If strata keeps stalling your aircon approval in NSW, first check whether your proposal qualifies as a minor renovation, make sure you have supplied the documents the scheme needs, and ask for a formal decision in writing rather than letting the request sit informally in emails. If the matter still goes nowhere, NSW Fair Trading offers free strata mediation, and NCAT may be available if the dispute cannot be resolved.
For homeowners dealing with air conditioning inner west installations, this can be especially frustrating.
You may already have:
- chosen the system;
- received an installation quote;
- found a suitable outdoor-unit location;
- answered questions about noise;
- supplied plans;
- waited weeks for a response.
Then you receive another email saying:
“The committee is still considering it.”
Or worse:
nothing.
The good news is that NSW strata law does give owners a process to follow.
But the exact route depends on what kind of air-conditioning work you are proposing.
If you’re planning air conditioning inner west, this guide explains what to do before the delay turns into a dispute.
The Quick Answer: What Should I Do First?
If your aircon approval seems stuck, work through these steps:
- Check your strata by-laws.
- Confirm whether the work is a minor renovation or something more significant.
- Make sure your application is complete.
- Ask the strata manager or committee to confirm the date your application was received.
- Ask whether anything else is required before a decision can be made.
- Request a formal written decision.
- If the matter remains unresolved, consider NSW Fair Trading mediation.
- If mediation does not resolve it, consider the relevant NCAT pathway.
Do not start the installation simply because you are frustrated.
NSW Government guidance warns that owners who carry out renovation work without the required approval may have to pay to restore the property to its previous condition.
Is Air Conditioning a Minor Renovation in NSW Strata?
Often, yes.
NSW Government’s current strata renovation guidance expressly lists installing or replacing a reverse-cycle air conditioner as a minor renovation.
That is important because minor renovations have a clearer approval path than major renovations.
But there is a catch.
A minor renovation cannot:
- change the external appearance or structure of the strata property;
- require waterproofing.
If your proposed air-conditioning work affects the exterior or structure in a way that goes beyond a minor renovation, the approval process may be different.
For example, a straightforward system may involve:
- indoor wall unit;
- external condenser;
- small pipe penetration;
- electrical work.
But a more complex job might involve:
- major wall alterations;
- structural changes;
- substantial common-property work;
- roof penetrations;
- major façade changes.
That distinction matters.
Who Actually Approves the Air Conditioner?
It depends on the scheme’s by-laws.
For a minor renovation, NSW guidance says the owner normally applies to the:
- owners corporation;
- strata committee; or
- strata managing agent.
The work may then need to be put to a vote.
For minor renovations, more than 50% of the votes cast at the meeting must support the proposal.
A strata committee can approve minor renovations if the scheme has a by-law giving it that authority.
That detail is worth checking.
Sometimes owners keep emailing the strata manager when the actual decision needs to go to a committee or general meeting.
Ask:
“Who has authority under our current by-laws to approve this particular renovation?”
That one question can reveal why the application has gone nowhere.
The Three-Month Rule You Should Know About
This is one of the most useful 2026 rules for an owner whose application seems to be sitting in a drawer.
NSW Government guidance says that where the strata committee is authorised to consider minor renovation applications, if it refuses an application, it must provide written reasons within three months after receiving the request.
More importantly:
if the strata committee does not refuse the application within three months, the application is taken to have been approved by the committee.
That does not mean every air-conditioning application automatically gets approved after 90 days.
The rule applies in the context of a committee that has the authority under the by-laws to approve the minor renovation.
So before relying on it, establish:
- whether your work is actually a minor renovation;
- whether the committee has delegated authority;
- when the complete application was received;
- whether it was formally refused;
- whether the scheme asked for further information.
Keep good records.
What If They Keep Saying My Application Is “Under Review”?
Ask for clarity.
Send a concise written request asking:
- the date your complete application was received;
- whether the application is being treated as a minor renovation;
- who has authority to decide it;
- whether any further information is required;
- the date the application will be considered;
- whether a meeting needs to be called;
- whether the proposal has been formally refused.
You want to turn:
“We’re looking into it.”
into:
“Your application is scheduled for consideration on X date.”
or:
“We need these three documents before it can be assessed.”
A vague delay is difficult to deal with.
A documented process is much easier.
What Information Should Be in an Aircon Strata Application?
One of the best ways to speed up approval is to make your application difficult to object to.
NSW guidance says owners seeking approval for minor renovations should provide information including:
- plans of the proposed work;
- dates and times for the work;
- qualifications and details of the tradespeople who will carry out the work.
For air conditioning, I would go further.
A strong application should ideally include:
- system type;
- indoor-unit location;
- outdoor condenser location;
- pipework route;
- drainage route;
- condenser dimensions;
- mounting method;
- noise information;
- proposed installation date;
- installer details;
- contractor licence information where relevant;
- who will maintain the system;
- commitment to repair any damage caused by the installation.
The goal is to remove uncertainty.
A committee is more likely to stall when it sees:
“Owner wants AC.”
than when it receives:
“One reverse-cycle split system, condenser located on the rear balcony in the marked position, mounted on anti-vibration feet, pipework following the existing service route, installed by licensed contractors.”
Specifics build confidence.
Why Does Strata Care Where the Condenser Goes?
Because the outdoor unit can affect more than your own lot.
The committee may be considering:
- common property;
- façade appearance;
- noise;
- vibration;
- drainage;
- waterproofing;
- neighbour impact;
- future maintenance;
- access.
That doesn’t make every objection reasonable.
But these are legitimate questions to resolve.
For example, a proposal for air conditioning Leichhardt in an older strata building could involve a condenser that is visible from the street, positioned near another resident’s bedroom or attached to common-property masonry.
A stronger alternative might be:
- ground-mounted condenser;
- less visible location;
- anti-vibration mounts;
- another pipe route.
Sometimes changing one part of the design gets the entire application moving again.
What If Strata Says the Air Conditioner Will Be Too Noisy?
Ask them what evidence they need.
Don’t try to resolve a technical noise concern with:
“It’s a quiet model.”
Provide the actual equipment information.
Useful information may include:
- outdoor-unit sound data;
- condenser position;
- distance from nearby windows;
- anti-vibration method;
- proposed operating location.
The current NSW noise regime also matters.
Domestic air-conditioner noise is subject to restricted-hours and offensive-noise rules.
That makes careful condenser positioning important, especially in apartments and tightly packed Inner West properties.
A technically stronger application is easier for a committee to assess than a verbal assurance.
What If Strata Wants Me to Move the Outdoor Unit?
That does not necessarily mean the application is dead.
Ask why.
Possible reasons may include:
- it is on common property;
- it changes the building appearance;
- it sits too close to a neighbour;
- the mounting method worries the committee;
- there is an existing approved condenser location elsewhere.
Then ask:
“Would the application be approved if the condenser were moved to this alternative position?”
Try to turn an objection into a design condition.
Sometimes the practical answer is simply to revise the proposal rather than escalate immediately.
What If They Keep Asking for New Documents?
This can become frustrating.
First, determine whether the requests are reasonable.
Air-conditioning approval can legitimately require more detail than a simple product brochure.
But if every response produces a completely new request with no clear end point, ask the strata manager to provide:
a complete written list of all outstanding information required for the application to be considered.
That helps prevent an endless drip-feed of questions.
Keep:
- emails;
- application forms;
- plans;
- quotes;
- committee responses;
- meeting minutes;
- dates.
If the dispute later goes to mediation or NCAT, that paper trail becomes useful.
Do I Have to Wait for the AGM?
Not necessarily.
NSW Government notes that renovation approvals can sometimes take time because a strata meeting may need to be held so owners can vote.
Schemes must hold at least one meeting each year, although many hold more.
If the approval requires a general meeting, ask:
“Can an extraordinary general meeting be held rather than waiting for the next AGM?”
Whether that happens will depend on the scheme and applicable process.
But waiting ten months for the annual meeting should not be assumed to be the only possible pathway without asking.
What If the Strata Committee Refuses?
First, ask for the refusal in writing.
You want to know:
- the decision;
- date of decision;
- reasons;
- relevant by-law;
- whether a revised application would be considered.
For minor renovations where a strata committee has the delegated power, NSW guidance specifically says written reasons must be given when the committee refuses the proposal.
Do not respond emotionally.
Read the reason.
Sometimes the refusal identifies an issue you can fix.
For example:
Refusal: condenser visible from street.
Potential solution: move condenser to rear service area.
That may be much faster than beginning a formal dispute.
What If I Think the Refusal Is Unreasonable?
Then the NSW strata dispute process becomes relevant.
NSW Government recommends trying to resolve the issue directly first.
If that does not work, NSW Fair Trading provides a free mediation service, and air conditioners are specifically listed among the types of strata disputes that may be suitable for mediation.
Mediation is not a court hearing.
A neutral mediator helps the parties:
- identify the dispute;
- explain their positions;
- explore possible solutions;
- try to reach agreement.
For many disputes, mediation is required before an NCAT application can proceed.
What Should I Bring to Strata Mediation?
Treat it like a problem-solving session, not a fight.
Prepare:
- your original application;
- strata by-laws;
- installation quote;
- equipment specifications;
- drawings;
- condenser location;
- noise information;
- installer credentials;
- correspondence;
- meeting minutes;
- written refusal, if any;
- alternative installation options.
Then clearly state what you want.
For example:
“I am seeking approval to install one reverse-cycle split system using the revised condenser location shown on the attached plan.”
That is much easier to mediate than:
“Strata never lets me do anything.”
When Does NCAT Become an Option?
If the dispute cannot be resolved through discussion and mediation, the NSW Civil and Administrative Tribunal may be able to make orders.
For renovation-related disputes, NCAT lists several potentially relevant orders.
For example, section 126 deals with an owner seeking consent for existing or proposed alterations or repairs to common property where consent has allegedly been unreasonably refused.
NCAT says applicants should provide evidence such as:
- relevant registered by-laws;
- meeting minutes;
- the request for approval;
- the owners corporation’s refusal.
Mediation is required first for this type of order.
NCAT also lists section 127 applications where an owner seeks an order declaring proposed work to be cosmetic work or a minor renovation.
Which order is appropriate depends on the facts.
This article is general information, not legal advice.
If the matter is significant, disputed or legally complex, consider getting strata-law advice before lodging proceedings.
Can NCAT Force Strata to Approve My Air Conditioner?
Potentially, NCAT can make orders concerning alterations and common property, but it depends on the legal issue and the application you make.
This is why the paper trail matters.
NCAT’s own guidance for section 126 applications asks for information showing:
- what alteration was proposed;
- when approval was requested;
- when it was refused;
- why the refusal is said to be unreasonable.
That is much stronger evidence than:
“I called the strata manager three times.”
Keep everything in writing.
Should I Install the Air Conditioner Anyway?
I would not recommend using frustration as your approval process.
NSW Government warns that if renovation work requiring approval is carried out without it, the owner may have to pay to restore the property.
It can also create problems later when:
- selling the property;
- making an insurance claim;
- dealing with common-property damage;
- receiving complaints;
- carrying out future renovations.
Getting the paperwork right now is usually easier than trying to legalise the installation later.
What If Someone Else in the Building Already Has Air Conditioning?
Useful information — but not automatic approval.
Ask:
- where their condenser is located;
- whether they obtained approval;
- what by-law applied;
- whether the building has a standard AC by-law;
- whether there is an approved installation specification.
If ten apartments already have condensers in the same service area, that may help you formulate a consistent proposal.
But:
“Unit 12 has one.”
does not necessarily mean:
“I can install mine without approval.”
The circumstances may be different.
Can Strata Create a Standard Air-Conditioning By-Law?
Many schemes use by-laws to create a consistent approval framework.
A well-designed air-conditioning by-law can deal with issues such as:
- approved condenser locations;
- installation standards;
- noise;
- vibration;
- waterproofing;
- common-property penetrations;
- maintenance responsibility;
- repair of damage.
If your building receives aircon requests repeatedly, a clear by-law may be better for everyone than reinventing the approval process each time.
How Can KYNEX Air Conditioning Help If Strata Is Stalling?
A large part of getting strata approval is presenting a proposal that the committee can actually assess.
KYNEX Air Conditioning provides residential installation, repairs and maintenance across Sydney, and its published process includes assessing the property before installation.
For a strata application, KYNEX can help clarify practical installation details such as:
- proposed indoor-unit position;
- condenser location;
- pipework route;
- drainage;
- mounting;
- access;
- equipment specifications;
- likely noise considerations;
- alternative locations if the first proposal is rejected.
That technical information can make your strata submission much clearer.
KYNEX cannot make the owners corporation approve the work, and an air-conditioning contractor should not replace legal or strata advice.
But a clear technical proposal can remove many of the reasons a committee keeps asking questions.
What If the System Has Already Been Installed?
Do not ignore the issue.
If the system was installed without required approval, talk to the strata manager about whether retrospective approval is possible.
You may need to provide:
- equipment details;
- installation drawings;
- contractor information;
- evidence of compliance;
- maintenance responsibility;
- information about common-property penetrations.
The exact solution depends on the scheme and work carried out.
If a dispute arises, consider strata mediation or specific advice.
Don’t Forget Ongoing Maintenance
Strata approval is only the start.
Once the system is installed, access for servicing matters too.
If the condenser sits on a balcony or other restricted area, future air conditioning maintenance sydney should be considered during the original design.
Ask:
- Who is responsible for maintaining the unit?
- Who repairs damage caused by it?
- Can technicians access the condenser without entering common areas unexpectedly?
- What happens if a condensate drain leaks?
A good approval addresses the life of the system, not just installation day.
A Practical 7-Day Action Plan
If your application has been sitting around, here is a practical way to restart it.
Day 1: Find the by-laws
Check who can approve minor renovations.
Day 2: Review your original application
Look for missing plans, contractor information or equipment specifications.
Day 3: Ask for confirmation
Request the date the complete application was received and the current status.
Day 4: Resolve technical gaps
Get your installer to provide any missing condenser, noise, pipework or drainage information.
Day 5: Submit one complete package
Put everything into a single clear email or document.
Day 6: Request the decision pathway
Ask:
- who will decide it;
- at what meeting;
- by what date.
Day 7: Create your paper trail
Save all correspondence and documents.
You may not receive approval in seven days.
The goal is to remove the ambiguity that allows a request to drift indefinitely.
Frequently Asked Questions
How long can strata take to approve air conditioning in NSW?
There is no single time limit for every renovation approval because the process depends on the type of work and who has authority to approve it. However, NSW’s current guidance states that where a strata committee has authority to approve a minor renovation, a refusal must include written reasons within three months; if the committee does not refuse within that period, the application is taken to be approved by the committee.
Is reverse-cycle air conditioning a minor renovation in NSW?
Yes, NSW Government currently lists installing or replacing a reverse-cycle air conditioner as a minor renovation, provided the proposed work remains within the minor-renovation category and does not become a structural/external or otherwise major renovation.
Can the strata committee approve my air conditioner?
It can if the scheme’s by-laws give the committee authority to approve minor renovations. Otherwise, the matter may need to be considered by the owners corporation.
What if strata never answers my application?
Confirm when the application was formally received, who has authority to decide it and whether anything remains outstanding. If it is a qualifying minor renovation being considered by an authorised committee, the NSW three-month rule may become relevant. Obtain specific advice before assuming approval.
Can I go straight to NCAT?
For most strata disputes, NSW Fair Trading mediation must be attempted first. NCAT expressly states this requirement for many strata applications.
Is strata mediation expensive?
NSW Fair Trading’s strata mediation service is free.
Can mediation deal with an air conditioner dispute?
Yes. NSW Government specifically lists air conditioners among matters suitable for strata mediation.
Final Verdict: What Should You Do If Strata Keeps Stalling?
If your NSW strata scheme keeps delaying your air-conditioning approval, do not let the application remain an informal email request indefinitely.
Turn it into a documented process.
First establish:
Is it a minor renovation?
Then ask:
Who has authority to approve it?
Then confirm:
When was my complete application received?
Then ask:
What, if anything, is still missing?
If the strata committee is authorised to approve the minor renovation, the current NSW guidance around the three-month refusal period may be important.
If discussion does not resolve the matter, NSW Fair Trading offers free mediation and specifically accepts air-conditioner disputes as suitable strata matters.
And if mediation fails, NCAT may have power to consider orders relating to renovation classifications or unreasonably refused alterations, depending on the facts.
The most effective approach is usually:
complete application → written status request → clear technical evidence → formal decision → mediation if necessary → NCAT only if the dispute cannot otherwise be resolved.
In many cases, the problem is not that strata has permanently decided “no.”
It is that nobody has forced the application into a clear yes, no, or tell-me-exactly-what-is-missing process.
That is where I would start.