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Strata Plan Document

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STRATA PLAN DOCUMENT

Parties

Surveyor / Plan Preparer

Property Identification

Property Address:

Plan Details and Schedule of Lots

Strata Plan Number (if assigned):

By-laws, Restrictions and Use

Are by-laws attached to this plan? Attached

Encumbrances and Interests

Disclosures

Known lead-based paint hazard or regulated material present:

Prior structural damage or major repair to building(s):

Property located in special flood or hazard area known to declarant:

Registration, Certification and Surveyor Statement

The survey and strata plan described herein have been prepared by the undersigned surveyor in accordance with applicable surveying standards and statutory requirements. The plan accurately delineates the lots, common property and easements to the best knowledge and belief of the surveyor.

Plan prepared on: Month Day Year

Amendments, Default, Remedies

Amendments to this strata plan may be executed and registered only in accordance with the procedures prescribed by governing statute and the by-laws attached to this document. Any attempted amendment inconsistent with statutory requirements shall be void.

Governing Law and Entire Agreement

This strata plan and the attachments constitute the entire agreement between the parties with respect to the matters addressed herein and shall be governed by and construed in accordance with the laws applicable to the jurisdiction in which the land is situated.

Attachments and Exhibits

Owner / Declarant Certification

The undersigned Owner / Declarant certifies that the information set forth in this Strata Plan Document is true and complete to the best of the Owner's knowledge and that the Owner authorizes the registration of the strata plan and associated documents in accordance with applicable law.

Owner / Declarant — Printed Name:

By (Signature):

Date:

Registered Surveyor / Plan Preparer — Printed Name:

By (Signature):

Date:

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What the Strata Plan Document Is and why it matters

A Strata Plan Document lays out how a multi‑unit property is divided into individual units and shared common property, and records unit boundaries, entitlement schedules, and management rules. It combines a scaled survey or plan drawing, a legal description, unit entitlement or interest percentages, and the association bylaws or rules. The document establishes ownership lines, voting rights, and maintenance obligations and is typically recorded with local land records or a condominium/strata registry so it governs title, mortgages, and owner obligations.

Why a clear Strata Plan Document matters for owners and registrars

A precise strata plan reduces title disputes, clarifies maintenance responsibility, and defines voting and repair obligations for unit owners and managers. Accurate plans support mortgage and insurance underwriting and are essential for statutory registration or local recordation.

Why a clear Strata Plan Document matters for owners and registrars

Core components included in a professional Strata Plan Document

A complete strata plan groups map data, legal descriptions, schedule tables, governance provisions, signature blocks, and attachments for lenders, assessors, and owners. Each component must be consistent and referenced on the plan drawing.

Plan Drawing

Scaled survey showing unit boundaries, easements, and common property with bearings and dimensions; must match legal descriptions.

Unit Schedule

Table listing each unit, its area or floor space, and assigned unit entitlement or interest percentage used for levies and voting.

Legal Description

Parcel-level legal text identifying the property and referencing the recorded plan, county parcel numbers, and metes-and-bounds where required.

Bylaws and Rules

Governing provisions for owner rights, voting rules, maintenance obligations, and parking or amenity use; often recorded as an exhibit.

Signature Block

Execution section for owners, trustees, and authorized officers; may include notary or witness lines per jurisdictional rules.

Attachments

Supporting documents such as easement deeds, surveyor certifications, title search excerpts, and lender consents where applicable.

Essential data and legal references to include

Property ID: Parcel number and legal title reference
Unit ID: Unit number or designation
Entitlement: Percent interest or share value
Surveyor: Licensed surveyor name and registration
Recording Venue: County recorder or land titles office
Execution Date: Date signed and effective

Step-by-step process to prepare and finalize the Strata Plan Document

Complete the strata plan by coordinating survey data, legal descriptions, governance provisions, and execution steps in sequence to avoid registration delays.

  • 01
    Gather records: Obtain current title report, existing deeds, and mortgage consents where needed.
  • 02
    Commission survey: Have a licensed surveyor prepare a scaled plan and certified legal description.
  • 03
    Draft schedules: Assemble unit schedule, entitlement calculations, and bylaws as separate exhibits.
  • 04
    Execute and record: Collect signatures, notarize if required, then submit to the recorder or land titles office.

How to set up a digital workflow for the Strata Plan Document

Configure authentication, fields, routing, and retention so digital completion matches legal and recording requirements.

Field Configuration
Authentication Method Email link or SMS code; use stronger methods for notarization or lender signers
Signature Type Specify drawn signature or certified digital signature depending on recorder acceptance
Routing Order Set sequence: surveyor → owner(s) → lender(s) → notary/recorder
Retention Settings Set copies to archive in PDF/A with audit trail for required retention periods

Where to file, send, and who receives the final strata plan

Knowing the correct submission path and recipient order avoids rejections and ensures the plan takes legal effect.

  • County Recorder: Submit final, signed plan for local recordation when required by county rules
  • Land Titles Office: In jurisdictions with a land titles system, lodge the plan per registry rules
  • Lenders and Title: Provide copies to mortgagees and the title company for endorsement
  • Owners and Manager: Distribute recorded copies to unit owners and the property manager

File formats, integrations, and technical considerations for digital completion

Prepare source files and choose a platform that supports required file types and integrations before beginning the workflow.

  • Supported formats: PDF, DOCX, and CAD-derived PDFs
  • Integrations: Google Workspace, Box, NetSuite, Procore supported
  • Audit trail: Capture IP, timestamp, and signer authentication

Common timing considerations and administrative deadlines

Several administrative steps have expected timing; missing them can delay legal effect or lender acceptance.

Recording Submission:

Submit final executed plan per county schedule; some require additional cover sheets

Owner Notice:

Provide recorded plan copies to unit owners within a set period per bylaws

Lender Review:

Allow time for mortgagee consents and endorsement before final recordation

Tax Assessment:

Inform assessor of new unit divisions to update parcel records

Meeting Requirements:

Schedule owner meetings for approval if bylaws require a vote

Common mistakes that cause recording rejections or disputes

  • Using inconsistent legal descriptions between the plan and deed, which results in recorder rejection and additional survey costs to correct the discrepancy.
  • Omitting required signatures, notarizations, or witness attestations per local rules, causing delays and sometimes necessitating reexecution of the document.
  • Failing to attach required exhibits such as easement deeds or lender consents, which can prevent lenders from endorsing mortgages on units.
  • Misstating unit entitlements or failing to include the entitlement basis, producing levy disputes and possible owner litigation over fees and votes.

Legal and practical risks of incomplete or incorrect strata plans

Recording Refusal: Plan may be rejected by recorder
Title Issues: Conflicting descriptions create ownership disputes
Lender Objections: Mortgages may be delayed or refused
Assessment Errors: Incorrect levies or tax assessments
Litigation Risk: Potential owner or contractor lawsuits
Regulatory Fines: Local penalties for noncompliance

Real-world examples of strata plan preparation and execution

Two concise scenarios illustrate typical challenges and how a documented, consistent process helps complete recording and owner acceptance.

Martin Properties

Tim Martin needed to complete multiple unit conversions across several properties with remote stakeholders.

  • The team relied on organized exhibits and clear entitlement tables.
  • The structured plan and consistent execution reduced lender objections and eased distribution of recorded copies to owners and property managers, improving closing timelines and post‑closing administration.

Optica Ventures LLC

Optica Ventures faced title inconsistencies between an old survey and a new plan.

  • The surveyor certified corrected bearings.
  • After aligning legal descriptions and recording an amended plan, title issues were resolved and the units were accepted by the local recorder without further amendment.

Practical tips to prepare an accurate and recordable Strata Plan Document

Apply consistent naming, confirm survey measurements, and follow recorder formatting to minimize rework and legal exposure.

Verify names and titles
Cross-check parties' legal names with title reports and mortgage documents to prevent mismatches that can block recording and delay closings.
Use certified surveys
Engage a licensed surveyor to produce a certified plan drawing; ensure the drawing includes bearings, distances, and a clear legend for unit boundaries.
Coordinate lenders early
Obtain lender consents and title company feedback during drafting to identify mortgage endorsement requirements and avoid post‑execution objections.
Standardize formats
Adopt recorder-preferred paper size, margins, and cover sheet content; using PDF/A and embedding fonts reduces formatting rejections.

Typical eSignature vendor pricing and feature comparison for document signing

Comparison of common vendor starting prices and selected capabilities relevant to signing and distributing strata plan documents.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently asked questions about Strata Plan Documents and digital completion

Answers address recording, e-signature acceptance, notarization, error correction, signing authority, and common rejection reasons.


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