Property file requests

What information is in a property file?

A property file contains a limited amount of information relevant to a particular property. It may contain:

• Files of applications for building consents or permits and associated plans and documents (including Code of Compliance Certificate (or equivalent) if available
• Amended plans
• Independent builder reports dated pre August 2005

There is some information affecting a property that will not be contained in a property file. Specific and up to date information relating to the following limitations are provided on a LIM report which is available upon request at a fee.

Examples include:

• Unauthorised works not known to the Council and/or breaches of consents or licences that are not the subject of a formal requisition or notice
• District Plan information
• Requisitions
• Road encroachment
• Hazards
• Details of contaminated sites
• Licensing of premise details or building Warrant of Fitness compliance
• Pool fencing compliance
• Independent builders reports dated post August 2005

Some information covered by the Privacy Act 1993 and/or the Local Government & Meetings Act 1987 could be withheld.

Please note the information that we will provide you with includes the records we hold on our property files and does not constitute a LIM (Land Information Memorandum).

How to request a property file

Customers have the choice of viewing property files for any Waitakere City property either by ordering a CD or viewing on-line at our in-house kiosks.

Property file on CD

• Order CD online now and pay by Visa or Mastercard. (takes up to 5 business days to process**)
• Order and pay for CD in person from the Customer Services Counter at Waitakere City Council using Eftpos, cash or cheque. (takes up to 5 business days to process**)
• Order CD by contacting our 24 hour Customer Services Centre. Collect in person from the Customer Services Counter at Waitakere City Council and pay with Eftpos, cash or cheque. CD Rom will be available from our Council offices within 5 business days**.

Please note: Adobe Acrobat Reader version 5.1 or higher is required to display the files on CD ROM.

Kiosk viewing

Property files ordered between the hours of 8am and 4pm Monday to Thursday will be available to view in 24hours. Example: If a file is ordered at 2pm Monday, it will be available at 2pm Tuesday.

If a property file is unavailable for viewing, you will be advised by Council staff.

Please note: In most cases where property requested is a large commercial/industrial site eg school, hospital or shopping malls processing times may be longer. Council staff will contact you within 24 hours to confirm (if the file is scanned or not) and if not, an estimated timeframe and charges.

• If the property file is already scanned, the CD will be produced within 5 working days.
• If the property file is not already scanned, the current timeframes for commercial property CD's is around 4 weeks. The fastest option is to order a hard copy which has a 24 hour processing time. Please contact our call centre for further information

Application form

Note: You will need to have Adobe Acrobat Reader installed on your computer in order to view and print this document.  For help opening PDF files or tips on copying information see Helpful Tips.

Request to View Property File (Size 40K)

Property File information sheet (Size 102K)

Cost of a property file

Refer to the Regulatory Fees & Charges Schedule for our current pricing. Please note online CD orders incur an extra $6.00 courier/postage fee.

Is the owner's permission required to view house plans?

Council policy no longer requires that owner's permission is sourced before viewing of a property file is allowed (as of 3 May 2000).

Why are my house plans unavailable?

If the property you are requesting is an empty piece of land, there may not be any information available in the property file.

Previously government departments such as Housing NZ and Maori Affairs were responsible for holding their own building records, these consent plans were not made available to local councils.

House plans or plans of buildings on a particular property may be unavailable if the building work is unauthorised. This means that a building consent (or permit) was not applied for; therefore the Council has no information or plans. Some very old plans and plans from old borough councils may also not be available.

How to request a replacement copy of duplicate building consent plans

Replacement building consent plans required for your information only can be obtained through ordering a property file

If the replacement building consent plans are required for on site and /or inspections please contact us with the following information:

• Where is the property?
• What is the building consent number?
• What is the Lot & DP number? (if possible)
• What plans are required?

NOTE: The entire Building Consent (incl. all plans, amended plans and conditions) are required for use on site and/or during the inspection process.

Important information and disclaimer

What is a property file search?

Information in the property file is made available in response to a request for a property file search. A property file is Council’s physical record of the building consents/building permits held in respect of a specified property. A search of the property file does not include a search of Council’s computer databases or other physical files, nor advice on interpretation or utilisation of the information disclosed. Customers should seek their own independent professional advice in respect of pertinent matters of which they are unsure.

What information is in a property file?

A Property File contains a limited amount of information relevant to a particular property. It may contain:

• files of applications for building consents/permits and associated plans and documents
• amended plans
• The Council has endeavoured to maintain pre Building Act 1991 records but was not legally obliged to do so until February 1990. It is recognised that not all records have survived intact and in other cases where building work is documented, information may be incomplete. Council does not accept any responsibility for any omission
• Some plans for the property may be on microfiche and will be made available to view

What are the limitations of a Property File?

The information available from a Property File is limited to Council’s physical file only. Accordingly the Property File does not reflect the current status of a property. Examples of information that affect the property but may not be evident in the Property File include:

• unauthorised works not known to Council and/or breaches of consents or licenses that are not the subject of a formal requisition or notice
• District Plan information
• requisitions
• road encroachment
• hazards
• details on Contaminated Sites
• licensing of premises details or Warrant of Fitness compliance
• pool fencing compliance
• information which may lawfully be withheld; e.g. under the Privacy Act 1993

Important

Councils must take reasonable steps to ensure that building work requiring a building consent complies with the building code, but are not required to ensure that building work is defect free. Buildings have been, and continue to be, constructed with defects which the Council cannot reasonably detect at the time of inspection, or have arisen since the Council’s last inspection (e.g. through lack of prudent maintenance). Some defects can be very expensive to repair. Sole reliance should not be placed upon the Council’s performance of any building control function, including inspections or the issue of a Code Compliance Certificate, as confirming that a building is free of defects.

The Council recommends that all prospective property purchasers obtain a pre-purchase inspection report, particularly with respect to weather-tightness, by an appropriately qualified independent building advisor. A register of independent building advisors may be found on the New Zealand Institute of Building Surveyors website at www.buildingsurveyors.co.nz. The website of the Department of Building and Housing at www.dbh.govt.nz is also a useful source of information on building matters.

1. Council reserves the right to issue requisitions or notices at any time.
2. This information request is one under section 10 of the Local Government Official Information and Meetings Act 1987. The information is current as at the date of this request. This file may contain all and any information relating to the property including that which the Council has not produced. The Council is not responsible for the accuracy of information and material released pursuant to this request which the Council was not the author of.