A solar STC claim is built from several documents, not one. The retailer written statement is the one many small businesses forget, because they think of themselves as installers first.
What it is
Under the Regulator’s guidance, a business that sells a small-scale solar system to a customer is a solar retailer. Before selling and installing, the retailer provides written information to the system owner, including the names and details of the accredited designer and installer who will do the work. The retailer must also keep a record of the required information, and the Regulator’s guidance sets a minimum of five years for retention. The documents needed for a solar PV claim include the designer and installer compliance statement and a written statement from the retailer.
In plain terms, the retailer statement says: this business sold this system to this owner, and the people named designed and installed it, with their accreditation details.
What a good template contains
Use the Regulator’s current guidance as the starting point, then check it against these practical fields:
- The retailer’s legal name, ABN and contact details.
- The owner’s name and the installation address.
- The system description: size, panel and inverter brand and model.
- The name and accreditation number of the designer and of the installer.
- A statement that the retailer has complied with the scheme requirements that apply to it.
- The name, role, signature and date of the person signing for the retailer.
Keep the wording close to the Regulator’s version. Customising it heavily creates more risk than it removes.
Template habits that work
- Fill it at quote acceptance, not after the job.
- Auto-populate the owner and system fields from the CRM or quoting tool, so it matches the assignment form. Mismatches between documents are a common audit finding.
- Version it. If the guidance changes, retire the old template and record the date.
- Store it with the job so that one search brings up everything.
From the desk: if you sell and install under one business, you still need to be able to show both roles separately. The statement should say so rather than leaving the auditor to guess.
Who the retailer rules apply to
If you are unsure whether you are a retailer for scheme purposes, read the broader solar retailer requirements. Subcontract arrangements, lead-generation partners and sales-only companies can change who the retailer is.
What this means for installers
Treat the retailer statement as part of the sales process, not the lodgement process. The installer and designer statements are covered on the next page. Energy Merchants’ compliance desk checks that the documents exist and agree with the claim before lodgement, and the general flow is on how it works. For related reading see STC trading, the resources hub and our audit guide.