Preparing a Comprehensive Tree Report for Victorian Planning Permits: A Guide for First-Time Applicants

Applying for a planning permit in Victoria involves multiple steps, documents, and technical requirements. One of the most common requirements for developments involving vegetation is a tree report. Councils across Melbourne and regional Victoria rely on these reports to evaluate the environmental and structural impacts of proposed construction, subdivision, or land use changes. For first-time applicants, this process can feel confusing, especially when different councils have different expectations and overlay controls. As qualified consulting arborists, we prepare tree reports that help applicants navigate these requirements with confidence and clarity.

Understanding what a tree report includes and why councils require one is essential for anyone preparing a planning application. A clear and detailed report helps applicants avoid delays, prevent Requests for Further Information, and ensure that developments align with environmental planning standards. This guide explains what first-time applicants need to know about tree reports in Victoria, how we complete assessments, and why early planning is important for responsible development.

Why Victorian Councils Require Tree Reports for Planning Permits

Tree reports are requested when a proposal may impact vegetation on the site or on surrounding properties. Councils want evidence that applicants understand these impacts before works begin. Vegetation protection is a key part of the Victorian planning framework, and councils use tree reports to make informed decisions about development proposals.

Tree reports may be required for:

• Construction of new dwellings
• Multi-unit developments
• Extensions or renovations
• Subdivision of land
• Removal or pruning of trees
• Driveway or landscape alterations
• Infrastructure upgrades and drainage works

Trees on private properties, nature strips, and neighbouring properties may all be relevant, depending on their proximity to the development site. By reviewing a tree report, a council can determine whether the proposal meets planning objectives and whether protected vegetation will be managed responsibly.

Tree reports also help demonstrate alignment with local overlays such as:

• Vegetation Protection Overlays
• Significant Landscape Overlays
• Heritage Overlays
• Environmental significance controls

These overlays are designed to preserve trees that contribute to neighbourhood character, biodiversity, or heritage value. A tree report provides the evidence needed to assess whether a proposal respects these values.

What a Comprehensive Tree Report Includes

A detailed tree report must meet professional arboricultural standards and match council expectations. As consulting arborists, we prepare comprehensive assessments that include the following components.

Tree identification and location mapping

Each assessed tree is identified by species, age class, and origin. We record location, measure trunk diameter, and map the tree in relation to the proposed development.

Health and structural assessment

We evaluate each tree for signs of disease, decay, canopy density changes, pest activity, and structural concerns such as limb faults or trunk defects. This information helps determine long-term viability.

Tree Protection Zones and Structural Root Zones

We calculate Tree Protection Zones and Structural Root Zones in accordance with industry standards. These measurements help determine acceptable construction boundaries.

Impact assessment of proposed works

We analyse how changes to soil levels, excavation, trenching, built structures, or service installations may affect each tree.

Neighbouring tree considerations

Trees located on adjoining properties often influence planning outcomes. We include these trees where they fall within relevant distances.

Management recommendations

This section provides practical guidance such as protection fencing, access restrictions, alternative excavation methods, or recommended arborist supervision.

Retention and removal recommendations

Our conclusions are based on objective arboricultural evidence. Significant or viable trees may be recommended for retention, while declining or hazardous trees may require removal.

Each report is prepared with clarity so planners and applicants understand the condition of the vegetation and the implications for the proposed development.

More information on our tree assessment services is available at https://www.arborplans.com.au/.

Common Reasons Tree Reports Delay Planning Permits

First-time applicants are often surprised when councils request additional information after a tree report is submitted. Delays can occur when the report lacks detail or does not address all planning concerns. Common issues include:

Incomplete tree data

Missing measurements, unclear mapping, or incomplete site assessments will often trigger a Request for Further Information.

Lack of impact analysis

Some reports only describe trees without discussing how works will affect them. Councils require clear impact findings.

No consideration of neighbouring trees

Roots and canopies from adjoining land are often forgotten. Councils require acknowledgement when development may affect trees outside the property boundary.

Unclear recommendations

Reports must outline practical steps for minimising harm and maintaining compliance during construction.

Failure to match overlay requirements

Each overlay has specific triggers. Reports must address these directly rather than generically.

By preparing reports that anticipate these issues, we help applicants avoid unnecessary delays.

How Early Arboricultural Assessment Supports Better Project Outcomes

Many first-time applicants wait until the end of the design phase before engaging an arborist. However, early arboricultural assessment provides several advantages.

Accurate design planning

Architects and designers can incorporate Tree Protection Zones into concept plans, avoiding conflicts with future excavations, foundations, or building envelopes.

Reduced need for redesign

Late-stage assessments sometimes uncover root conflicts or tree retention obligations that require changes to plans. Early assessment prevents this disruption.

Improved permit approval speed

A detailed report submitted with the initial application reduces the likelihood of Requests for Further Information.

Support for construction teams

Builders can plan site access, sediment control, and excavation methods based on arboricultural instructions.

Protection of valuable vegetation

Early awareness of constraints leads to better long-term outcomes for trees and for the development itself.

We advise applicants to contact us as soon as preliminary plans are drafted, ensuring that all vegetation considerations are addressed from the outset.

Understanding Tree Protection Requirements During Construction

Protecting trees during construction is one of the key responsibilities highlighted in a tree report. Councils expect applicants to follow the recommendations provided to ensure retained trees remain safe and stable throughout the project.

Protection measures may include:

• Installation of tree protection fencing
• Avoidance of machinery movement within Tree Protection Zones
• Alternative excavation techniques
• Boring instead of trenching for service installations
• Onsite arborist supervision during sensitive works
• Soil moisture and compaction management

These measures reduce stress on retained trees and prevent long-term decline. Following these guidelines helps ensure applicants remain compliant with planning conditions after the permit is issued.

Navigating Planning Permits as a First-Time Applicant

For many first-time applicants, planning regulations can seem complicated. Councils often require multiple documents, including architectural drawings, site surveys, drainage designs, planning statements, and arboricultural assessments. We help applicants understand the vegetation-related aspects of the process so they can prepare accurate and complete submissions.

Our knowledge of Victorian council requirements allows us to tailor each report to the specific municipality involved. This is important because expectations vary between councils such as Yarra, Moreland, Darebin, Boroondara, Glen Eira, Brimbank, Whittlesea, and Wyndham. By addressing local requirements directly, our reports support a smoother assessment process.

We also work closely with surveyors, architects, landscape designers, and developers to ensure arboricultural considerations are fully integrated into the project. This collaboration reduces the risk of conflicting information and helps achieve workable, compliant design outcomes.

How We Support First-Time Applicants Through the Arboricultural Process

Our experience preparing tree reports for a wide range of Victorian developments allows us to offer clear, practical guidance tailored to applicants who may be navigating the system for the first time.

We assist by:

• Identifying which trees are relevant to the application
• Explaining planning controls that affect vegetation
• Conducting thorough on-site assessments
• Preparing clear, council-ready documentation
• Communicating with applicants throughout the process
• Offering guidance on implementing tree protection measures
• Providing additional advice if councils request clarification

Our goal is to provide accurate and reliable reports that support both the development proposal and council expectations. A well-prepared tree report is a valuable tool that builds confidence in the planning process and ensures vegetation considerations are handled responsibly.

Further details about our tree reporting services can be found at https://www.arborplans.com.au/.