Regulation Decoded
How to Appoint a Principal Certifier on the NSW Planning Portal: Step-by-Step Guide (2026)
Everything you need to appoint a Principal Certifier and start work lawfully in NSW: who can make the appointment, what to have ready, the Planning Portal steps, the Notice of Commencement, what the certifier does during construction, and how to change certifiers. Written by the registered certifiers at Built Smart Solutions in Sydney.
CURRENT AS AT 27 OCTOBER 2026
18 MIN READ
BY BUILT SMART SOLUTIONS
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Quick answer
To appoint a Principal Certifier on the NSW Planning Portal, the person with the benefit of the approval (usually the owner) chooses a registered certifier, signs their engagement, and lodges the appointment through the Portal against the approved Construction Certificate or Complying Development Certificate. The certifier accepts the appointment and notifies council, and a Notice of Commencement is given to council and the certifier at least 2 days before building work starts. A builder cannot make the appointment unless they own the land.
The Principal Certifier then carries out the mandatory critical stage inspections and issues the Occupation Certificate at the end. The appointment is usually part of a single certification engagement covering the approval, the inspections and the Occupation Certificate. Built Smart Solutions handles Principal Certifier appointments across Sydney and NSW, including the Portal lodgement and Notice of Commencement, and attends every inspection in person.
Key takeaways
- The owner appoints, not the builder. The appointment is made by the person with the benefit of the consent; a contractor who will carry out the work cannot make it unless they own the land.
- No appointment, no start. A development consent or CDC does not authorise building work until a Principal Certifier is appointed, and notice must be given at least 2 days before work starts.
- The Portal is where it is recorded, but your certifier usually drives the process. You confirm, sign and pay; they accept and lodge.
- Have these ready before you appoint: the CDC or Construction Certificate, builder’s licence and Home Building Compensation insurance (or owner-builder permit), and proof the Long Service Levy is paid.
- Every critical stage inspection must happen, and making sure they do is the owner’s legal duty. A missed inspection can be excused only in narrow circumstances, and a missed final inspection cannot be cured.
- You can replace a Principal Certifier by three-way agreement, or with the written approval of the Registration Secretary (through Building Commission NSW) where the current certifier will not agree.
- Built Smart Solutions can issue your CDC or Construction Certificate, accept appointment as Principal Certifier, lodge everything on the Portal and stay with you to the Occupation Certificate.
What a Principal Certifier is and why you need one
A Principal Certifier (PC) is the registered certifier, or council, legally responsible for overseeing building work on your project from the first day on site to the Occupation Certificate. Until 2019 the role was called the Principal Certifying Authority (PCA), and many people still use that name.
The Environmental Planning and Assessment Act 1979 requires a Principal Certifier for most building work carried out under a development consent and Construction Certificate, or under a Complying Development Certificate. The PC’s job is to:
- be satisfied that the work is being carried out in accordance with the approval and the National Construction Code;
- carry out the mandatory critical stage inspections, or agree to another certifier carrying out some of them (the final inspection must be the Principal Certifier’s own), plus any others they require;
- collect and review the compliance certificates trades and consultants must provide;
- issue written directions or notices where work does not comply;
- issue the Occupation Certificate at the end, and the subdivision certificate where the law allows a registered certifier to issue it.
The PC is engaged by the owner but must act independently and in the public interest. They are not the builder’s agent, which is why the law gives the appointment to the person with the benefit of the consent and excludes the contractor unless the contractor owns the land. Our Principal Certifier Appointment service page sets out what Built Smart Solutions does in the role, and our guide to getting an Occupation Certificate explains where the role ends.
Who can appoint a Principal Certifier
The appointment must be made by the person having the benefit of the development consent or complying development certificate. In practice that is almost always the owner, or a developer who holds the approval.
| Person | Can they appoint the PC? | Notes |
|---|---|---|
| Owner who holds the approval | Yes | The normal case. The owner signs the engagement and confirms the appointment on the Portal. |
| Developer holding the consent | Yes | Must have the benefit of the consent and the owner’s consent for the work. |
| Owner-builder | Yes | As the owner; must also hold an owner-builder permit under the Home Building Act 1989 where one is required. |
| Licensed builder (principal contractor) | No, unless the builder owns the land | The Act excludes a contractor who will carry out the work from making the appointment. They can recommend a certifier, but the choice and appointment are the owner’s. |
| Architect, designer or project manager | Only as agent | Can help with paperwork, but the appointment must be made by or on behalf of the person with the benefit of the consent. |
“Don’t worry, our certifier handles everything” in a building contract is a red flag. The certifier oversees the builder’s work; the owner should choose and engage them directly. NSW law excludes the contractor from making the appointment unless the contractor owns the land, and the Building (Approvals and Practitioners) Act 2026 carries the same principle into the new system: once it commences, it will be an offence for the person carrying out the work to apply for a building approval unless they own the land.
What you need before appointing a Principal Certifier
Most of these must be in place before work can start, and your certifier will want to see them before accepting the appointment. Getting them together before you go to the Portal avoids a stalled start.
| Item | Why it is needed | Where it comes from |
|---|---|---|
| Approval to build: CDC, or DA consent plus Construction Certificate | The PC can only oversee approved work | Your certifier or council; Construction Certificates / CDCs |
| Principal contractor details: builder’s name and licence number | Before residential work starts, the PC must be satisfied the builder is licensed and insured, and council must be told who the builder is | Your builder; check the licence on the public register |
| Home Building Compensation (HBCF) certificate | Required for residential building work by a licensed builder above the statutory threshold | Your builder, through icare |
| Owner-builder permit (if no builder) | Required for owner-builder residential work above the statutory threshold; the PC must be satisfied it is held before work starts | Issued under the Home Building Act 1989 |
| Long Service Levy receipt | Must be paid, where the levy applies, before the CC is issued or the CDC is released | Long Service Corporation, usually via the Portal |
| Pre-commencement conditions satisfied | Many consents and CDCs have conditions that must be met before work starts (dilapidation reports, bonds, Sydney Water, tree protection) | Your consent or CDC conditions |
| Signed engagement with the certifier | A written contract is required before the certifier can act | Your certifier’s fee proposal and agreement |
If your certifier issued the CDC or Construction Certificate, most of this is already on file and the appointment is a short step. That is one of the reasons Built Smart Solutions usually acts as both the certifying authority and the Principal Certifier on the same project.
How to appoint a Principal Certifier on the NSW Planning Portal: step by step
The NSW Planning Portal is the State’s online system for planning and building applications. Every CDC, Construction Certificate, PC appointment, Notice of Commencement and Occupation Certificate is recorded there. Screen labels change from time to time, but the sequence is consistent.
Choose and engage a registered certifier
Get a fixed-fee proposal that names the PC appointment, the number of inspections and the Occupation Certificate. Check the certifier’s registration number and class on the public register, then sign the engagement. Built Smart Solutions’ Principal Certifier proposals list all of this on one page.
Log in to the NSW Planning Portal
Sign in with the account used for the original application, or create one. Find the approved CDC or Construction Certificate in your dashboard; the PC appointment is attached to that application.
Start the Principal Certifier appointment
From the approved application, start the request to appoint a principal certifier. Select your chosen certifier or company. Many owners ask their certifier to initiate this step and simply confirm it.
Enter the builder or owner-builder details
Add the principal contractor’s name and licence number and the Home Building Compensation certificate, or the owner-builder permit number.
The certifier accepts the appointment
The certifier reviews the application, confirms the approval documents and pre-commencement conditions, and accepts the appointment on the Portal. They must notify the consent authority and council of the appointment no later than 2 days before work starts, and tell you which inspections are required.
Lodge the Notice of Commencement
Give council, and the PC if the PC is not the council, notice of commencement at least 2 days before work starts; it is lodged through the Portal. If the work is under a CDC for a new building, an addition or demolition, and the lot is within 20 metres of a lot with a dwelling, written notice to neighbours is also required: at least 7 days in most of metropolitan Sydney, 2 days elsewhere.
Put up the site sign and book the first inspection
Make sure a sign is up before work starts showing the Principal Certifier’s name, address and phone number, the principal contractor’s name, address and after-hours number, and that unauthorised entry is prohibited. Diarise every critical stage inspection with the builder from day one.
Ask your certifier to handle the Portal steps for you. Most of the fields are already in their system from the CDC or Construction Certificate, and it removes the most common delay: an owner waiting on a Portal login, a missing licence number or an unpaid levy the week the builder wants to start.
The Notice of Commencement: timing and requirements
The Notice of Commencement tells council and the Principal Certifier that work is about to start. It must be given at least 2 days before building work begins, and the PC must already be appointed. Work started before the appointment is not authorised by the consent, and failing to give the notice is an offence.
| Notice | Who gives it | To whom | When |
|---|---|---|---|
| Appointment of Principal Certifier | Owner (via the Portal), accepted by the certifier | Recorded on the Portal; consent authority and council notified by the certifier | No later than 2 days before work starts |
| Notice of Commencement | Owner / person with benefit of the approval | Council and the Principal Certifier | At least 2 days before work starts |
| Neighbour notice (CDC for a new building, addition or demolition, lot within 20 m of a lot with a dwelling) | Person with the benefit of the CDC | Occupier of each dwelling on a lot within 20 m | At least 7 days before work starts in most of metropolitan Sydney; 2 days elsewhere |
| Site sign | Principal Certifier and principal contractor | Public | Before work starts and kept up throughout |
What the Principal Certifier does during construction
For houses and other Class 1 and 10 buildings, the Environmental Planning and Assessment (Development Certification and Fire Safety) Regulation 2021 sets six mandatory critical stage inspections. Other building classes have their own required inspections, including fire protection and waterproofing checks in apartment buildings.
| Stage | When the builder must book it | What the PC checks |
|---|---|---|
| 1. Footings | After excavation, before footings are placed | Excavation, footing size and reinforcement |
| 2. In-situ concrete | Before pouring slabs, piers or beams | Reinforcement, membrane, termite protection |
| 3. Frame | Before covering the frame | Framing, bracing, tie-downs, fire separation |
| 4. Wet areas | Before covering waterproofing | Waterproofing to AS 3740 |
| 5. Stormwater | Before covering drainage connections | Connections to the approved system |
| 6. Final | At completion, before the OC | Whole-building compliance and documentation |
The legal duty to make sure these inspections happen sits with the person who has the benefit of the consent, not the certifier. A swimming pool also needs an inspection once its barrier is erected.
A missed inspection is not something the certifier can simply waive, or back-fill with the builder’s photographs. The Regulation lets a missed inspection be treated as not required only where it was missed because of unavoidable circumstances and the certifier is satisfied the work is satisfactory, and that relief does not apply at all to the final inspection. Before the Occupation Certificate, the certifier must be satisfied the work was inspected on every required occasion. It is one of the commonest causes of Occupation Certificate delays. Built Smart Solutions attends every inspection in person and records each one in writing.
Changing or replacing your Principal Certifier
Owners change Principal Certifiers when a project stalls, a certifier is unresponsive, or a certifier’s registration is suspended or cancelled. There are two routes.
| Route | When it applies | Process | Typical time |
|---|---|---|---|
| By agreement | The current PC, the new certifier and a person eligible to appoint (usually the owner) all agree | Within 2 days after the appointment, the new PC gives notice to the consent authority and council through the Portal | Usually a matter of days |
| With written approval | The current PC will not agree, or can no longer act | The written approval of the Registration Secretary under the certifier legislation is required (applications go through Building Commission NSW), and council and the consent authority must be notified before the replacement occurs | Depends on the application |
Until the replacement is properly made, the new certifier cannot act as Principal Certifier. A builder cannot be the person who agrees to the replacement unless they own the land. If you are taking over a stalled project, Built Smart Solutions can review the inspection history and documents before accepting appointment, so you know exactly what has and has not been certified.
Principal Certifier requirements by project type
The appointment process is the same for every project, but what the Principal Certifier must inspect and collect changes with the type of building. Knowing this up front helps you choose a certifier registered for the right class of building and plan for the right number of inspections.
| Project | Approval | What the PC focuses on | Related guide |
|---|---|---|---|
| New house or knock-down rebuild | CDC or DA + CC | Six critical stage inspections, BASIX commitments, smoke alarms, waterproofing | How to apply for a CDC |
| Alterations and additions | CDC or DA + CC | Inspections of the new work, fire separation to neighbours, structural changes | CDC vs DA |
| Granny flat | CDC (Housing SEPP) or DA | Same six inspections as a house; fire separation near boundaries | Granny flat approval NSW |
| Dual occupancy, terraces, Pattern Book homes | CDC or DA + CC | Inspections for each dwelling; party wall fire and sound separation; subdivision certificate | Dual occupancy rules, Pattern Book guide |
| Swimming pool | CDC or DA | Barrier inspection once erected; pool registration | CDCs |
| Apartments (Class 2) | DA + CC | Fire protection and waterproofing inspections, regulated designs and compliance declarations, fire safety certificate, often partial OCs | Fire safety guide |
| Commercial fit-out or change of use | CDC or DA + CC | Egress, fire services, accessibility, fire safety certificate before occupation | Commercial and industrial CDCs |
| Warehouse or industrial building | CDC or DA + CC | Structure, fire compartments, sprinklers and hydrants, staged OCs | BCA consultant guide |
Owner-builders
Owner-builders appoint a Principal Certifier in exactly the same way, but take on the builder’s responsibilities: booking inspections at the right stage, coordinating trades, and collecting every compliance certificate. Residential owner-builder work above the statutory threshold needs an owner-builder permit under the Home Building Act 1989, and the PC must be satisfied it is held before work starts. The most common owner-builder problem we see is a missed inspection because the slab was poured or the frame lined before anyone called the certifier. Built Smart Solutions tells owner-builders in writing, on appointment, which inspections are required and when to call, so that does not happen.
Certifier registration class
Certifiers in NSW are registered in classes that limit the buildings they can certify. A certifier whose registration does not extend to the class and size of your building cannot act as its Principal Certifier. Check the registration on the public register before you sign, especially for mixed-use and commercial work.
Ready to start work?
Send us your CDC or Construction Certificate. Built Smart Solutions will accept appointment as Principal Certifier, lodge it on the Portal and book your first inspection.
Common Principal Certifier mistakes
Starting work before the appointment
Building work is any physical activity involved in erecting the building, and that takes in excavation for footings. Starting before the PC is appointed and the notice is given is work the consent does not authorise, and it can mean the first critical stage inspection never happened. Demolition and site preparation often carry conditions of their own, so check before anything happens on site.
Letting the builder choose and appoint
The appointment is the owner’s to make. An owner who never signed the engagement may struggle to get records or answers later.
Choosing on price alone
The cheapest quote often excludes inspections, re-inspections or the OC. Compare the whole scope.
Missing a critical stage inspection
Covered work cannot be inspected. Book every stage before the work is covered.
Changing the design on site without telling the PC
Changes must be approved first. See why a site change that feels minor can stop your project cold.
Leaving compliance certificates to the end
Waterproofing, glazing, termite and smoke alarm certificates should be collected stage by stage, not chased after handover.
How Built Smart Solutions helps
Built Smart Solutions is a Sydney-based team of registered certifiers, ISO 9001 certified, with more than 20 years in certification and regulatory policy. As your Principal Certifier we handle the Portal, attend every inspection in person and stay with the project until the Occupation Certificate is issued.
| Stage | Built Smart service |
|---|---|
| Confirm the approval pathway | Exempt Development Advice, CDC vs DA guide |
| Approval to build | Complying Development Certificates or Construction Certificates |
| Portal appointment, Notice of Commencement, inspections | Principal Certifier Appointment |
| Sign-off at completion | Occupation Certificates |
| NCC compliance advice | BCA Consulting |
| Fire safety strategy and schedule | Fire Safety Strategy & Reports |
| Town planning and DAs | Town Planning |
Our consulting services are separate engagements from our certification work. On any one project, Built Smart Solutions acts as your certifier or your consultant, not both, so the certification stays independent.
We do the Portal for you. Appointment, Notice of Commencement and council notification handled for you. Every inspection in person, with a written record of each one. Fixed fee in writing, tracked through our ISO 9001 system. And when something goes wrong on site, a senior certifier picks up the phone. Across Sydney and regional NSW. Meet the team.
Final verdict
Appointing a Principal Certifier on the NSW Planning Portal is not complicated, but the order matters: approval, engagement, appointment, Notice of Commencement, then work. Owners who get those five steps right, choose their own certifier and book every inspection end up with a smooth path to the Occupation Certificate. Owners who let the builder handle it or start a week early often find out at the end.
If you have an approval and a start date, Built Smart Solutions can take it from here. See our Principal Certifier service, get a fee proposal or call (02) 9127 8249.
Frequently asked questions about appointing a Principal Certifier
How do I appoint a Principal Certifier on the NSW Planning Portal?
Engage a registered certifier, log in to the NSW Planning Portal, open your approved CDC or Construction Certificate, start the principal certifier appointment, select the certifier and enter the builder or owner-builder details. The certifier accepts the appointment, notifies council, and the Notice of Commencement is lodged at least 2 days before work starts. Most certifiers, including Built Smart Solutions, handle these Portal steps for the owner.
Who is allowed to appoint a Principal Certifier in NSW?
The person having the benefit of the development consent or complying development certificate, which is usually the owner or the developer holding the approval. A contractor who will carry out the work cannot make the appointment unless they own the land; an owner-builder can, because they are the owner.
When must a Principal Certifier be appointed?
Before any building work starts, and building work includes excavation for footings. The appointment must be notified to council, and notice of commencement given, at least 2 days before work begins. A consent or CDC does not authorise building work until a Principal Certifier has been appointed. Check your conditions for demolition and site works too.
What is the difference between a Principal Certifier and a PCA?
They are the same role. Principal Certifying Authority (PCA) was the name used before the certification reforms that commenced in December 2019; the legislation now uses Principal Certifier (PC).
Can my builder appoint the Principal Certifier?
No, unless the builder owns the land. The Principal Certifier oversees the builder’s work, so the Act excludes a contractor who will carry out the work from making the appointment. A builder can recommend a certifier, but the choice and the engagement should be the owner’s.
Does the certifier who issued my CDC have to be my Principal Certifier?
No, but it is usually simpler. The certifier who issued the CDC or Construction Certificate already has the documents and knows the approval, so the appointment and inspections run more smoothly. You can appoint a different registered certifier or council if you prefer.
Can council be my Principal Certifier?
Yes. Council can act as Principal Certifier. Many owners choose a private certifier for fixed fees and faster inspection bookings, but both are bound by the same legislation.
What is a Notice of Commencement?
A notice to council, and to the Principal Certifier if the PC is not the council, of your intention to start building work. It must be given at least 2 days before work starts, after the Principal Certifier has been appointed. Before work starts, the PC must also be told who the principal contractor is, or that the work is being done by an owner-builder.
What documents do I need to appoint a Principal Certifier?
The approved CDC, or DA consent and Construction Certificate; the builder’s name and licence number and Home Building Compensation certificate, or an owner-builder permit, where required; proof the Long Service Levy is paid where it applies; evidence that pre-commencement conditions are met; and a signed engagement with the certifier.
What should a Principal Certifier engagement include?
A clear written scope covering acceptance of the appointment, the Notice of Commencement and council notification, every mandatory critical stage inspection (listed by stage), how re-inspections are handled, review of compliance certificates and the Occupation Certificate. Built Smart Solutions sets all of this out in a fixed-fee proposal before you sign.
Can I change my Principal Certifier?
Yes. If the current certifier, the new certifier and the owner (or another person eligible to appoint) all agree, the new certifier can take over and must notify the consent authority and council within 2 days. If the current certifier does not agree, the replacement needs the written approval of the Registration Secretary, applied for through Building Commission NSW, and the new certifier cannot act until it is given.
What happens if a critical stage inspection is missed?
It is a serious problem. The Principal Certifier must notify you within 2 days, and can treat the inspection as not required only if it was missed because of unavoidable circumstances and the PC is satisfied the work is satisfactory. That relief does not apply to the final inspection. A missed inspection is a common cause of Occupation Certificate delays.
Do I need a Principal Certifier for exempt development?
No. Exempt development does not need an approval, a Principal Certifier or an Occupation Certificate, provided every exempt standard is met. If you are unsure whether your work is exempt, get written exempt development advice before starting.
Do I need a sign on site showing the Principal Certifier?
Yes. The Principal Certifier and the principal contractor must each make sure a sign is erected in a prominent position before work starts, showing the Principal Certifier’s name, address and phone number and the principal contractor’s name, address and after-hours number, readable from the street. The conditions of the approval also require it to state that unauthorised entry is prohibited. It stays up while work is carried out.
Can Built Smart Solutions take over as Principal Certifier on a project already underway?
Yes, by agreement with the current certifier or with the written approval of the Registration Secretary. Built Smart Solutions reviews the inspection history, approval documents and compliance certificates before accepting, so the owner knows exactly what has been certified and what still needs to be done.
Appoint Built Smart as your Principal Certifier.
Portal appointment, Notice of Commencement, every inspection in person and the Occupation Certificate, from one Sydney team on a fixed fee. ISO 9001 certified.
Related reading from Built Smart Insights
This guide reflects the EP&A Act 1979, the Development Certification and Fire Safety Regulation 2021 and NSW Planning Portal processes as at October 2026. Portal screen labels change from time to time. Nothing in this article is advice about a particular project. For a fixed fee, request a fee proposal.
