If the authority has told you to advertise an application in a newspaper, booking the advertisement is only half of the job. Afterwards you may have to show that it actually ran, in the right publication, on the right dates. This article explains what is worth keeping and why, and where the answer to "what will the authority accept?" comes from.
Newspaper notice is one method among several
Under the Planning and Environment Act 1987, an authority that has to give notice may use a sign on the land, a notice in local newspapers, personal delivery or post, or another appropriate method. For some applications, including certain covenant-related ones, the Act requires both a sign and a newspaper notice unless the applicant has been directed to give notice themselves. The authority's written instruction for your application says which methods apply and who is responsible for each.
Treat each method as its own task with its own evidence. A photograph of a sign is not proof that a newspaper advertisement ran, and the date a sign went up is not the date of publication.
Who decides what is acceptable
The responsible authority does. Some ask for a copy of the published notice, others for confirmation from the publisher, and the form can differ from one council to the next. If the instruction does not say, ask before you book the advertisement. The same logic applies outside planning: for a liquor licence application, Liquor Control Victoria tells the applicant which dates to publish on and which template to use, and the applicant must follow those details.
What is worth keeping
| Evidence | What it shows |
|---|---|
| The advertisement as published, with the masthead and date visible | That it ran, where and when |
| A copy of the publisher's confirmation or booking record | That the publisher accepted and scheduled it |
| For online placements, a dated capture showing the web address and the notice | That it appeared at that address on that date |
| The invoice or receipt | That the placement was paid for and matches the booking |
| The approved text that was supplied | That the published wording matches what the authority approved |
| The authority's instruction naming the publication and dates | That the placement met the instruction |
Keep everything with the application number so it can be found months later.
Mistakes that cause problems
Relying on a proof that never ran. A layout proof or a screenshot of a draft is not evidence of publication. Wait for the real thing.
Assuming dates line up. The date the sign was installed, the date letters were posted and the date the newspaper notice appeared are three different dates. Record each one, because the authority may calculate its periods from the notice process it has set.
Changing the wording. Supply the approved notice text exactly. If the authority issues a revised notice, replace the advertisement text too and keep the superseded version on file.
Choosing the wrong publication. If the authority names a newspaper, or a circulation area, use that one.
How we can help
We coordinate newspaper placements for planning notices from the instructions we are given, and collect the proof of publication for your file. Send us the notice text, the publication and dates the authority has specified, and the application number. We do not decide which methods an application requires or what evidence the authority will accept.
Request a quote for mail-out and publication help, or read how the same job works alongside notice installation when a sign is also required.
Related: Mail-out and publication services · Request a quote