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?
- Where can I find information about Certificates of Title?
- What is eCT Control?
- How can I identify who is eCT Control?
2. eCT Control Report Information
- What is an eCT Control Report?
- Who can request an eCT Control Report?
- Do I need an eCT Control Report?
3. eCT Control Report request process
- How do I request an eCT Control Report?
- How is the new process different from before?
- How much does the eCT Control Report cost?
- Can I get a refund for any mistakes in my request for an eCT control report?
4. eCT Control Report Delivery
- How long does it take to receive my eCT Control Report?
- In what format is the eCT Control Report delivered?
- Where will my eCT Control Report be sent?
- I did not receive my eCT Control Report. What should I do?
5. 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 who has resigned from being an ELN subscriber, or whose ELN subscription was terminated?
- How do I transfer eCT Control to another entity?
5. Security
- Is my eCT Control Report secure?
6. 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?
The eCT Control is the party that has control of the eCT for the folio, as shown on a Register Search Statement (title search).
Subscribers to an Electronic Lodgment Network (ELN) may hold eCT Control, or control of an eCT may be held by the Registrar. Some government bodies and statutory authorities can also hold eCT Control.
Only subscribers to an ELN can take actions in respect of eCT Control, such as relinquishing or receiving eCT Control. Control of an eCT can be held by the Registrar, but the Registrar’s role is passive. A subscriber to an ELN may request control from the Registrar or may request to pass control to the Registrar, but these actions are initiated and managed solely by the subscriber and require no intervention or action by the Registrar
The eCT Control could be:
- A financial institution – if there is a mortgage.
- A conveyancer/lawyer – if they completed a conveyancing transaction and there is no mortgage.
How can I identify who is eCT Control?
The eCT Control is the party that has control of the eCT for the folio, as shown on the title search.
Return to the table of contents
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 eCTs currently under the control of an entity. It includes the:
- VOTS 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 ELN subscriber (PEXA, Sympli, etc.)
- have an active Customer Code in the Victorian Online Titles System (VOTS)
- be authorised to hold control of eCTs
Who can the eCT Control Report be about?
You can request a report on entities who:
- are a current, registered subscriber (PEXA, Sympli, etc.)
- have an active Customer Code in the Victorian Online Titles System (VOTS)
- are authorised to hold control eCTs
However, please note that the eCT Control Report will only be sent to the contact email address linked to the VOTS Customer Code for the entity that the eCT Control Report relates to. This information is received through ELNs. Therefore subscribers are encouraged to make sure that their contact email address is kept up-to-date in the ELNs they subscribe to.
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.
Return to the table of contents
3. eCT Control Report request process
How do I request an eCT Control Report?
- Visit LANDATA®.
- Enter the VOTS Customer Code 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 payment using the online portal.
- Wait for processing (up to 3 business days).
The eCT Control Report will be sent to the contact email address linked to the VOTS Customer Code for the entity that the eCT Control Report relates to. This information is received through ELNs. Therefore subscribers are encouraged to make sure that their contact email address is kept up-to-date in the ELNs they subscriber to.
How is the new process different from before?
Previously, the process was fully manual, requiring multiple approvals and taking 5-7 business days. The new semi-automated process:
- Speeds up processing times to 3 business days.
- Requires customers to confirm their eligibility before submitting requests.
Return to the table of contents
4. Fees and refunds
How much does the eCT Control Report cost?
- A flat fee of $99 inc. GST per request.
- This price applies regardless of the number of titles identified in the eCT Control Report.
- The fee covers one VOTS code only; multiple VOTS codes will incur separate fees.
Can I get a refund for any mistakes in my request for an eCT control report?
No refunds will be issued for:
- Incorrect details provided at the time of application, including an incorrect VOTS Customer Code or an outdated/incorrect contact " email address linked to the ELN 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 ELN subscriber, has an inactive VOTS Customer Code, or is not authorised to hold control of eCTs.
- Receiving a null report, where no eCTs are found for the requested entity.
Return to the table of contents
5. eCT Control Report delivery
How long does it take to receive my eCT Control Report?
Up to three business days from when payment is made.
The eCT Control Report will be sent to the email address linked to the ELN account for which the eCT report is being requested. This information is received through ELNs. Therefore, subscribers are encouraged to make sure that their contact email address is kept up-to-date in the ELNs they subscriber 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.
Where will my eCT Control Report be sent?
The eCT Control Report will be sent to the contact email address linked to the VOTS Customer Code of the entity that the eCT Control Report relates to. This information is received through ELNs. Therefore subscribers are encouraged to make sure that their contact email address is kept up-to-date in the ELNs they subscriber to.
I did not receive my eCT Control Report. What should I do?
- See Where will my eCT Control Report be sent?
- Check the spam/junk folder of the contact email address that the
- Wait the full 3 business days before contacting support.
- If you still haven’t received the eCT Control Report, contact LANDATA® Customer Support.
Return to the table of contents
6. 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/you can request the eCT Control Report via LANDATA®. However, the eCT Control Report will be sent to the email address linked to the ELN account for which the eCT report is being requested. If you do not have access to that email address, you will need to request the holder to forward it to you.
- Then transfer eCT Control of the eCTs to you using an ELN.
If the previous owners are unable to do the above because they are not a current, registered subscriber, you will need to contact LANDATA® for further guidance.
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:
- request the eCT Control Report via LANDATA® and provide it to the purchaser.
- Then transfer eCT Control of the eCTs to the purchaser using an ELN.
If you are no longer a current, registered subscriber, you will need to contact LANDATA® customer service for further guidance.
Can I obtain an eCT Control Report for an entity who has resigned from being an ELN subscriber, or whose ELN subscription was terminated?
No. When an ELN subscriber resigns or is terminated, their VOTS Customer Code will become inactive. Therefore, an eCT Control Report will not be delivered. No refunds will be given. If an eCT Control Report is required, you will need to contact LANDATA® customer service for further guidance.
How do I transfer eCT Control to another entity?
Please refer to the Guide to Certificates of Title and Administrative Notices available (will download a document).
Return to the table of contents
7. Security
Is my eCT Control Report secure?
The report is only sent to the contact email address linked to the VOTS Customer Code of the entity that the report is about. Customers are responsible for securing their report and preventing unauthorised access.
Return to the table of contents
7. 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.
Return to the table of contents