Enter Closing Note and Examine Search Sheet - KIR

Process Steps

Identify correct style of closing note

2.1 There are 2 main types of closing note: a short note or a long note. A short note should be created where the whole of the subjects on the search sheet are being transferred. A long note should be created where only part of the subjects on the search sheet are being transferred.

2.2 For guidance on creating the correct style of closing note for your application, see Styles of Closing Notes.

Enter closing note in CSR

2.3 Identify the appropriate search sheet(s) affected from the table of addresses at the back of the Instruction Card.

2.4 Open CSR and log in, using relevant User ID and password.

2.5 In main menu, select CSS Enquiry and check if the relevant search sheet(s) exists.

2.6 If the search sheet(s) exists, check the status of the search sheet. This will either be ACTIVE or CLOSED (this information can be found at the top right hand corner of the screen when the search sheet is open).

2.7 If the search sheet exists and the status is ACTIVE, follow the create a closing note process, using the appropriate style. See Styles of Closing Notes.

2.8 If the search sheet exists and the status is CLOSED, pass to senior officer.

2.9 Ensure the closing note is added to all the relevant search sheets and the appropriate cross references are included in any affected search sheets.

2.9.1 When creating the closing note ensure '(KIR APP)' is included in the description: e.g.

(B) Note 6 Oct. 2016
To ANG***** (KIR APP) RAM

2.10 If the whole of the subjects on the search sheet are being transferred to the Land Register, the search sheet must be closed.

2.11 View the search sheet and check the closing note is correct. Amend the closing note or the book and folio numbers if necessary.

The CSS/CSR only goes back to the mid 1990s. Prior to this date the imaged search sheet must be viewed, either via BOPS or ScotLIS

Additional Information

Useful Links

FR Intake and Closing Notes

Styles of Closing Notes

Advance Notices

Examine the search sheet

2.12 When entering the closing note also check search sheet, going back 40 years, for:

2.12.1 Any advance notices of dispositions/standard securities, etc. affecting the subjects.

2.12.2 The last recorded disposition (information to be used in proprietorship section).

2.12.3 Any outstanding securities (information to be used in securities section).

2.12.4 Where any deeds other than those listed above are identified (except dispositions within the prescriptive progress) refer to a senior officer.

2.12.5 If the search sheet refers to more than one breakaway deed (normally indicated by "I or II SofS" appearing on the search sheet), or if there is an entry which contains reference to another search sheet, refer to a senior officer.

Please note that a CSR address search should always be carried out for the KIR subjects. This will disclose any pending deeds affecting the subjects, which haven't yet been entered on the search sheet.

x

Prescriptive Progress - any deeds of transfer of title recorded within the last 10 years (see Registration Terms).

2012 Act Registration Manual