Renting with NDIS: How to get landlord approval for home modifications in Victoria

If you live in rental accommodation in Victoria and need NDIS-funded home modifications, getting the right approvals is the first and often trickiest step. Whether it’s a private rental, apartment, retirement village, or public housing property, this guide will walk you through who to ask, what the rules are, and how to handle objections.

Why approval matters for NDIS home modifications

Under NDIS rules, any permanent changes to a rental property, such as installing grab rails, widening doorways, or adding a ramp, needs written permission from the property owner or relevant authority before work can begin. Without it, the NDIA won’t approve your funding request, and builders (including NDIS builders in Melbourne and Victoria) can’t legally start modifications.

The approval process is different, depending on the housing type, so we’ve broken it down for each scenario below.

Private Rentals: How to ask your landlord for permission

1. Start Early, before your OT assessment

Do not wait until the OT report is complete before letting your landlord know. It is important that you inform your landlord immediately if there is a need for modifications.

2. Prepare a Simple Information Pack

Landlords aren’t NDIS experts. Make it easy for them by including:

• A one-page summary of what modifications are proposed (e.g., “install two grab rails in the bathroom”)
• Confirmation that the work will be done by NDIS-registered builders
• A statement that all modifications comply with Australian Standards and building codes
• An outline of who pays (NDIS covers the modification; you or your landlord covers ongoing maintenance)
• A note that the property will be restored to its original condition when you move out, if required

3. Use a Sample Permission Letter

Here’s a template you can adapt:

4. Send a follow-up in writing

If your landlord verbally agrees, get confirmation in writing (email is fine). The NDIA and your builder will need this as part of the evidence for your home modification request.

What if your landlord says no?

Common refusals from landlords include worries about damage, restoration, or maintenance. Address each concern directly, and if necessary, approach Tenants Victoria or VCAT for unreasonable refusals.

Apartments & strata: Getting owners corporation approval

If you live in an apartment, townhouse, or unit and are subject to an owners corporation, you will need two layers of approval:

1. Landlord approval (if you’re renting)
2. Owners corporation approval (if the modifications involve the common property or exteriors)

When do you need the approval of the owners corporation?

Generally, the owners corporation approval will be needed when the proposed modification:

• Affects common property (e.g., hallway, foyer, shared pathways)
• Changes the external appearance of the building (e.g., external ramps, balcony modifications)
• Involves structural work or noise that could impact other residents

How to apply

• Submit a written request to your owners corporation manager or committee
• Include the same information pack you’d give a landlord (see above)
• Highlight that the work is NDIS-funded, disability-related, and complies with building codes
• Check what special bylaws may apply to your strata (for example, noise regulations, timeframes).

Tips for success

• Position the request as a reasonable change under disability law
• Propose to use licensed, insured builders who will minimise disruption
• If the owners corporation refuses, seek advice from a strata advocacy service or legal aid

Retirement villages: Navigating management approval

The terms in the residence agreement in retirement villages contain special clauses relating to renovations. Approval usually comes from the village manager or operator, not an individual landlord.

Important considerations

• Check your residency agreement for clauses about alterations or modifications
• For some villages, there might be a maintenance team that performs all work even when funded by NDIS
• External modifications (e.g., ramps, handrails) may require village-wide planning approval

How to proceed

• Contact the village manager in writing with your requested modifications
• Provide them with an information pack (OT summary, builder credentials, compliance statements)
• Ask if the village has a preferred builder or approval form you need to complete

What if they say no?

• Ask for the refusal in writing with the explanation why
• Request a meeting to discuss alternative solutions (e.g., removable ramps, non-permanent grab rails)
• Contact a tenancy advocacy service for support

Public housing: Approval through Housing Victoria

If you live in Housing Victoria public housing, the approval process is different again. You’ll need consent from Housing Victoria (or your housing provider), not a private landlord.

How it works

• Contact your Housing Victoria housing manager or client services team
• Submit a written request with your OT assessment and proposed modifications
• Housing Victoria may have its own maintenance team or preferred builders for the work
• For complex modifications, they may coordinate directly with the NDIA

Important notes

• Housing Victoria generally supports disability-related modifications, but timelines can be longer than private rentals
• You won’t be asked to restore the property when you move out (since it’s public housing)
• Ongoing maintenance is usually the housing provider’s responsibility, not yours

If you encounter delays

• Follow up in writing and keep a record of all communications
• Ask your support coordinator or OT to escalate the request if needed
• Contact the Victorian Equal Opportunity and Human Rights Commission if you face unreasonable barriers

What happens after approval?

Once you have written consent from the relevant authority (landlord, owners corporation, village manager, or Housing Victoria):

1. Your OT finalises the assessment and submits the quote to the NDIA
2. The NDIA reviews and approves the funding (usually within 2–4 weeks)
3. Your NDIS builders schedule the work and complete it to Australian Standards
4. You keep a copy of all approvals and invoices for your records

Maintenance & ongoing responsibilities

Remember: while the NDIS funds the initial modification, ongoing maintenance responsibilities vary:

• Private rentals: Usually the tenant’s responsibility (unless negotiated otherwise)
• Apartments/strata: Often the owner’s or owners corporation’s responsibility for common property
• Retirement villages: Usually the village operator’s responsibility
• Public housing: Usually the housing provider’s responsibility

Clarify this in writing when you seek approval to avoid disputes later.

Need help navigating the process?

Restore Home Modifications works with renters, apartment dwellers, retirement village residents, and public housing tenants across Melbourne and Victoria every day.

If you don’t know where to start, how to organize your paperwork, or need a builder who is familiar with NDIS specifications, contact us or reach out to us for a quote. We can assist you in preparing your documents and getting the process done right.

FAQs: NDIS home modifications for renters in Victoria

Can I get NDIS home modifications if I rent?

Yes. The NDIS funds home modifications for renters as long as you have the relevant written consent (landlord, owners corporation, village manager, or Housing Victoria). The modifications must be reasonable and necessary for your disability, and comply with building codes and Australian Standards.

What counts as a “home modification” under the NDIS?

Home modifications are custom-built changes to your home’s structure, layout, or fittings that help you access and use your home safely. Home modifications can include changes such as grab rails, ramps, stair lifts, door widening, and bathroom or kitchen alterations.

Does the landlord (or housing provider) have to pay for the modifications?

No. The NDIS covers the full cost of approved home modifications through your Capital Supports budget. The landlord or housing provider’s role is to give written permission; they are not financially responsible for the work.

Who pays for ongoing maintenance after the modifications are installed?

It depends on your housing type:

• Private rentals: Usually the tenant’s responsibility (unless negotiated otherwise)
• Apartments/strata: Often the owners corporation’s responsibility for common property
• Retirement villages: Usually the village operator’s responsibility
• Public housing: Usually the housing provider’s responsibility

Clarify this in writing when you seek approval.

What if my landlord (or housing provider) refuses to allow modifications?

If your landlord refuses, ask why and address their concerns (e.g., property damage, restoration). If they still say no:

• Contact a tenancy advocacy service (e.g., Tenants Victoria)
• Ask your OT/support coordinator to provide a medical necessity letter
• In some cases, VCAT or the Victorian Equal Opportunity and Human Rights Commission can review unreasonable refusals

Do I need to restore the property when I move out?

It depends on your agreement:

• Private rentals: Some landlords require modifications to be removed; others are happy for them to stay
• Apartments/strata: Usually no restoration required unless the owners corporation requests it
• Retirement villages: Check your residency agreement
• Housing Victoria/public housing: No restoration required

Include your restoration plan (if any) in your written consent to set clear expectations.

Can I make minor modifications (like grab rails) without asking?

No. Even minor modifications require written consent from the relevant authority under NDIS rules. Without it, the NDIA won’t fund the work, and builders can’t proceed legally.

How long does approval take?

There’s no fixed timeframe, but most landlords or housing providers respond within 1–2 weeks if you provide clear information. Start the conversation early, before your OT finalises their assessment, to avoid delays. Housing Victoria/public housing approvals may take longer.

What if my property is managed by a real estate agent?

Agents can seek landlord approval on your behalf. Provide them with the same information pack and permission letter template. Agents are usually more responsive because they understand tenancy laws and NDIS processes.

Can I get NDIS home modifications in an apartment or strata property?

Yes, but you may need both landlord consent and owners corporation approval. This is common for external modifications like ramps or for common areas.

Do I need to use an NDIS-registered builder?

For complex home modifications, yes, you must use an NDIS-registered builder. For minor modifications, registration isn’t mandatory, but it’s strongly recommended to ensure compliance and quality.

What evidence do I need to submit to the NDIA?

You’ll need:

• Written consent from the relevant authority (landlord, owners corporation, village manager, or Housing Victoria)
• An OT assessment and quote
• Proof the builder is licensed and (if required) NDIS-registered
• A summary of the proposed works and how they meet your goals

Can I be evicted for requesting NDIS home modifications?

No. Requesting reasonable disability-related modifications is protected under Victorian tenancy law. If you face retaliation, contact Tenants Victoria, the Victorian Equal Opportunity and Human Rights Commission, or VCAT immediately.

What if I move to a new rental property?

You’ll need fresh consent from the new landlord or housing provider. Some modifications (like portable ramps) can be moved with you; fixed modifications (like bathroom renovations) cannot.

Where can I get help with the process?

Restore Home Modifications supports renters, apartment dwellers, retirement village residents, and public housing tenants across Melbourne and Victoria with NDIS home modifications from start to finish. We can help you prepare documentation, liaise with landlords or housing providers, and ensure your modifications are approved and completed to Australian Standards.

Thinking about a modification for your own home? Restore Home Modifications is a registered NDIS provider based in Melbourne, specialising in home modifications for people with disability across Victoria. If you have questions about your funding or your next steps, get in touch with our team or request a quote.