Understanding the application process

Talk with one of our planners to see if your application is simple, or complex. We also provide a guide below to the pre-application and VicSmart processes.

A tip - speaking to us early will help smooth the application process. 

Simple

Step 1.Pre-application meeting

This is an optional step, but highly encouraged. 

  • Review requirements before you apply
  • Find out about the planning scheme
  • Consider if you should talk to neighbours
  • Consider engaging a consultant
  • Check for any relevant referral authorities and obtain approvals where required

Book a pre-application meeting.

Step 2.Lodgement and initial assessment

1-14 days later

Ensure you have the required application information (forms, fees, plans, cover letter and any required reports)

Once lodged, Council will begin assessing your application.

Councils have 60 statutory days to decide on planning permit applications but there are multiple factors that may cause timeframes to be extended. 

Step 3.Request for further information - if required

7-28 days later

If needed, we may request further information (RFI), usually within 28 days of lodgement. We provide a deadline to respond with the information. Where further information is not requested, applications will go straight to step 5 or step 6.

TIP - a complete, high quality application can reduce the likelihood of receiving a request for information. Talk to our planners early in your application process. 

Step 4.RFI response

28 days later

We determine if the information you provided to us is sufficient. Where further detail is required, this may further extend the timeline by 14 days.

Step 5.Advertising and objections

7-14 days later

We will advise you if you need to publicly advertise.

If advertised, community members may submit a formal objection – which we will investigate and evaluate. 

Step 6.Assessment and decision

14-21 days later

Council assess all aspects of your application (consulting with objectors where necessary) and will issue a decision. Where decisions require Councillor involvement (i.e. a vote of Council), these estimated timeframes may take longer than 28 days. 

If a decision cannot be reached, we may request more information at this point, also, moving back to step 3. 

Step 7.Appeal decision (optional)

7-28 days later

If the applicant or an objector lodges an appeal with VCAT (Victorian Civil and Administrative Tribunal), the Tribunal can revise Council’s permit decision. Please note VCAT timelines are variable depending on VCAT’s current caseload.

Step 8.Issue decision

3-12 months later

If applicable, Council will issue you a permit.

Complex

Step 1.Pre-application meeting

This is an optional step, but highly encouraged. 

  • Review requirements before you apply
  • Find out about the planning scheme
  • Consider if you should talk to neighbours
  • Consider engaging a consultant
  • Check for any relevant referral authorities and obtain approvals where required

Book a pre-application meeting.

Step 2.Lodgement and initial assessment

28-90 days later

Ensure you have the required application information (forms, fees, plans, cover letter and any required reports)

Once lodged, Council will begin assessing your application.

Councils have 60 statutory days to decide on planning permit applications but there are multiple factors that may cause timeframes to be extended. 

Step 3.Request for further information - if required

14-28 days later

If needed, we may request further information (RFI), usually within 28 days of lodgement. We provide a deadline to respond with the information. Where further information is not requested, applications will go straight to step 5 or step 6.

TIP - a complete, high quality application can reduce the likelihood of receiving a request for information. Talk to our planners early in your application process. 

Step 4.RFI response

28-90 days later

We determine if the information you provided to us is sufficient. Where further detail is required, this may further extend the timeline by 14 days.

Step 5.Advertising and objections

14 days later

We will advise you if you need to publicly advertise.

If advertised, community members may submit a formal objection – which we will investigate and evaluate. 

Step 6.Assessment and decision

14-21 days later

Council assess all aspects of your application (consulting with objectors where necessary) and will issue a decision. Where decisions require Councillor involvement (i.e. a vote of Council), these estimated timeframes may take longer than 28 days. 

If a decision cannot be reached, we may request more information at this point, also, moving back to step 3. 

Step 7.Appeal decision (optional)

14-28 days later

If the applicant or an objector lodges an appeal with VCAT (Victorian Civil and Administrative Tribunal), the Tribunal can revise Council’s permit decision. Please note VCAT timelines are variable depending on VCAT’s current caseload.

Step 8.Issue decision

6-12 months later

If applicable, Council will issue you a permit.

Pre-application

Please note: All pre-application responses represent the views of planning officers only. These views may or may not be consistent with the final views of Council, third parties or any relevant referral authorities.

A high-quality submission will allow us to provide better advice. Where a proposal requires third party or referral authority input, we recommend you seek their comments before submitting your application.

Step 1.Initiate contact

Within one week you will receive an appointment time, if one is needed. The pre-application process is a conversation between you and Council’s planning officers.

It gives you a better understanding of Council policy and officers' views. It also gives officers a better understanding of your proposal.

After an initial discussion, you will all have a better understanding of the next steps.

The more information you can provide, the better advice they will be able to give you.

Step 2.The pre-application meeting 

Within the next 2-3 weeks, you will have this meeting. If a meeting is not necessary, we will call or email with the officer's views, or you'll get a formal written response. 

The meeting provides you with:

  • an opportunity to understand relevant planning policies and guidance
  • merits-based advice from planning officers to help refine your proposal prior to applying.

The pre-application meeting does not provide you with:

  • commitments to timeframes
  • a decision.

The pre-application meeting provides planning officers with:

  • an understanding of the site and related constraints
  • a high-level understanding of your proposal and its relationship to policy and guidance.

The pre-application meeting does not enable planning officers to:

  • undertake a thorough analysis of the technical aspects of a proposal or determine a final position.

This meeting may be conducted onsite or in Council offices.

Step 3.Written response

Within 3-5 weeks of a pre-application meeting, you'll receive a formal written response. 

The planning officer provides a written response which:

  • Sets out officer views, considering policy, guidance and site context
  • Lists the required application documents
  • Details next steps in the planning application process.

VicSmart

You can use VicSmart to apply for:

  • Minor subdivision
  • Buildings and works
  • Minor tree removal and lopping
  • Small advertising signs
  • Car parking reductions

Please refer to the VicSmart website for more, or to the “Types of VicSmart Applications” for specific information on the above topics.

Tip: even with VicSmart applications, speaking with our planners early is strongly encouraged. 

Step 1.Pre-application

  • Review requirements before you apply
  • Find out about the planning scheme
  • Consider if you should talk to neighbours
  • Consider engaging a consultant
  • Check for any relevant referral authorities and obtain approvals where required (noting that Water and Heritage authorities are those most commonly involved).

Lodgement and requests for information.

Up to ten business days after pre-application

Ensure you have the required application information (forms, fees, plans, cover letter and any required reports). Once lodged, we will begin assessing your application.

We may request further information. If external referrals are required, it is your responsibility to ensure that all relevant authorities have reviewed and provided consent to the application. This may extend your timelines.

Tip: a complete, high quality application can reduce the likelihood of receiving a request for more information. Talk to our planners to help do this.  

Step 2.Assessment and decision

Up to five business days later

We assess all aspects of the application and make a decision. We may request further information.

A request for information can be made within five days of the VicSmart application. If this happens, the timeline for the VicSmart application may extend, depending on the quality of the information provided in your response.

Step 3.Issue decision

Up to ten business days later

We will either issue you a permit, or a Notice of Refusal to Grant a Planning Permit will be issued.