Get help with eCT Control Report Frequently Asked Questions
Jump straight to the Frequently Asked Questions section you need:
- Where can I find information about Certificates of Title?
- What is an electronic Certificate of Title (eCT)?
- What is eCT Control?
- How can I identify who controls my eCT?
2. eCT Control Report Information
- What is an eCT Control Report?
- Who can request an eCT Control Report?
- Who can an eCT Control Report be requested for?
- Do I need an eCT Control Report?
4. eCT Control Report request process
- How do I request an eCT Control Report?
- How is the new process different from before?
- What is the fee of the eCT Control Report?
- Can I get a refund?
- Why am I charged if I receive a null report (the eCT Control Report says there are no eCTs)?
7. eCT Control Report Delivery
- How long does it take to receive my eCT Control Report?
- In what format is the eCT Control Report delivered?
- I did not receive my eCT Control Report. What should I do?
8. Trouble shooting eCT Control
- I purchased a business but the previous owner did not transfer eCT Control to me. What do I do?
- I sold my business and I did not obtain an eCT Control Report and forgot to transfer eCT Control of all eCTs to the purchaser of my business. What should I do?
- Can I obtain an eCT Control Report for an entity that is no longer an ELNO subscriber, or whose subscription has been suspended, resigned, or terminated?
- How do I transfer eCT Control to another entity?
- What should I do if I suspect an error in my report?
9. Security
- Is my eCT Control Report secure?
10. Feedback
- I want to provide feedback
1. General information
Where can I find information about Certificates of Title?
- Land Use Victoria has published a Guide to Certificates of Title and Administrative Notices available (will download a document).
What is an electronic Certificate of Title (eCT)?
An eCT is an electronic Certificate of Title (CT) for a folio (title) of the Register of land (Register). It is a control mechanism to ensure the effective processing of electronic instruments. If there is an eCT, it indicates that no valid paper Certificate of Title (pCT) exists for that title.
What is eCT Control?
eCT Control is a security and control mechanism that ensures land titles are managed safely during electronic transactions related to land.
The eCT Controller is the entity/organisation that holds control of the electronic Certificate of Title (eCT) for the land title, as shown on a Register Search Statement (also known as Title Search).
The eCT can be controlled by:
- A bank or financial institution – if there is a mortgage.
- A lawyer or conveyancer – if they completed a property transfer and there is no mortgage.
- The Registrar of Titles – if no one else holds control.
- In some cases, certain government bodies or statutory authorities.
Only organisations that are subscribers to an Electronic Lodgement Network Operator (ELNO) (e.g.: PEXA, Sympli) can hold eCT Control — for example, to transfer or release control.
Note: If the Registrar of Titles holds control of an eCT, their role is passive, meaning they don’t take any action unless an ELNO subscriber requests it.
How can I identify who is eCT Control?
The name of the party that holds control of the eCT is shown below the title details on the Register Search Statement (Title Search). This section identifies who currently holds eCT Control for that title.
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2. eCT Control Report information
What is an eCT Control Report?
An eCT Control Report is a report in excel format that provides a list of all active eCTs currently under the control of an entity. It includes the:
- Customer Code
- Volume & Folio Numbers of applicable titles
It does not include registered proprietor names or other information.
Who can request an eCT Control Report?
To request an eCT Control Report, you must:
- be a current, registered ELNO subscriber (e.g.: PEXA, Sympli.)
- have an active Customer Code
- be authorised to hold control of eCTs
Who can the eCT Control Report be requested for?
You can request an eCT Control Report on entities who:
- are a current, registered ELNO subscriber (e.g.: PEXA, Sympli.)
- have an active Customer Code
- are authorised to hold control of eCTs
Note: The eCT Control Report will only be sent to the Contact Person email address in the Land Registry Correspondence details section in your ELNO. linked to the Customer Code for the entity that the eCT Control Report relates to. This information is received through ELNOs. Therefore, subscribers are encouraged to make sure that their Contact Person email address in the Land Registry Correspondence details section in the ELNO is kept up to date in the ELNOs they subscribe to. Only one report per Customer Code can be purchased per request.
Do I need an eCT Control Report?
You will have to assess whether you need an eCT Control Report.
The report is useful for:
- Verifying which eCTs you hold eCT Control for.
- Reconciling your records against information held by the Registrar of Titles.
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3. What must a customer ensure before ordering an eCT Control Report?
Before ordering an eCT Control Report, a customer must ensure that the entity they are requesting the report for meets all the following eligibility criteria:
- The entity is a current, active and registered ELNO subscriber (e.g., PEXA or Sympli).
- The entity has an active Customer Code.
- The entity is authorised to hold control of eCTs.
The eCT Control Report will be emailed only to the Contact Person email address in the Land Registry Correspondence details section associated with the Customer Code.
This email is sourced directly from the ELNO system, so customers must ensure it is correct and accessible before proceeding.
Only one report per Customer Code can be purchased per request.
Where can I find my customer code and if it is active?
Log in to your ELNO (e.g. PEXA or Sympli) and navigate to the Administrator Tools tab.
Within this area, go to the Jurisdiction Details section.
Here you will find:
- Your Customer Code for Victoria, and
- And whether the code is active.
You must ensure your customer code is active before ordering the eCT Control Report, as reports are only issued to active, eligible subscribers.
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4. eCT Control Report request process
How do I request an eCT Control Report?
- Visit LANDATA®.
- Enter the Customer Code (five digit and one letter code e.g. 12345A)
- for the entity that you wish to obtain the report about.
- Confirm your eligibility to make the request (see Who can Request an eCT Control Report).
- Make the payment using the online portal.
- Wait for processing (10-15 minutes).
The eCT Control Report will be sent to the Contact Person email address in the Land Registry Correspondence details section associated with the Customer Code for the entity that the eCT Control Report relates to.
This information is received through the ELNOs. Therefore, subscribers are encouraged to ensure that their Contact Person email address in the Land Registry Correspondence details section up to date in the ELNOs they subscribe to.
Which email address will my eCT Control Report be sent to?
Your eCT Control Report is sent to the Contact Person email address in the Land Registry Correspondence details section recorded against your Customer Code.
How is the new process different from before?
Previously, the process was fully manual, requiring multiple approvals and taking five to seven business days. The new semi-automated process:
- requires customers to confirm their eligibility before submitting requests, and
- speeds up processing times to three business days.
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5. How do I update my Contact Person email address in the Land Registry 'correspondence details' in the ELNO
Steps:
- Log in to your ELNO (e.g., PEXA).
- Go to Administrator tools tab.
- Scroll to Land Registry Correspondence details section address
- Scroll to Contact Person email address
- Enter your new email address.
- Click Save
- Come out of the Land Registry Correspondence details section
- Click save again at the bottom of the page. (Note: This step is important. Only when this save button is pressed will the updated Contact Person email address flow to the Land Registry)
- Wait 30 mins.
- Place your eCT Control Report Order
This ensures your eCT Control Report is sent to an email address you can access.
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5. Fees and refunds
What is the fee for the eCT Control Report?
- A flat fee of $99.00 (including GST) applies per request.
- The fee covers one Customer Code only.
- The fee applies regardless of the number of titles identified in the eCT Control Report.
Can I get a refund?
No refunds will be issued for:
- Incorrect details at the time of application (including where an incorrect Customer Code is entered, or an outdated or incorrect contact email address is linked to the ELNO account for which the eCT report is being requested for.
- Ineligible entities, where the entity for which the eCT Control Report is requested is an inactive ELNO subscriber, has an inactive Customer Code, or is not authorised to hold control of eCTs.
- Receiving a null report where no active eCTs are found for the requested entity.
Why is there still a charge if I receive a null report (the eCT Control Report says there are no eCTs)?
Each request is processed through LANDATA® systems to generate a verified report.
A null report verifies that no electronic Certificates of Title (eCTs) are held under the specified Customer Code.
This confirmation helps ensure your records are accurate, supports audit and compliance requirements, and gives you transparency in your title management practices.
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6. Why does the eCT Control Report only include Volume/Folio numbers and no other information?
The eCT Control Report is intentionally limited to displaying only Volume/Folio numbers to protect the privacy of individuals.
Including additional information—such as title information such as proprietor names and address—may risk disclosing sensitive personal information. To ensure compliance with privacy obligations and protect customer data, the report contains only the list of titles under the subscriber’s control.
If further information is required after receiving the eCT Control Report, customers can perform a title search for any Volume/Folio listed in the report. This allows access to full title details through the appropriate, secure search process.
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7. eCT Control Report delivery
How long does it take to receive my eCT Control Report?
It can take up to 15 minutes from the time payment is made.
The eCT Control Report will be sent to the Contact Person email address in the Land Registry Correspondence details section address for which the report is being requested.
Subscribers are encouraged to ensure their Contact Person email address in the Land Registry Correspondence details section address is kept up to date in the ELNOs they subscribe to.
In what format is the eCT Control Report delivered?
The eCT Control Report is delivered in Excel (.xls) format. This prevents issues with PDF conversion and allows for easier data handling.
I did not receive my eCT Control Report. What should I do?
- Check the spam/junk folder of the contact email address that the eCT Control Report should have been sent to.
- Wait for 30 minutes before contacting support.
- If you still haven’t received the eCT Control Report, contact LANDATA® Customer Support .for assistance.
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8. Troubleshooting eCT Control
I purchased a business but the previous owner did not transfer eCT Control to me. What do I do?
If the previous owner is still a current, registered subscriber:
- They will need to transfer eCT Control of each relevant title to your Customer Code via an Electronic Lodgement Network Operator (ELNO) (e.g. PEXA or Sympli).
- If they are unable to do so because their ELNO access and contact details have changed, they must first update their access and contact information with the ELNO before initiating the transfer.
- Once the transfer is complete, you will have full control of the eCTs under your Customer Code.
- If the previous owner is not a current subscriber or is unable to complete the transfer, please contact
- LANDATA® Customer Support for assistance.
I sold my business and I did not obtain an eCT Control Report and forgot to transfer eCT Control of all eCTs to the purchaser of my business. What should I do?
If you are still a current, registered subscriber, you can:
- You can request an eCT Control Report via LANDATA® to confirm which electronic Certificates of Title (eCTs) are currently under your Customer Code
- Then, work with the purchaser to transfer eCT Control of each eCT to their Customer Code through your Electronic Lodgement Network Operator (ELNO) (e.g. PEXA or Sympli). Fees may apply
If you are no longer a current, registered subscriber, you will need to contact LANDATA® customer service for assistance.
Can I obtain an eCT Control Report for an entity that is no longer an ELNO subscriber, or whose subscription has been suspended, resigned, or terminated?
No. When an ELNO subscriber resigns, is suspended, or has their subscription terminated, their Customer Code becomes inactive.
Therefore, an eCT Control Report cannot be ordered for an inactive customer code.
If an eCT Control Report is still required, please contact LANDATA® Customer Support for assistance.
How do I transfer eCT Control to another entity?
The transfer of eCT Control must be completed through an Electronic Lodgement Network Operator (ELNO).
You’ll need to initiate the transaction within your ELNO account, following the steps provided by that network.
If you’re unsure how to complete the transfer, please refer to your ELNO’s help resources or support team for guidance.
What should I do if I suspect an error in my report?
If you believe there may be an error in your eCT Control Report:
- Compare the report with your internal records to check for inconsistencies.
- Conduct a Title Search to confirm the current information on record.
- If discrepancies remain and you believe the report is incorrect, contact LANDATA® Customer Support for assistance..
I ordered the eCT Control Report but have not received it. What should I do?
If you have ordered an eCT Control Report but have not received it, the most common reason is:
- The report was delivered to an email id you may no longer have access to.
To resolve this, please follow the steps from How do I update my Contact Person email address in the Land Registry Correspondence details section address in the ELNO
❗No refunds will be issued if an order was placed before confirming access to the email address on file.
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9. Security
Is my eCT Control Report secure?
The report is only sent to the contact email address linked to the Customer Code of the entity that the report is about. Customers are responsible for securing their report and preventing unauthorised access.
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10. Feedback
How do I provide feedback?
We value your feedback and are always looking for ways to improve our eCT Frequently Ask Questions and your customer experience.
Please complete the LANDATA® enquiry form by clicking here.
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