VicRoads Club Permit Application Form: Every Form Explained
A new Victorian club permit takes two forms: the club permit application form and the vehicle eligibility and standards declaration for club permit vehicles form. Both are signed by an official of your approved club, both must be originals, and both are lodged in person at a VicRoads Customer Service Centre. Renewals, club changes and modifications use different paperwork again.
Every VicRoads club permit form, and when you use it
Transport Victoria lists the forms and documents related to club permits: the club permit endorsement, the club permit agreement, the club permit application, the club permit scheme approved club office bearers and scrutineers form, and the vehicle eligibility and standards declaration for club permit scheme vehicle. VicRoads publishes them as PDFs. Here is what each one is actually for.
| Form | When you use it | Who signs it |
|---|---|---|
| Club permit application form | A new club permit | You, and an official from your club |
| Vehicle eligibility and standards declaration for club permit vehicles | A new permit, a club change, and again after any modification | A club official, safety officer or scrutineer |
| Club permit endorsement form | A renewal, when a club official cannot sign the renewal notice in person | Club president or club permit scheme officer |
| Club permit renewal notice | Every renewal. VicRoads posts it about six weeks before expiry | You, then a club official |
| Club permit agreement | Held between VicRoads and the approved club | The club |
| Club permit scheme approved club office bearers and scrutineers | The club tells VicRoads who is authorised to sign | The club |
| Authority to act as an agent form | Someone applies on your behalf, or the holder is a company | You and your agent |
| Signed letter to VicRoads | Changing clubs, or changing the vehicle description | You, plus a club official for a description change |
VicRoads does not publish form numbers in its club permit pages, so none are given here. Ask for forms by their official names above; that is how counter staff and club officers refer to them. The source pages are VicRoads’ Get a club permit, Renew or extend a club permit and Transport Victoria’s club permits page.
The vehicle eligibility and standards declaration
This is the form the whole application turns on. VicRoads: “You’ll need to complete this form to show that your vehicle meets safety standards and can be used on the road network.” A club official signs it, and in signing puts the club’s name to the claim that the vehicle is eligible and safe.
It carries two hard conditions. First: “If your vehicle was made after 31 December 1948, a club official can only sign if the roadworthy certificate is current and within 30 days of the application.” Second: “You have 30 days from the date on the Vehicle eligibility and standards declaration form to submit your permit application. If we don’t receive it by then, you’ll need to reapply.”
The same form comes back later in the permit’s life. You need a new one when you modify the vehicle, where VicRoads asks the club to re-inspect and issue a new declaration, sent back within 14 days of the modification. And you need one from your new club for each vehicle when you change clubs. More on both in roadworthy and inspection and club transfers.
What to bring to VicRoads, and what it costs
A new club permit is lodged in person. VicRoads lists what to bring, and it wants originals throughout:
- Evidence of identity for the club permit holder, and for an authorised agent if you have one.
- A completed authority to act as an agent form if the holder is a company or incorporated association.
- An original completed club permit application form.
- An original completed vehicle eligibility and standards declaration.
- An original roadworthy certificate if the date of manufacture is after 1948. VicRoads notes this is optional for vehicles made before 1949.
- An original VASS approval certificate if your vehicle needs one, for modified, individually constructed, street rod or certain imported vehicles.
- Evidence the vehicle was made for the Australian market, such as a photo of the Australian compliance plate or the build plate fitted to the vehicle. For vehicles not made for the Australian market, a Vehicle Import Approval, or the VIN entered on the Register of Approved Vehicles.
- Payment of the permit, number plate and logbook fees.
You walk out with the permit, plates, a logbook, a club permit certificate and windscreen labels. One thing to plan for if the vehicle is coming from interstate: “if the vehicle is registered in another state, you must send the number plates to VicRoads. If you can’t return them, contact the other state’s authority.”
The fee figures are on pricing, and the four-step process is on get a club permit.
The mistakes that get applications sent back
Almost every rejection is procedural rather than about the vehicle. The common ones, in the order they bite:
- A stale roadworthy certificate. Thirty days from issue, no extensions. Get it, then move.
- A stale declaration. Also 30 days, running from the date the club official signed it.
- Photocopies instead of originals. VicRoads asks for originals of both forms and of the roadworthy certificate.
- The wrong signatory. A club safety officer cannot endorse a renewal notice; that is for the club president or the club permit scheme officer.
- No Australian market evidence. A photo of the compliance plate or build plate is a two-minute job that is easy to forget.
- A VIN or chassis number that is not clearly stamped. VicRoads requires the number to be clearly stamped on the vehicle.
- A vehicle already on a permit, or a statutory write-off. Both are disqualifying, so check before you pay for a roadworthy.
- Missing VASS or ASRF paperwork where the vehicle is modified, individually constructed, a street rod or an eligible import.
The guided alternative to filling forms alone
The forms themselves are VicRoads documents and always will be. What varies between clubs is how much of the work you do unaided. With Club Plate Co you answer questions online, upload your roadworthy certificate and photos, and we prepare and endorse the vehicle eligibility and standards declaration and the club permit application for you to sign. You take the originals to VicRoads.
The checks we run before endorsing are the ones that cause rejections: whether the build date clears the 25-year test, whether your roadworthy certificate is inside its 30 days, whether the vehicle needs VASS or ASRF paperwork, whether the compliance or build plate photo is legible, and whether the vehicle is already listed on a permit.
Membership is $99 a year and endorsement is included, for new permits, renewals, additional vehicles and club transfers. Get a club permit, see how it works, or read the Club Permit Scheme overview.
Club permit form questions
Which form do I need for a VicRoads club permit?
Two, for a new permit: the club permit application form and the vehicle eligibility and standards declaration for club permit vehicles form. Both are signed by an official of your approved club, and VicRoads requires the originals, not copies, when you lodge at a Customer Service Centre.
Who signs the club permit application form?
You sign it as the applicant, and an official from your vehicle club or association signs it as the club. VicRoads: “you’ll need to get the below forms signed by an official from your vehicle club or association”. For a renewal notice the signing roles are narrower: club president or club permit scheme officer, not the safety officer.
Where do I lodge my club permit application?
At a VicRoads Customer Service Centre, in person, with the original forms and payment. VicRoads: “When you apply at the service centre, you will be given a club permit right away if you meet all applicable requirements.” There is no postal or online lodgement for a new club permit application.
Can I submit a copy or a scan of the forms?
No. VicRoads asks for “an original completed Club permit application form” and “an original completed Vehicle eligibility and standards declaration”, plus an original roadworthy certificate where one applies. On renewals it goes further and rules out “a scanned image of a signature that’s been pasted into the form”.
Is there a club permit renewal form?
Not as a separate document. VicRoads posts a renewal notice about six weeks before the permit expires, and the notice is what you sign and have endorsed. The club permit endorsement form exists only for when a club official cannot sign your notice in person. See how to renew your club permit.
Why do VicRoads reject club permit applications?
Most often on timing and completeness: a roadworthy certificate older than 30 days, a declaration signed more than 30 days before lodgement, a missing original, no evidence the vehicle was built for the Australian market, or a signature from a club official who is not authorised for that form. All of them are avoidable.
What form do I need to change the club my permit is linked to?
A new vehicle eligibility and standards declaration from your new club, one for each vehicle, plus a signed letter to VicRoads and a letter from an official at the new club confirming your membership. There is no dedicated transfer form. See changing clubs.
Start whenever it suits. Pay only when everything’s in.
Your classic deserves to be driven. Begin your application now and it waits for your roadworthy — we don’t charge you until it’s all in hand. Not sure you’re eligible? It’s just the build date: 25 years or older and you’re in.