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The all-in-one Digital Duties Form is mandatory for property transfers in Victoria. It is linked and pre-populated into a Duties Online transaction for a quicker and easier assessing process.

We hold regular webinars on completing digital forms, which you can register for, as well as videos you can watch.

Complete the Digital Duties Form

Reference guide to the form 

We have grouped our frequently asked questions to assist you in completing the Digital Duties Form.

General information

  1. Do I have to complete a Digital Duties Form?
  2. Which paper-based forms were decommissioned?
  3. Is the private information I enter protected?
  4. Are there any Commonwealth reporting requirements relating to property transfers?

Creating a digital duties form

  1. How do I create a form?
  2. Who starts the form?
  3. When should the form be completed?
  4. How do I register?
  5. Who can create a form?
  6. If I represent a vendor or purchaser for several transactions (e.g. large property development), can I create multiple forms at once?
  7. When is the form complete?

Inviting a vendor/purchaser into the digital form

  1. Can I represent both the vendor and purchaser?
  2. How do I invite someone to sign?
  3. What if there is more than one person representing a vendor/purchaser?

Signing the digital duties form

  1. How do I sign?
  2. What is a Verification of Identity (VOI)?
  3. Why is the system telling me my birth date is not accepted when I try to sign the Digital Duties Form?

Printing the settlement statements

  1. If the duties form is physically signed, am I required to keep the original copy?
  2. What is a settlement statement?
  3. What documentation can be printed for settlement?

Claiming the settlement statement in Duties Online (DOL)

  1. I use a settlement agent to assess duty and lodge the title. Will this change if I complete forms on behalf of my client in DOL?
  2. Who should claim the settlement statement?
  3. How do I claim and link the form to a duties transaction?
  4. I have accidentally claimed a settlement statement. How do I unlink the form?
  5. Can a third party (settlement agent) claim the signed form?
  6. Can I edit the information if it is signed?
  7. Can the form be edited once it is claimed in DOL or public lodgements?
  8. How can I lodge a refund?

Retrieve and claim the digital form as a PEXA transaction

  1. How does the digital duties form work with PEXA?
  2. How do I start a PEXA transaction?
  3. I have accidentally linked a form to a PEXA transaction. How do I unlink the form?
  4. Can I integrate a conveyancing package into the online duties form?

Claiming the digital form as a Duty Determination Lodgement

  1. Do I need a separate form ID each time I lodge with DOL or public lodgements?
  2. How does the digital duties form work with duty determination lodgement?

Registering for Duties Online

  1. Who can register to use Duties Online?

General information

1. Do I have to complete a Digital Duties Form?

From 1 October 2018, it is compulsory to use our Digital Duties Form for all transactions, irrespective of the contract or transfer date. Because data entered into the Digital Duties Form pre-populates into the Duties Online system, you only have to enter it once. You do not have to enter it separately into Duties Online. 

Before 1 October 2018, you had to use the form only for transactions with a contract or transfer date on or after 1 July 2017. 

2. Which paper-based forms were decommissioned?
  • Duties-form-01 - Goods Statement for Residential Land
  • Duties-form-02 - Goods Statutory Declaration
  • Duties-form-03 - Real Property Value Declaration
  • Duties-form-14 - Statement on Change of Beneficial Ownership of Duitable Property
  • Duties-form-62 - Purchaser Statement
  • Duties-form-53d - PPR Concession Declaration
  • Duties-form-53c - PPR Concession and Eligible First Home Buyer Duty Reduction Declaration 1 July 2012 to 30 June 2013
  • Duties-form-61 - PPR Concession and Eligible First Home Buyer Duty Reduction Declaration on or After 1 July 2013
  • Duties-form-07e - First Home Owner Exemption/Concession Declaration
  • Duties-form-08f - Pensioner Exemption/Concession Declaration
  • Duties-form-09a - Transfer Between Spouses/Domestic Partners Statutory Declaration
  • Duties-form-12 - Primary Production and Water Entitlements (for all land types) Statutory Declaration
  • Duties-form-56 - Young Farmers Exemption/Concession Claim Form
  • Duties-form-13 - Family Farm Exemption Statutory Declaration
  • Duties-form-04a - Off-the-Plan Sales Statutory Declaration
  • Duties-form-06a - Transactions Treated as Sub-Sales of Land Statutory Declaration
  • Duties-form-50 - Land Use Entitlement Acquisition Statement
3. Is the private information I enter protected?

Only the taxpayer and their representative can view their private information in the online form.

4. Are there any Commonwealth reporting requirements relating to property transfers?

We are required by Commonwealth taxation laws to collect and report vendor and purchaser information to the Australian Taxation Office (ATO) for all Victorian property transactions.

For each transaction, the information collected and reported includes:

  • Property details, including land title information, property address and other descriptors.
  • Transactional information, including transfer price, contract date and settlement date.
  • Identity information of the vendor/transferor and purchaser/transferee, including, as relevant, name, address, date of birth, and ACN/ABN.
  • Nationality and immigration details of the vendor/transferor and purchaser/transferee.

The information is used by the ATO to ensure compliance with Commonwealth taxation laws.

Creating a Digital Duties Form

1. How do I create a form?

Registered users can create a form under the ‘Create’ tab in Duties Online. If you are an individual, you must register and lodge via our public lodgement system.

2. Who starts the form?

The vendor or their representative must start the form. This is because they are responsible for completing all the contract-related information, which then pre-populates the transferee section of the form. This also eliminates the potential for form duplication.

3. When should the form be completed?

We recommend that the vendor or their representative completes the form at least 10 days before settlement. This allows the transferee or their representative sufficient time to complete the remainder of the form before settlement.

4. How do I register?

For registered DOL users, you must amend your registration via the 'Administration - Amend Registration' tab to include 'Duties Forms'. This is done by editing the type of documents you can process in Step 1, along with editing the registered users in Step 3 to include 'Duties Forms' as the document type for that particular user. Continue to the end of the application to confirm the changes. Your access change auto-approves within 15 minutes.

If you are not registered for DOL, you must apply for an account and become a registered DOL user to complete forms online.

5. Who can create a form?

The form must be started by the vendor or their representative. Once they have completed their information, they can invite the purchaser or their representative to enter their information.

6. If I represent a vendor/purchaser for several transactions (e.g. large property development), can I create multiple forms at once?

No, you must start each form separately. However, as a vendor’s representative you can clone an existing form up to 100 times.

7. When is the form complete?

The form is complete after all parties have finished entering the required data and the vendor/s and purchaser/s have signed. The purchaser's representative can only then generate a settlement statement.

Inviting a vendor/purchaser into the digital form

1. Can I represent both the vendor and purchaser?

If you are representing both the vendor and purchaser, which normally occurs for related/associated party transactions, you need to select the ‘Representing both Transferor and Transferee’ option. 

2. How do I invite someone to sign?

Once both the vendor and purchaser have completed all the data entry, the status of the form will be ‘Ready to sign’. At this point, the representative will be able to invite the parties to either sign electronically or manually. Watch our video.

3. What if there is more than one person representing a vendor or purchaser?

You can invite multiple participants to complete the form as a vendor or purchaser representative, with each completing their relevant data.

Signing the Digital Duties Form

1. How do I sign?

Once the data has been entered by all parties and the verification of identity has been completed, the online form is ready to be signed by the vendor and purchaser either online or manually:

  • Online signing: You can nominate to contact your client electronically. They will be emailed and shown a rendered image of their form. Your client can accept and sign online via a tick-box, or decline. You can track when your client signs via your DOL account.
  • Manual signing: You can print the completed form and ask your client to manually sign it. You will then be required to attest that your client has manually signed the form and retain the signed copy for five years.
2. What is a Verification of Identity (VOI)?

Conveyancers, lawyers and mortgagees are required to take reasonable steps to verify the identity of their client. If you are a representative, you must indicate that you have verified the identity of your client. If you are self-represented you must obtain a VOI number from Australia Post.

Land Use Victoria has more information about verification of identity.

3. Why is the system telling me my birth date is not accepted when I try to sign the Digital Duties Form?

The most likely reason is that your representative, who created the form, has incorrectly entered your birth date within the digital form. This is a common error.

To correct this, contact your representative and ask them to check the form and make sure they enter your correct birth date. Once they edit the form to correct your birth date, they can send you a new email requesting you to sign the form.

Printing the settlement statements

1. If the form is physically signed, am I required to keep the original copy?

Yes, you are required to hold it on file for five years. If it is signed electronically, the form is accessible in your DOL account.

2. What is a settlement statement?

It is a document which contains a form ID, Settlement Statement Code and all of the information from the form that is required for assessing duty.

3. What documentation can be printed for settlement?

A settlement statement can be printed by the purchaser or their representative. 

Claiming the settlement statement in Duties Online (DOL)

1. I use a settlement agent to assess duty and lodge the title. Will this change if I complete forms on behalf of my client in DOL?

You can continue to complete forms on behalf of your client, but it must be done in Duties Online. After you have completed the forms, your settlement agent is able to assess the duty payable.

2. Who should claim the settlement statement?

Only the party who wishes to assess the duty payable should claim the settlement statement.

3. How do I claim and link the form to a duties transaction?

Once the digital duties form has been signed by all parties, you can claim the form in DOL or via public lodgements (for this, you must register and lodge as an individual based on the form ID and Settlement Statement Code).

To claim the form to start your duties transaction in DOL, in the ‘Create’ tab select ‘Retrieve and Claim Settlement Statement’ and then enter the form ID and the Settlement Statement Code to start your transaction.

The form ID is located in your DOL workspace or for settlement agents, on the settlement statement. The Settlement Statement Code is only on the settlement statement, which is generated by the purchaser or their representative.

Information from the digital duties form is pre-populated into the duties transaction. Once the form has been claimed it cannot be edited.

4. I have accidentally claimed a settlement statement. How do I unlink the form?

To unlink the form you must cancel the transaction. To do this:

  • Hover over the search tab.
  • Select ‘search all transactions’.
  • Locate the transaction and click on the transaction ID.
  • Cancel the transaction.

This cancels the duty transaction only and not the form. You can now link the form to another transaction. Find out how to unlink a PEXA transaction.

5. Can a third party (settlement agent) claim the signed form?

Yes, anyone with access to DOL or individuals using public lodgements can claim the form to start the land transfer duty process. 

6. Can I edit the information if it is signed?

Yes, you can edit the form as long as it has not been claimed and linked to a duties transaction. However, all parties will be required to re-sign the form if it is edited.

7. Can the form be edited once it is claimed in DOL or public lodgements?

No, forms claimed in DOL or public lodgements cannot be edited. If you want to edit a claimed form, you must first cancel the transaction in DOL and then create a new form.

8. How can I lodge a refund?

The online form system provides you with the option to apply for the current land transfer duty at the time of purchasing your property. If you are applying for a refund after duty has been paid, you need to print the concession forms from our website and lodge them electronically via DOL or public lodgements.

Retrieve and claim the digital form as a PEXA transaction

Watch a video on PEXA transactions in Duties Online ►

1. How does the digital duties form work with PEXA?

You need to complete the online form and link it to your DOL/PEXA transaction in Duties Online prior to certifying a PEXA transaction. You can only link the form after all parties have signed it.

2. How do I start a PEXA transaction?

To start a PEXA transaction:

  • Ensure you have the PEXA ID and Transaction ID from PEXA.  
  • Hover over 'Create'.
  • Select 'Retrieve and Claim PEXA Transaction'.
  • Enter the PEXA ID, Transaction ID and Form ID (if available).

If you don't have the form ID at the time of claiming the PEXA transaction you can still start the transaction. However, you must link the form before settlement. 

3. I have accidentally linked a form to a PEXA transaction. How do I unlink the form?

To unlink the form:

  • Hover over the search tab.
  • Select 'Search all transactions'.
  • Locate the transaction and select the transaction ID.
  • Select 'Edit'. 
  • In step 1, next to 'Form ID', select 'Change'.
  • Delete the number.
  • Select 'OK'.
4. Can I integrate a conveyancing package into the online duties form?

No, you need to enter the information directly into the online form.

Claiming the digital form as a Duty Determination Lodgement

1. Do I need a separate form ID each time I lodge with DOL or public lodgements?

Yes, each transaction is treated separately. Each ID is valid for only one transaction.

2. How does the digital duties form work with duty determination lodgement?

You first need to complete the digital duties form and enter the electronic form ID and settlement Statement Code, which will automatically populate the details into the lodgement in Duties Online. You then need to select land transfer duty lodgement to retrieve and claim the settlement statement as a duty determination lodgement. The completed form will automatically link to the lodgement. You will need to upload supporting documents, such as contracts.

Registering to use Duties Online

1. Who can register to use Duties Online?

Any partners in a firm, or any corporation, company or society that is regularly engaged in property conveyancing can apply to use Duties Online (DOL).

Those wanting to register need to apply for an account, or you can have your transfers of land or trust declarations processed by one of our registered Duties Online users.

In considering your application to become a registered user, we take into account a range of factors, including:

  • The estimated number of transactions you will process using DOL,
  • Your prior lodging history with us,
  • The suitability of your organisation and its staff, and
  • Any other relevant information.

More information about registering for Duties Online