How to send and access evidence in a residential tenancy case

If you don't, the hearing may be delayed.

Hearings only run for a limited time and the VCAT members and all parties need to know what document you're referring to when you give evidence.

How do I prepare and give my evidence to the other party?

Before your hearing, you must gather all the evidence for your case and send it to the other party. This is so all parties involved in the dispute have the same information.

Here’s what you need to do:

1. Gather all the evidence that you wish to rely upon at the hearing.

2. Save a copy of each of your documents using a file name that is easy to refer to, for example "s91ZM NTV No 3", "Ingoing condition report", "Video of incident 2.10.24", "Photo damage kitchen bench".  

   • Photographs must be in colour,  include the date they were taken on,  and identify the room/area of the property they were taken in.

   • When emailing evidence to the other party, you must attach each file separately. Do not send them as links or zip files.   

3. Email or post your evidence to the other party. 

4. Confirm you’ve sent all the required documents to the other party by uploading proof, such as an email copy or registered post receipt, in the evidence portal. (A link to this portal will be emailed to you after you apply.)   

How do I submit my evidence to VCAT for the hearing?

You will receive an email from VCAT which includes a link enabling you to upload your documents directly to VCAT's portal for the member to view – the email will be titled: ‘VCAT evidence link’ and will include the case file number and rented premises address.

You must submit your evidence at least 3 days prior to your hearing. (This may be sooner for urgent cases.)

Click the link to upload and submit your evidence. Ensure you have shared these files with the other party. Do not submit any other information using this link.

If you have multiple cases in progress, they will each have a separate upload link.

The link is active for 6 months from the date it is sent to you. If the case is still active after 6 months, you will require a new link. 

If you are attending a hearing in person at one of our VCAT venues, you must also bring a paper copy of all your documents to the hearing for the Member. If you have not provided VCAT with an email address, please contact us immediately on renting@courts.vic.gov.au to advise of your email address and ask for your evidence link.

If you have any requests (e.g. an update to party details or an adjournment request), email them to renting@courts.vic.gov.au and include your case reference number in the subject line. Do not submit requests using the evidence link.

Accepted file formats and upload guidelines

• Upload files in PDF, DOC, DOCX, CSV, XLS, XLSX, JPG, or PNG formats.

• Ensure files are not password-protected or restricted by security settings.

• File size limits: Up to 90MB per file and 500MB total. Learn how to make your file smaller.

• We do not accept: ZIP files, cloud storage links, or unsupported formats.

Requesting case documents 

If you haven’t received documents from the other party in your case, you can request copies by emailing us at renting@courts.vic.gov.au 

We can email you:

• Any orders made

• The original application

We can also arrange access to other case documents, which may take up to five business days, depending on the request.

If your hearing is within 48 hours, please label your e-mail as urgent and call us on 1300 018 228  so we can help. 

For faster access, contact the other party or their representative (such as a real estate agent). The applicant is legally required to provide copies of the application to all parties involved.

Who can access documents

You can access documents submitted by others in a rental property case for free if you’re:

• a party in the case (applicant or respondent)
• representing a party at the hearing – for example, you are the renter’s representative or the rental provider's estate agent
• advising or assisting a party who has given you permission to access documents on their behalf.

How to apply for access

Email renting@courts.vic.gov.au using the template below or call 1300 01 8228.

If you call us, we must still have your request by email as the record of permission to access documents.

You don’t need to send us a separate consent signed by your client.

Email template for your access request

If you’re from a support agency:

Subject: Document request – [party name/VCAT reference number]

My name is [your name] from [agency] and I am assisting or representing [party name] in [VCAT reference number]. I have permission to access documents on their behalf.

The hearing is scheduled for [time and date].

I need/do not need the documents urgently.

I would like to access these documents: [list the documents that you want].

My telephone number is [your telephone number].

If you’re a party:

Subject: Document request – [party name/VCAT reference number].

My name is [name] and I am the [applicant/respondent] in [VCAT reference number for your case].

My hearing is scheduled for [time and date].

I would like to access these documents: [list the documents that you want].

My telephone number is [your telephone number].