Your Subdivision

Subdividing land involves several steps and different authorities, which can feel confusing if you haven’t done it before. This page explains how your subdivision is managed online, what your responsibilities are as the property owner, and how we support you through the process. It’s designed to help you understand what’s happening, what actions you need to take, and how to keep your subdivision moving forward as smoothly as possible.

SPEAR

SPEAR (Surveying and Planning through Electronic Applications and Referrals) is Victoria’s online system used to manage subdivision and planning applications. It allows councils, surveyors, referral authorities and Land Use Victoria to review documents, request changes, approve steps, and track progress all in one place. For security and legal reasons, the property owner or applicant must have full control of their own SPEAR account, including logins and permissions. We can guide you through the process, but you will need to submit and approve key actions through your own account.

How to Speed Up the Subdivision Process

Subdivisions can take time, but staying active in SPEAR and responding promptly can help keep things moving smoothly. Your subdivision application is available online through SPEAR.

Farren Land Surveys will provide the plan of subdivision, lodge the application with Council, make plan alterations as requested by authorities, carry out the surveying site work, and provide the mandatory surveying forms and reports.

It is up to you to complete the council and utilities requirements. See below on how to navigate this task.

Activate Your SPEAR Account

Start by activating the SPEAR link we provide. Once connected to your application, you can view your application and access all documents. The Summary tab shows actions and milestones. Milestones show the key steps and provide an overview of the process.

The first step is to have the application accepted by Council so that the application is referred to the authorities and the planning permit phase is underway. You will need to pay the Council fee. In SPEAR, click on your property address, go to the Details tab, and you will see actions with a red arrow pointing to a drop-down menu. Select “Pay fee to responsible authority” and process your payment.

(If this option is not available, the Council financial system cannot be linked to SPEAR and an invoice will be uploaded to SPEAR for payment. Keep checking SPEAR for this document and pay when it becomes available. You will find it in the Responsible Authority – Council section. When paid, send an email to Council with confirmation. Their contact email can be found in the Contacts tab. It is helpful to advise the subdivision department that payment has been made. The sooner this is done, the sooner the application is referred.)

The second step is to wait for Council to issue the planning permit. Council has up to 60 days.

Once the planning permit is issued, you can take a more proactive role in completing the subdivision requirements. Look at the permit conditions and download them. Council will also have provided a conditions list; download this as well and read both documents. The conditions list cross-references the planning permit and is a very helpful guide outlining what needs to be done, often with useful notes on how to complete each task. It may also include contact details for arranging compliance inspections, making it a valuable checklist to work through. The permit and conditions list can be found in the Details tab (see explanation below).

Note: If the planning permit requires additional specialist reports, such as a landscape assessment, we have compiled a list of professionals who have previously assisted us in preparing a wide range of reports. Click here.

If you need a contractor to help with telecommunications conditions, Click here.

Details Tab

There are Surveyor, Council, and Utilities areas. There are many useful documents that you may need on this page.

In the Surveyor area (“Applicant Contact”), you can find and download the plan of subdivision or title. You may need to download these to provide to contractors or include in authority applications.

In the Council area (“Responsible Authority”), you can download the planning permit and conditions list. This is a very helpful guide outlining what needs to be done, with some hints on how to complete tasks. Council will mark items “Yes” once they are satisfactorily completed.

In the Utilities area (“Referral Authorities”) are service providers such as power, water, and gas. Their letters outline required works and approvals. It has the latest correspondence letter from the utility companies advising what needs to be done by you to gain their compliance. Download this document see what is required to gain compliance.

Follow Up on Red Items – Action Required by You

Any text shown in red indicates outstanding tasks and means action is required by you (unless it is in the surveying area). If an authority has responded, review their letter to see what is required for compliance. They detail everything you need to do in this letter. If you need more clarification give them a call or email using the contact details provided in the letter. Start to action what they require for your subdivision to proceed.

Following Up on Statements of Compliance

If you believe an item or task has been completed but it is still showing red, contact the relevant authority or Council to confirm whether further action or documentation is required. Contact details can be found in letters uploaded to SPEAR or in the Contacts tab.

 

Email Template

Here is a template for a clear, concise email you could copy and use if necessary:
 
Subject: Authority Ref No. – Subdivision Address – Please issue Statement of Compliance update

Good morning,

Reference number: [insert reference number]
Property address: [insert address]

The required works for this subdivision have now been completed on site.

Could you please update this application in SPEAR, or let us know if there are any outstanding items needed to achieve compliance?

Thank you for your assistance.

Kind regards,
[Your full name]
[Phone number, if you wish]