Initial Maintenance Schedule NSW
Archi-QS prepares your Initial Maintenance Schedule (IMS) in the mandatory NSW standard form, based on a detailed review of your building information and common property maintenance requirements. We help developers meet their obligations under the Strata Schemes Management Act 2015 at handover to the owners corporation.
What is an Initial Maintenance Schedule?
An Initial Maintenance Schedule (IMS) is a document the original owner (usually the developer) must provide for a new NSW strata scheme. It sets out the maintenance and inspection requirements for the scheme's common property. We help developers meet the handover requirements and give the owners corporation the information it needs to maintain the building from day one.
Why it matters
An IMS gives the new owners corporation clear information about the maintenance and inspection requirements relating to common property, such as roofs, external walls, stairways and lifts. This information must also be considered when preparing the scheme’s first 10-year capital works fund plan.
2026 NSW Strata Reforms
Under the reforms, an IMS must be prepared using the NSW standard form. For new multi-storey schemes, the Initial Maintenance Schedule and initial administrative fund and capital works fund levy estimates must also be reviewed and certified by an independent qualified surveyor.
Who is responsible
The original owner (usually the developer) is responsible for having the IMS prepared and providing it to the owners corporation at least 14 days before the first annual general meeting (AGM).
At Archi-QS, we help prepare Initial Maintenance Schedules for NSW strata developments by accurately identifying the building’s relevant common property assets and the relevant maintenance and servicing requirements.
What does an Initial Maintenance Schedule cover?
An Initial Maintenance Schedule records the maintenance and inspection requirements for relevant common property items in a new strata scheme. Under the standard form, it must include:
- Common property items that require maintenance or inspection
- Maintenance, servicing and inspection activities required
- Recommended frequency or intervals for each activity
- Relevant replacement information
- Applicable warranties and warranty periods
- Relevant manuals and manufacturer or installer details
A well-prepared schedule helps the owners corporation maintain building assets, reduce early defects and maintenance issues, and plan its capital works fund with confidence.
Initial Maintenance Schedule
Is an Initial Maintenance Schedule mandatory in NSW?
Yes, under section 115 of the Strata Schemes Management Act 2015 (NSW), the original owner must ensure that an Initial Maintenance Schedule is prepared for the common property of a new strata scheme.
Responsibility lies with the original owner, who is usually the developer. From 1 April 2026, the schedule must be prepared using the NSW standard form and provided to the owners corporation at least 14 days before its first annual general meeting.
For new multi-storey schemes, the original owner must engage an independent surveyor to review and certify the Initial Maintenance Schedule and the initial administrative fund and capital works fund levy estimates.
If your development falls within these requirements, allow enough time for the Initial Maintenance Schedule to be prepared accurately and, where required, independently reviewed and certified before it is due to the owners corporation. If the original owner fails to provide the Initial Maintenance Schedule within the required timeframe, it may be in breach of the statutory handover requirements under the Strata Schemes Management Act 2015 (NSW) and may face penalties or enforcement action.
Need help determining whether your project requires an Initial Maintenance Schedule? Archi-QS can help you assess whether the requirements apply to your development and identify the documentation required.
Who Must Prepare an Initial Maintenance Schedule?
The original owner of the strata scheme, usually the developer, is responsible for having the Initial Maintenance Schedule prepared and providing it to the owners corporation.
While the responsibility rests with the original owner, most developers engage a quantity surveyor or specialist strata and building consultant, such as Archi-QS, to prepare the schedule.
For new multi-storey schemes, the original owner must also engage an independent surveyor to review and certify the Initial Maintenance Schedule and the initial administrative fund and capital works fund levy estimates. The legislation requires the surveyor to be a quantity surveyor and not be a connected person of the original owner.
Archi-QS can assist original owners and developers by reviewing the building information, identifying relevant common property maintenance requirements and preparing the Initial Maintenance Schedule using the NSW standard form. Where required, Archi-QS can also assist with coordinating the independent review and certification process, subject to the applicable requirements.
Who does what
When is an independent surveyor required?
From 1 April 2026, the original owner of a new multi-storey strata scheme must engage an independent surveyor to review and certify both the Initial Maintenance Schedule and the initial administrative fund and capital works fund levy estimates.
A strata scheme is multi-storey if it has three or more storeys above ground level, with lots located one above another. If your development meets this definition, the original owner must engage an independent surveyor to meet the statutory requirements.
The surveyor must be independent of the original owner and must not be a connected person, meaning they can have no relationship or interest that could affect their impartiality.
The surveyor must also hold the prescribed quantity surveying qualifications to review and certify the IMS and the initial levy estimates.
Read more about IMS certification and how Archi-QS can help coordinate the independent review where it applies to your project.
Independent certification at a glance
What Changed From 1 April 2026?
Before the 2026 reforms, the original owner was already required to provide an Initial Maintenance Schedule and initial levy estimates. However, there was no set format or level of detail, so new owners corporations were often handed buildings without clear maintenance information or realistic estimates of their first-year expenses. This made it harder for them to understand their maintenance responsibilities and plan for future costs.
From 1 April 2026, NSW introduced a standard form for the Initial Maintenance Schedule and, for new multi-storey schemes, independent review and certification of the IMS and initial levy estimates. The aim is to improve consistency, give owners corporations clearer handover information and strengthen accountability for original owners, so common property can be managed effectively from the outset.
Varied handover documentation
- The original owner must prepare an IMS.
- No standard form for the IMS.
- IMS must be provided to the owners corporation at least 14 days before the first AGM.
- No requirement for independent review or certification.
- Levy estimates are prepared solely by the original owner and do not necessarily correlate to the IMS.
- Evidence of compliance is not required.
- Independence of the preparer is not regulated.
- IMS quality and detail vary widely between schemes.
Standard form and independent certification
- Same requirement. The original owner must still ensure the IMS is prepared.
- The IMS must be prepared using the mandatory NSW standard form.
- Same timing. The IMS must still be delivered at least 14 days before the first AGM.
- For new multi-storey schemes, the original owner must engage an independent surveyor to review and certify the IMS.
- Initial levy estimates must be reviewed and certified as meeting the expected expenditure for the first year, based on expense information provided by the original owner.
- The original owner must provide written evidence confirming the IMS uses the standard form, levy estimates meet expected expenditure and the certifier is independent.
- The certifying surveyor must be independent and a certified Quantity Surveyor (AIQS) or Chartered Quantity Surveyor (RICS).
- The standard form aims to improve consistency and provide clearer information to owners corporations.
Standard form
The Initial Maintenance Schedule must now be prepared using the mandatory NSW standard form, which aims to improve consistency and give owners corporations clearer information.
Independent certification
For new multi-storey schemes, the IMS and initial levy estimates must be reviewed and certified by an independent surveyor who is a Certified Quantity Surveyor (AIQS) or Chartered Quantity Surveyor (RICS).
Written evidence of compliance
The original owner must provide the owners corporation with written evidence confirming the IMS uses the standard form, the levy estimates meet expected expenditure and the certifier is independent.
If your scheme’s first AGM was on or after 1 April 2026, Archi-QS can determine whether the new requirements apply to it and help you prepare the required documentation.
What Must the Standard Form Contain?
Under the 2026 NSW strata reforms, the Initial Maintenance Schedule must set out a detailed, itemised schedule of the common property items that require maintenance or inspection. This replaces the previous practice of grouping items into broad categories, giving owners corporations a clearer picture of exactly what needs to be maintained, when and how.
For each item, the standard form records the maintenance, servicing and inspection activities required, their recommended frequency, relevant replacement information, applicable warranties and warranty periods, and manuals and manufacturer or installer details.
You can view the Initial Maintenance Schedule standard form on the NSW Fair Trading website.
When must an Initial Maintenance Schedule be provided?
At least 14 days before the first annual general meeting (AGM) of the owners corporation. For new multi-storey schemes, the independent surveyor's certification and the original owner's written evidence of compliance must also be provided to the owners corporation within the same timeframe.
The deadline is fixed
The 14-day deadline runs backwards from the first AGM, which must be held within a set period after the strata plan is registered and the initial period ends. Once that meeting date is set, the deadline is fixed.
The work comes first
Reviewing the building information, preparing the IMS in the standard form and, where required, completing the independent review and certification all need to be finished before the 14-day deadline.
Late is not a minor issue
Handover obligations under the Strata Schemes Management Act 2015 are enforceable, and penalties can apply if the IMS is not provided on time. Commissioning the schedule early is the simplest way to avoid this risk.
Practical guidance: work backwards from the expected registration date rather than the meeting date. Once a scheme is registered the timetable moves quickly, and schedules commissioned at that point leave little room for review.
Which strata schemes are affected?
The Initial Maintenance Schedule requirements apply to all new strata schemes in NSW. Additional independent review and certification requirements apply to new multi-storey schemes, which are schemes with three or more storeys above ground level and lots located one above another.
New strata schemes in NSW
- The original owner, usually the developer, must ensure an IMS is prepared.
- For schemes with a first AGM on or after 1 April 2026, the IMS must be prepared using the mandatory NSW standard form.
- The IMS must be provided to the owners corporation at least 14 days before the first AGM.
Multi-storey schemes in NSW
- For a new multi-storey scheme with its first AGM on or after 1 April 2026, the original owner must engage an independent surveyor.
- The independent surveyor must review and certify the Initial Maintenance Schedule and the initial administrative fund and capital works fund levy estimates.
- Evidence of the review and certification must be provided to the owners corporation at least 14 days before the first annual general meeting.
Not sure which requirements apply? Archi-QS can help you determine which Initial Maintenance Schedule and certification requirements apply to your development. Read more about IMS certification or explore our strata services.
Initial Maintenance Schedule Services by Archi-QS
We prepare Initial Maintenance Schedules in the mandatory NSW standard form, tailored to the design, construction and operational requirements of your building.
Review of building documentation
We review the architectural plans, specifications, fire safety schedule and other project documentation to understand the building and its common property.
Common property asset register
We identify and itemise the building elements, equipment and services on common property that the schedule must cover.
Maintenance, servicing and inspection requirements
For each item, we set out the maintenance, servicing, inspection and testing required, and the recommended intervals, in a clear and practical format.
Replacement and warranty information
We record expected useful life and replacement information, applicable warranties and warranty periods, and manuals and manufacturer or installer details.
Preparation in the NSW standard form
We prepare the Initial Maintenance Schedule in the mandatory NSW standard form, ready for handover to the owners corporation.
Internal quality review
Every schedule is checked by a senior quantity surveyor for completeness and accuracy before it is issued.
Coordination of independent certification
For multi-storey schemes, we coordinate the independent review and certification of the IMS and initial levy estimates, in line with the independence requirements.
Fast turnaround for first AGM deadlines
We understand the timeframes leading up to the first AGM and typically deliver completed schedules within 10 business days of receiving the required documentation, so the original owner can meet its handover obligations.
Initial Maintenance Schedule vs Capital Works Fund Plan
The Initial Maintenance Schedule identifies relevant common property items and sets out their maintenance, servicing, testing and replacement requirements. This gives the owners corporation a clear picture of what needs to be looked after and helps it plan and budget from the start. Having this information early can also help reduce the risk of unexpected costs or deferred maintenance.
A 10-year capital works fund plan serves a different purpose. It forecasts the major repairs, replacements and other capital works the owners corporation is likely to need over the next 10 years, and the levies required to fund them. The first plan must take the Initial Maintenance Schedule into account, so the two documents work together.
| Initial Maintenance Schedule | Capital Works Fund Plan | |
|---|---|---|
| Purpose | Tells a new owners corporation what maintenance, servicing and replacement its common property requires | Sets out the funding the owners corporation needs to raise over a 10-year period for capital works |
| Timing | Prepared once, at handover, before the first annual general meeting | Prepared for an existing scheme and reviewed and updated periodically |
| Focus | Maintenance, servicing and replacement of common property assets | Anticipated capital expenditure and the levies required to fund it |
| Typical information | Common property items, maintenance and servicing requirements, intervals, replacement information, warranties and manuals | Forecast capital works, estimated costs, timing and fund balances |
| Who uses it | The incoming owners corporation, as a starting point for looking after the building | The owners corporation and strata manager, for budgeting and levy setting |
The first 10-year capital works fund plan must consider the Initial Maintenance Schedule. Archi-QS prepares both, so your IMS and capital works fund plan are consistent from the outset. Learn more about our capital works fund plans.
Common Initial Maintenance Schedule Mistakes
Failing to meet the format, timing or certification requirements can expose the original owner to penalties and enforcement action. These are the most common mistakes we see, and how to avoid them.
Missing items on site
Schedules prepared from design drawings often miss items added during construction. Every common property item that needs maintenance or inspection must be included, so check the schedule against the as-built building.
Generic maintenance descriptions
Descriptions like ‘inspect and maintain as required’ give the owners corporation nothing to act on. Each item needs specific activities, intervals and reference to manufacturer requirements.
Leaving it to the last minute
We’re often asked for urgent certification within 14 days of the first AGM. By then the deadline has already passed, because the IMS and certification must be provided at least 14 days before the meeting. Engage us well before the strata plan is registered.
Engaging a certifier who isn’t independent
The certifier must be a Certified Quantity Surveyor (AIQS) or Chartered Quantity Surveyor (RICS) and must not be connected to the original owner. Otherwise the certification may be invalid and the original owner may be in breach.
How Our IMS Review and Certification Process Works
Documentation review
We review the IMS, proposed levy budgets, plans, specifications, warranties and O&M manuals. We also review the development consent (DA) conditions and the fire safety certificate to identify any maintenance requirements set by council and any essential fire safety measures.
Site inspection
We inspect the building to confirm every common property item installed on site is captured in the IMS.
10-year capital works plan
We prepare a 10-year capital works plan for the scheme, forecasting major repairs and replacements over the period.
Levy assessment
Using the capital works plan, we assess whether the proposed administrative fund and capital works fund levies meet the expected expenditure.
IMS review
We check the IMS against the standard form, the DA conditions, the fire safety certificate and what we found on site, and raise any items that need correcting.
Report and certification
We issue a report setting out our certification and the full basis of our assessment, ready for the original owner to provide to the owners corporation.
Why Choose Archi-QS for Your Initial Maintenance Schedule?
Over 30 years’ experience
Sydney-based quantity surveyors working across NSW strata, maintenance planning and lifecycle forecasting for more than 30 years.
Qualified quantity surveyors
Our team includes both AIQS Certified Quantity Surveyors and RICS Chartered Quantity Surveyors, meeting the qualification requirements for IMS certification.
Built on a site inspection
Every engagement includes a site inspection, so the IMS reflects what’s actually installed, not just what’s on the drawings.
Levies backed by a 10-year plan
Our levy assessment is underpinned by a full 10-year capital works plan, not a high-level estimate.
Full compliance review
We review the IMS against the standard form, DA conditions and fire safety certificate, and set out our assessment in full in our report.
Trusted by developers
Relied on by developers and strata managers across residential and mixed-use strata schemes.
Need an Initial Maintenance Schedule for Your NSW Strata Development?
Speak with Archi-QS about your project and discuss the requirements for preparing your Initial Maintenance Schedule.
Frequently Asked Questions
Is an Initial Maintenance Schedule mandatory in NSW?
Yes, the original owner of a new strata scheme must ensure that an Initial Maintenance Schedule is prepared for the maintenance of the common property.
Who prepares an Initial Maintenance Schedule?
The original owner is responsible for ensuring the Initial Maintenance Schedule is prepared for a new strata scheme. The original owner is usually the developer, who may engage a quantity surveyor or specialist strata consultant to prepare the schedule.
When is an Initial Maintenance Schedule required?
It is required for a new strata scheme before its first annual general meeting. From 1 April 2026, the schedule must be prepared using the new NSW standard form.
When must an IMS be provided before the first AGM?
At least 14 days before the first annual general meeting. The original owner must provide the IMS to the owners corporation within that timeframe.
Does an IMS require an independent surveyor?
Only for new multi-storey schemes. From 1 April 2026, the original owner must engage an independent surveyor to review and certify the Initial Maintenance Schedule and the initial levy estimates where the multi-storey requirements apply.
Does every strata scheme need an Initial Maintenance Schedule?
Every new strata scheme in NSW needs an Initial Maintenance Schedule. Existing schemes are not required to prepare a new IMS just because the 2026 reforms have commenced, but it is worth checking which requirements apply to your project.
Request Your Initial Maintenance Schedule
Need an Initial Maintenance Schedule for a NSW strata development? Speak with Archi-QS about your project and the current requirements.