a lease within 14 days of the tenancy starting. In Queensland, a lot owner must notify the body corporate about changes to information kept on the roll, generally within one month of the change.
Who can inspect a strata roll?
Access rights depend on the state or territory and the person making the request. In NSW, an owner, mortgagee, covenant chargee or a person authorised by one of them may make a written request to inspect owners corporation records, including the strata roll. The request must follow the statutory process and may require payment of the prescribed fee. In Victoria, the owners corporation register must be available for inspection by a lot owner, mortgagee, buyer or authorised representative. The owners corporation cannot charge for inspection but may charge a reasonable fee for copies.
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Does the strata roll have to be electronic?
In NSW, new strata records required by law, including the strata roll, must be kept electronically. This requirement applies to records created from 11 June 2024. A scheme may also keep duplicate physical records. Electronic record keeping should include appropriate backups, access controls and secure sharing processes because the roll contains personal information.
How do I update my details on the strata roll?
Contact the owners corporation secretary or strata manager.
Provide the scheme and lot number.
Give your full legal name and the updated address for service.
Provide your postal address and email address where required.
Include evidence or the prescribed notice if ownership has changed.
Notify the scheme of a new tenant or agent within the applicable deadline.
Ask for written confirmation that the details have been updated.
Owners should not wait until the next annual general meeting to update important contact details. Prompt notification reduces the risk of missing notices, levies or meeting information.
Key takeaways
A strata roll is the official ownership and contact register for a strata scheme.
In NSW, every owners corporation must prepare and maintain one.
It records owner details, addresses for service, agents, tenants, unit entitlements, insurance and by-laws.
The secretary is responsible for maintaining the roll, although a strata manager may do this when authorised.
Owners and landlords must provide updated information within the time required by their state.
Access is controlled by legislation and may require written authority and a fee.
The roll is different from the complete strata records and from a buyer's strata search report.
Equivalent records exist in other states — Queensland's roll of lots and entitlements, Victoria's owners corporation register.
Accurate information is essential for notices, meetings, levies, voting and scheme administration.
Related questions
What is a strata roll?
A strata roll is the official register containing owner, lot and key scheme information for a strata property.
What details are on a strata roll?
It may include owner names, service addresses, tenant or agent details, unit entitlements, insurance information, the strata plan number and current by-laws.
Who keeps the strata roll?
The owners corporation must maintain it. In NSW, this is a function of the secretary, although an appointed strata manager may perform the task.
Can owners inspect the roll?
Yes, owners generally have statutory access rights, but the request process, fees and permitted access vary by state or territory.
Is a strata roll the same as a strata report?
No. The roll is one official scheme record. A strata report is usually prepared after reviewing the roll and many other strata documents.
Does the strata roll include tenants?
It may include tenant information where a tenancy notice is required. In NSW, the landlord or agent generally must notify the owners corporation within 14 days of the lease starting.
How do I change my contact details?
Notify the secretary or strata manager in writing and provide the information and documentation required under the applicable legislation.