TrustMark lodgement is the final step in every PAS2035 retrofit project — the formal record that the work was planned, coordinated and installed in compliance with the standard. Without a successful lodgement, funding scheme payments cannot be claimed, and the project has no verifiable compliance record.

For Retrofit Coordinators, lodgement is also the point at which any gaps or errors in the project documentation become apparent. A thorough approach to documentation throughout the project — not just at the end — is the most reliable way to ensure that lodgement is straightforward rather than a source of delays and remediation.

What TrustMark Lodgement Involves

Lodgement is completed through the TrustMark data warehouse, which the RC accesses via their assessment body's software platform. The lodgement record includes data about the property, the measures installed, the parties involved and the compliance documentation produced at each stage of the project.

TrustMark does not review every lodgement in detail before accepting it, but the data submitted is subject to audit. A lodgement that contains inconsistencies, missing documents or incorrect data creates a compliance record that will not withstand scrutiny if the project is selected for audit by the funding scheme administrator.

Documents Required for Lodgement

The complete documentation set for a PAS2035 project includes outputs from all four stages. Before attempting lodgement, the RC should confirm that all of the following are in place and consistent with each other:

Stage 1 — Assessment Documents

• RdSAP assessment report from an accredited assessor
• Condition survey findings covering ventilation, moisture, structural defects and other relevant factors
• Stage 1 advice letter issued to the resident

Stage 2 — IOE and MTP Documents

• Improvement Option Evaluation document
• Medium Term Plan agreed with the project client
• Stage 2 advice letter issued to the resident
• Evidence of client agreement to the proposed works

Stage 3 — Design Documents

• Retrofit design produced by a qualified Retrofit Designer
• Ventilation assessment and strategy
• Overheating assessment where required
• RC sign-off of the design
• Stage 3 advice letter issued to the resident

Stage 4 — Installation and Handover Documents

• Installation certificates from PAS2030-certified installers for each measure
• MCS certificates where applicable (heat pumps, solar PV)
• Quality assurance records and any non-conformity log
• Evidence that non-conformities were resolved before handover
• Stage 4 advice letter issued to the resident
• Project handover pack provided to the resident
• Claim of compliance signed by the RC

Common Causes of Lodgement Failure

The most frequent causes of lodgement problems are documentation gaps that accumulated during the project rather than errors at the lodgement stage itself. The most common include:

• Ventilation assessment missing or not updated following fabric measure changes during installation
• Design documents not updated to reflect measures as actually installed
• Non-conformities recorded but not formally closed out with evidence of resolution
• Installer PAS2030 certification not verified before works commenced — sometimes discovered at lodgement
• Advice letters not issued at the correct stage or not signed by the resident
• Inconsistency between the IOE measures modelled and the MTP measures agreed and the measures actually installed

The Audit Trail Requirement

TrustMark lodgement creates a permanent compliance record for the property. This record must demonstrate that every decision made during the project — including any deviations from the original MTP — was documented, justified and signed off appropriately.

Where the measures installed differ from those originally agreed in the MTP, the RC must document the reasons and update the IOE and MTP accordingly. An undocumented change — even one that improved the outcome for the resident — creates a compliance gap that will be flagged in audit.

Timing

Lodgement should be completed promptly after project handover. Funding scheme conditions typically specify a maximum period between installation completion and lodgement — this varies by scheme but is generally measured in weeks rather than months. Allowing lodgements to accumulate across multiple projects before submitting creates administrative risk and increases the likelihood of documentation gaps becoming apparent too late to address easily.

Building the lodgement preparation into the project plan — rather than treating it as an end-of-project task — is the most reliable approach. By the time installation is complete, all Stage 1, 2 and 3 documentation should already be finalised and checked. The Stage 4 documents are then the only remaining requirement.