Individuals or their representatives are required to use the Digital Duties Form for all contracts or agreements for land transfer duty. This online form enables faster processing and pre-population into Duties Online, allowing for electronic signing via email.
All transferor and transferee representatives must be registered for Duties Online (DOL).
Existing DOL users must amend their registration to enable access and new organisations must apply to become a registered DOL user.
DOL users must follow these simple steps to amend registration:
- Go to the ‘Administration’ tab and select ‘Amend Your Registration’.
- Select ‘Edit Types of Documents’ and select the ‘Duties Form’ check box.
- Continue to ‘Registered Users’ in step 3 and nominate each user you want to grant access to by selecting ‘Edit’.
- Once the amended application is confirmed, it will auto-approve within 15 minutes
If you want to complete your own digital duties form, please register via our public system.
Start the digital duties form
The transferor’s representative must create a form in Duties Online under the ‘Create’ tab and then select ‘Land Transfer Duty Form’.
They start the form because they are responsible for completing all the contract-related information that pre-populates the transferee form.
We recommend that the transferor's representative completes the form at least 10 days before settlement to allow the transferee's representative sufficient time to complete their part of the form.
The transferee’s representative is then invited to complete their section of the form.
Invite transferee's representative
The transferee's representative will receive an email, select the link, accept the invitation and log in. In the 'Search' tab under 'All forms', edit the transferee form by selecting the button under 'Actions'.
Complete the remainder of the information, including any applicable concessions.
Sign the digital duties form
Once both the transferor’s and transferee’s representatives have completed all the data entry and confirmed verification of identity, they invite their clients to sign.
Select ‘Request Signature’ to email your client the link to their completed form. Your client can accept and sign via a tick-box or decline. Either way, the representative will receive an email when their client signs or declines.
Note: It is very important to get your client's date of birth correct within the form as it has to match the date of birth they are asked to enter before they can sign the form. If as a client, you attempt to sign the form and the system will not accept your birth date, contact your representative and ask them to check the birth date they have entered. They can edit the date and send a new email requesting you to sign the form.
Select 'Download' and then print the completed form for your client to sign manually. You must acknowledge in Duties Online that you hold a hard copy of your client’s signed and completed form. You must retain this document for five years.
Proceed to settlement
A settlement statement, containing a unique form ID and settlement statement code, is produced by the transferee’s representative.
Assess the duty payable
Once the digital duties form has been reviewed and signed by all parties, you can use the information on the form to start a transaction in Duties Online (DOL).
Select ‘Retrieve and Claim Settlement Statement’ in the ‘Create’ tab, and then enter the form ID.
If you completed the form in DOL, the form ID is located in the ‘Search’ tab under ‘All Forms’. For settlement agents, please see the settlement statement.
If you want to process a regular DOL transaction select 'Claim for Land Transfer Transaction'. If you want to lodge a complex transaction for a duty calculation, select 'Claim for Land Transfer Lodgement'.
Most information from the form will pre-populate the transaction. To finalise, you must complete all remaining fields.
The form cannot be edited after it has been claimed.
The transaction can now be lodged with Land Use Victoria.