Frequently Asked Questions

Please note that these instructions relate ONLY to the Export Controls website and not to wider Defence access.

What do I need in order to submit an application via the Forms Website?

Before you can submit an application from the website, you must first create a new User Account. This User Account will provide you access to the various applications forms you will require to deal with Defence Export Controls (DEC) and the Australia-US Trade Treaty teams.

If you have not previously engaged with Defence Export Controls and received a Defence Client Registration Number (DCRN), you will first need to submit a Customer Registration form (CRF).

Once you have a DCRN you will be able to submit applications to:

export goods or supply technology that are listed in the Defence and Strategic Goods List;
export goods, or supply technology or services, which may be used in a Weapons of Mass Destruction program;
become an Australian Community member for the purposes of the Defence Trade Cooperation Treaty;
become an Intermediate Consignee for the purposes of the Defence Trade Cooperation Treaty;
transition an article into the Defence Trade Cooperation Treaty;
apply for an International Import Certificate, Delivery Verification Certificate or Non-Transfer and End-Use Certificate;
register as a Broker;
conduct a brokering arrangement; or
receive US export controlled technology from the Commonwealth under a Third Party Transfer authorisation.

If you already know your DCRN, you can submit any type of application.

For more information on the export controls process go to the Register as a DEC Client page.

Will I receive a receipt or other acknowledgement advice when my form is submitted?

Your form will remain listed in the "My Applications" section of the Forms Dashboard for 30 days after submission. If you require a soft copy of the submitted form for your records, you will be able to download a PDF version of the submitted application. When you submit the form, the application is forwarded securely to Defence Export Controls where the data is uploaded to the Defence Export Controls System (DECS). Once successfully uploaded, you will receive an email notification confirming the application has been received and quoting a DECS reference number.

How long are saved forms kept on the DECS Forms Website?

Partially completed forms created on this website are retained for 90 days as Drafts; at which point they will be automatically deleted from this site. Registered users will receive two automated email reminders before the 90 day limit is reached.

Application forms submitted from this website are saved for 30 days at which point they are automatically deleted from this site. Registered users will receive two automated email reminders to download a PDF copy of the submitted application before the 30 day limit is reached.

How do I find out where my submitted forms are up to in the assessment process?

Please contact us at exportcontrols@defence.gov.au and or 1800 66 10 66 for details on the progress of submitted forms.

I have put in my details to create an account but haven't received an email with an activation code.

The activation email will be sent from noreply@exportcontrolsforms.defence.gov.au

If you have not received the email, we advise you to first check your junk or spam email folders. You may need to change your spam mail settings to accept emails sent from the domain exportcontrolsforms.defence.gov.au.

If you still have not received an activation code, you should contact us at exportcontrols@defence.gov.au and or 1800 66 10 66.

How long is the activation code valid for and what do I do if the activation code is expired?

The activation code you will receive by email is valid for 2 days. If the activation code has expired, you should contact us to request a new activation code to be sent. The activation code can only be sent to the email address used to register the User Account.

How do I reset my password?

Select the button, "Forgot Your Password" and then enter your email address.

For security reasons, you will not be notified if the email account you enter is not registered on the website.

What browser should I use for the submitting proposals?

This website has been configured to support the latest versions of Internet Explorer, Microsoft Edge, Chrome, Firefox and Safari browsers. All browsers must have cookies and Javascript ® enabled.

I am getting an error, "HTTP Error 503". What does this mean?

The error message "HTTP Error 503. The service is unavailable." means that this website is temporarily unavailable.

Can I amend my contact details?

Once you have signed into this website, select your username which is located in the top right hand of your screen. Select the "profile" link. From this page you can update your contact details.

How can I change the password to my User Account?

Once you have signed into this website, select your username which is located in the top right hand of your screen. Select the "profile" link. From this page select the link to change your password.

How can I change the email address used for my User Account?

You cannot change your email address. Please contact the Team to assist with making any changes to your email at exportcontrols@defence.gov.au and or 1800 66 10 66.

How many incorrect password attempts do I get?

Your account will be locked after Five (5) consecutive incorrect attempts within 24 hours. Once locked, access to your account will be blocked for 24 hours.

To avoid being locked out of your account, if you are uncertain of your login details click on the Forgot your password link to reset your username/password.

My Forms Dashboard account has been locked, how do I get it unlocked?

For account issues associated with the Defence Export Controls Forms Dashboard, you will need to contact the DECS team at exportcontrols@defence.gov.au and or
1800 66 10 66.

I forgot my login name

You will need to contact the DECS team at exportcontrols@defence.gov.au and or 1800 66 10 66.

I am leaving the organisation, what are my next steps?

Before you leave, arrange for the new nominated contact to create a User Account. You should contact us at exportcontrols@defence.gov.au and or 1800 66 10 66 with the details of the new User Account.

Can I amend a form after it has been submitted?

Once your form has been submitted you cannot amend it via this website. Please contact us at exportcontrols@defence.gov.au and or 1800 66 10 66 for further assistance.

I would like to withdraw a submitted form. How do I withdraw a form?

Please contact us at exportcontrols@defence.gov.au and or 1800 66 10 66 for further assistance.

The person who submitted the form has gone on leave. How does the business know where the assessment of the form is up to?

Please contact us for further assistance.

The information I provided is highly sensitive. How will the Department of Defence ensure that our data is kept secure?

The Department of Defence securely stores all the information that is submitted. Refer to the Defence privacy page for more information.

Attachment files with passwords will be rejected by the defence gateway

If you have uploaded file attachments to an application that are password protected, these files will be rejected by the defence gateway. Please contact us for assistance.