Persons Indexing Guidelines

Indexable Fields

Within the Land Register, data is input into the PRELINK, PREFIX, FORENAME, SURNAME/COMPANY NAME and LINK TEXT fields. Picklist facilities are available in most of these fields on the LRS and should be used where this reflects the deed. Any business requirement to add any other entries to these picklists should be made via RoSNow.

Note that if you encounter foreign characters or diacritical marks (accents (e.g. " é "), çedile, ümlaut etc) added to any letters included in a person's name or address, please refer to RoS supported character set. See also Entering Accents and Foreign Characters in the LRS.

As the sole purpose of this page is to provide guidance on how to index names in the LRS, not every example given below will show an address. For the avoidance of doubt, when entering a person's details, an address MUST be included unless you are otherwise advised in the example given. For some examples of how a person's designation should be added to the proprietorship section of the LRS, see Person's Designation and Non Scottish Addresses below.

Prelink field

Generally, the Prelink field should be used for anything which does not form part of the “name proper”, but would be expected to appear in the proprietorship section to reflect the true meaning. A picklist is available.

The following is an example of when the Prelink field should be used:

Christina Mitchell as Executor of Janis Jane Young

Prefix field

Again, the Prefix field should be used for anything that does not form part of the “name proper”, but would be expected to appear in the proprietorship section. A picklist is available but its contents are not exhaustive, therefore any prefix narrated in the deed should be entered in the Prefix field. For the avoidance of doubt, Mr, Mrs and Ms or Miss should not be entered.

The following is an example of when the Prefix field should be used:

Doctor Joseph MacDonell

The following is an example of when the Prefix and Prelink fields should both be used:

Michael Fairgrieve and Angela Brown as Partners of and Trustees for the Firm of Fairgrieve and Brown

Forename field

The following is an example of when the Forename field should be used:

Janis Jane Young

If an additional forename does not appear in the deed, but is disclosed elsewhere in the application, this should be included in the forename field entry.

Surname/Company Name field

The following are examples of when the Surname/Company Name field should be used. Persons' surnames should always be included within the Surname/Company Name field:

Janis Jane Young

All companies and other organisations should be indexed wholly within the Surname/Company Name field. When the word “The” prefixes an organisation’s name, this should not be indexed (see examples below and Inclusion of "The" in the Table of Contents):

James Smith & Company Ltd

East Lothian Council

The University of Glasgow

See Inclusion of "The" in the Table of Contents.

The Ancient Order of Foresters

The King's and Lord Treasurer's Remembrancer

Link text field

The Link text field is used to link various entries together and to provide additional information e.g. and, spouses, incorporated etc. It should be noted that LRS generates an automatic "and" between names. A picklist is available:

George and Valerie Rough, spouses

George Rough and Valerie Rough, residing at the same address

Bank of Alba plc, incorporated under the Companies Acts, (Registered number SC12345678), Registered Office at …

Sir Alasdair MacDonald of Islay

John (otherwise Ian) Smith

Roderick Sean (known as Sean) Armstrong

John Smith, senior and John Smith, junior, both ...

Occupation given in deed

Where the grantees occupation is stated in the deed, this information should be included in the "Link text" field:

William Gibson and James Gibson, farmers, both ...

"Care of" in Link text field

Where a party is designed as "care of" another party, this should only be reflected in the entry if the designation is a business. For consistency, "care of" should always be entered in full and should not be abbreviated:

Jack Smith c/o Bank of Alba plc 1 Dingwall Road, Inverness

Person's Designation

The person's address should where possible reflect the designation shown on the deed. However, where the application form or other documents submitted with or supporting an application contain additional information about the parties' designation(s) (such as when dealing with an application for voluntary registration), the registration officer should make use of this where possible when preparing the relevant entry. The Postcode field should always be completed if this information is provided on the application form.

Note: This rule differs from the title's subjects address, shown in the property section, where Localities (when applicable) and Towns are added through the LRS Browser.

Either the Locality or Town field should always be populated on LRS for Scottish addresses. In order to identify which field is appropriate, please refer to the page Localities and Post Towns in Scotland. If an Agent submits a deed with both the Locality and the Town detailed, then both should be inserted into the relative LRS fields. If it is determined that a person's designation refers to two (or more) Localities, the registration officer should only enter the correct Locality in the Locality field: no entry should be made in the Town field in such cases if no Town has been provided within the designation (see Example 15 below). The Royal Mail Postcode Finder may also help in determining the correct Locality in such cases.

As the Locality field can accept 35 characters, Localities should normally be able to be entered in full. However, Hamilton International Technology Park (38 characters) should be entered as Hamilton International Tech Park (see Example 16 below).

Note that the Town field is currently not a mandatory field and so need not be completed for a person's designation, if the rest of their designation is otherwise sufficient. Also note that neither the County nor the Country fields should be completed for Scottish addresses.

Examples:

Example 1

Hill of Corskie Cottage, Dunecht, Westhill AB32 7ET

Sub Bldg	Building name	Prop. No.	Thoroughfare	Locality	Town	Postcode	County	Country	Link Text
	HILL OF CORSKIE COTTAGE			DUNECHT	WESTHILL	AB32 7ET

Example 2

Hollands Croft, Culloden Moor, Inverness IV2 5EF

Sub Bldg	Building name	Prop. No.	Thoroughfare	Locality	Town	Postcode	County	Country	Link Text
	HOLLANDS CROFT			CULLODEN MOOR	INVERNESS	IV2 5EF

Example 3

Auchendreigh Estate, Hollybush, Ayr KA6 7ED

Sub Bldg	Building name	Prop. No.	Thoroughfare	Locality	Town	Postcode	County	Country	Link Text
	AUCHENDREIGH ESTATE			HOLLYBUSH	AYR	KA6 7ED

Example 4

Forth View, Cope Lane, Port Seton, Prestonpans EH32 0DP

Sub Bldg	Building name	Prop. No.	Thoroughfare	Locality	Town	Postcode	County	Country	Link Text
	FORTH VIEW		COPE LANE	PORT SETON	PRESTONPANS	EH32 0DP

Example 5

85D Glasgow Street, Dumfries DG2 9AG

Sub Bldg	Building name	Prop. No.	Thoroughfare	Locality	Town	Postcode	County	Country	Link Text
	85D		GLASGOW STREET		DUMFRIES	DG2 9AG

Example 6

13 Campbells Buildings, 7 Dunkeld Road, Perth PH1 5RF

Sub Bldg	Building name	Prop. No.	Thoroughfare	Locality	Town	Postcode	County	Country	Link Text
	13 CAMPBELLS BUILDINGS	7	DUNKELD ROAD		PERTH	PH1 5RF

Example 7

The Haven, Ferry Road, South Alloa, Stirling FK7 7LF

Sub Bldg	Building name	Prop. No.	Thoroughfare	Locality	Town	Postcode	County	Country	Link Text
	THE HAVEN		FERRY ROAD	SOUTH ALLOA	STIRLING	FK7 7LF

Example 8

Flat 11, Homebriar House, Barns Park, Ayr KA7 2BA

Sub Bldg	Building name	Prop. No.	Thoroughfare	Locality	Town	Postcode	County	Country	Link Text
FLAT 11	HOMEBRIAR HOUSE		BARNS PARK		AYR	KA7 2BA

Example 9

Plot 5 Beechgrove Lane, Forfar, Angus

Sub Bldg	Building name	Prop. No.	Thoroughfare	Locality	Town	Postcode	County	Country	Link Text
	PLOT 5		BEECHGROVE LANE		FORFAR

Example 10

37/1 High Street, Dunfermline KY12 7DL

Sub Bldg	Building name	Prop. No.	Thoroughfare	Locality	Town	Postcode	County	Country	Link Text
	37/1		HIGH STREET		DUNFERMLINE	KY12 7DL

Example 11

1 1/2 Dumbarton Road, East Kilbride

Sub Bldg	Building name	Prop. No.	Thoroughfare	Locality	Town	Postcode	County	Country	Link Text
	1 1/2		DUMBARTON ROAD	EAST KILBRIDE

Example 12

Dorran Cottage, Kilmacolm, PA13 4TF on the north west side of the road from Houston to Kilmacolm

Sub Bldg	Building name	Prop. No.	Thoroughfare	Locality	Town	Postcode	County	Country	Link Text
	DORRAN COTTAGE				KILMACOLM	PA13 4TF

Example 13

Shoemakers Pharmacy, 143-159 High Street, Perth PH1 5UN

Sub Bldg	Building name	Prop. No.	Thoroughfare	Locality	Town	Postcode	County	Country	Link Text
	143-159		HIGH STREET		PERTH	PH1 5UN

Example 14

Senga McDonald, 6 Lag Aghranndaich (also known as 6 Grant Square), Stornoway, HS1 2YR

Sub Bldg	Building name	Prop. No.	Thoroughfare	Locality	Town	Postcode	County	Country	Link Text
		6	LAG AGHRANNDAICH		STORNOWAY	HS1 2YR			or
		6	GRANT SQUARE		STORNOWAY

Example 15

Isla Georgina Burns, 21 Lilybank Avenue, Muirhead, Chryston, G69 9EW

Sub Bldg	Building name	Prop. No.	Thoroughfare	Locality	Town	Postcode	County	Country	Link Text
		21	LILYBANK AVENUE	MUIRHEAD		G69 9EW

Only Muirhead is added to the Locality field. Chryston is omitted as it is an incorrect Locality for this address (the Town should be Glasgow but is omitted as it has not been provided).

Example 16

Fenick House, Lister Way, Hamilton International Technology Park, Glasgow, G72 0FT

Sub Bldg	Building name	Prop. No.	Thoroughfare	Locality	Town	Postcode	County	Country	Link Text
	FENICK HOUSE		LISTER WAY	HAMILTON INTERNATIONAL TECH PARK	GLASGOW	G72 0FT

To ensure consistency, only the above agreed abbreviation should be used for this Locality.

The County field should always be left blank for Scottish addresses.

The Country field should be left blank for all UK addresses, but must be completed for all non-UK addresses.

Postcodes

If a designation in a deed/application form includes a postcode, this should always be shown.

Non Scottish Addresses - Rest of the UK

For all UK addresses the Country field should be left blank in the LRS. Any information provided in a deed as to a County in a person's designation should be included in the LRS. County names should be entered in their full form and never abbreviated and Northern Irish counties should always include the prefix "County" even if only the abbreviated form "Co." is given in the deed or is omitted.

Non Scottish Addresses - Rest of the World

See Indexing People with Non-Scottish Addresses - Rest of the World

Spelling

As with all manual indexing, care should be taken to ensure that the spelling of all persons' data is accurate and consistent.

In particular:

Ensure that there are no obvious spelling errors.

When a husband and wife are the applicants/granters, ensure that both surnames are consistently spelled.

However, when the applicant has a non-English originating name, take care that the spelling coincides exactly with that in the deed. Many non-English names have different masculine and feminine forms. For example, Slavic masculine surnames that end in I or Y, end in an A in the feminine form. These should not be amended in order to achieve consistent spelling.

Punctuation

Hyphenated names

Hyphenated names should be entered as one name. There should be no spaces either side of the hyphen:

Anne-Marie Clark

James Smith-Jones

Apostrophes

Names that contain apostrophes should be entered as they appear. Care should be taken to ensure that the letter ”O” is used, and not the number “0”:

Michael O’Rourke

Initials and/ or full stops (company names)

Initials should be entered with a space between them. Do not include full stops:

A. D. Wyllie and Company

A full stop indicating an abbreviated word should be omitted:

Belgravia Trading Corp.

However, a full stop must always be used after Saint where it has been abbreviated, i.e. St.

Elizabeth Frances St. John

Abbreviations within company names

The form that a company name takes within the proprietorship section may affect company liability.

All company names must follow the format used in the deed, i.e. if the documents describe the applicant as British Company plc – plc must be entered. If the documentation describes the applicants as Scottish Company Limited – Limited must be entered in full. However, a full stop indicating an abbreviated word must be omitted in line with the advice above:

Park Housing Co. Limited

Park Housing Company Limited

Ankledge Ltd

Ankledge Limited

Walker & Son

Walker and Son

Armstrong Bros.

Armstrong Brothers

Big Bank plc

Big Bank Public Limited Company

Commas

Commas should not be entered between initials as this is incompatible with ScotLIS.

Firm of H, M & K Norman

Brackets

Brackets within names should be entered as they appear. Care should be taken to ensure that curly type brackets (beside the letter P on the keyboard) are not used on LRS as this has an adverse affect on printing from the system:

Government Offices (1993) Superannuation Committee

Surnames

Prefixed surnames

Prefixed surnames should be entered as one name:

Antonia da Gamma

Anne Marie van Oostrum

Multiple prefixes

Where there is more than one prefix for the surname / family name, all of these should also be entered in the surname field:

Frances de la Val

Abdul Rahman bin Omar al-Ahmad

Mc and Mac

The feminine form of Mac/Mc can be Nic. This especially applies to Gaelic-speaking counties.

Mc, Mac and Nic etc should be entered as they appear:

Sandra McDonald

John Maclay

Sheonagh NicNeill

Initials (forenames)

As shown in Initials and/or full stops (see Table of Contents) initials should be entered with a space between them. They should not include any full stops:

G. Douglas Barrie

Inclusion of “The”

When the word “The” prefixes an organisation’s name, this should not be indexed. For example:

The East Lothian Council

The Secretary of State for Defence

Exceptions to the above rule

The exceptions to this rule are The Church of Scotland and the registered companies in the examples below. Always select the style shown on the LRS picklist (i.e. use "The" not "THE").

The Church of Scotland

‘The’ should always be included in the Prefix field when indexing The Church of Scotland. The ‘Church of Scotland General Trustees’ should be chosen from the Surname/Company Name picklist:

The Church of Scotland General Trustees

Registered companies

The word ‘The’ should be included in the Prefix field only when indexing the following registered companies - but only where it is given as part of the company's name:

The Miller Group Limited

The Restaurant Group (UK) Limited

When the word “THE” forms an integral part of the name of an organisation, it is included in the Surname/Company Name field as shown below:

Firm of Scotland The Brave

Graham the Builders Limited

Executors

As Applicants

Entries including “Executors of” should include this within the Prelink field. It should be noted that all executors should be specifically named within the applicants field in the application workdesk and the proprietorship section of the title sheet.

The following example applies to the application workdesk when indexing Applicants names and addresses:

James Stevenson, and Stuart Stevenson, both 25 Troon Way, Prestwick, Ayr as Executors of Cameron Stevenson, latterly 25 Troon Way, Prestwick, Ayr

As Granters

For Granters you should only index the ‘Executors of C’ (i.e. the names of A and B should not be indexed):

James Stevenson, and Stuart Stevenson, both 25 Troon Way, Prestwick, Ayr as Executors of Cameron Stevenson, 25 Troon Way, Prestwick, Ayr

Firm Names

General indexing of firm names

Note that, when indexing limited and public limited companies, Type "C" (Company) should be selected. For other firms and organisations that do not have limited liability, the Type selected should be "O" (Other).

All firm names should be indexed wholly within the Surname/Company Name field.

Initials should be entered with a space between them. Do not include full stops:

A. D. Wyllie and Company

All company names must follow the format used in the deed, i.e. if the documents describe the applicant as British Company Public Limited Company – Public Limited Company must be entered in full. If the documentation describes the applicants as Scottish Company Ltd – Ltd must be entered in its abbreviated form.

James Smith & Company Ltd

Commas should not be entered between initials as this is incompatible with ScotLIS:

Stuart, Donald and Brownlee Limited

Local Authorities

All local authorities should be indexed so that the authority's full name is entered into the Surname/Company Name field:

South Lanarkshire Council

Bear in mind that "The" should not be entered as part of the name, see Inclusion of "The" in the Table of Contents. :

The East Lothian Council

Comhairle Nan Eilean Siar (formerly Western Isles Council)

Note that only the Gaelic name should be entered as the Western Isles Council was officially renamed as Comhairle Nan Eilean Siar in 1997.

Secretary of State / Government Agencies / Scottish Ministers

All Secretaries of State, e.g. for Scotland, Defence etc., Government Agencies and the Scottish Ministers should be entered in the same manner:

Secretary of State for Scotland

See Inclusion of "The".

The Secretary of State for Defence

The Scottish Ministers

The Forestry Commissioners

Nobility and Peerage

Full name and family title

Names that contain a full given name and a family title should be double indexed. This procedure applies to all ranks of male / female nobility, e.g. Duke / Duchess, Marquess / Marchioness (alternatively Marquis / Marquise), Earl (equivalent to Count) / Countess, Viscount / Viscountess and Baron / Baroness.

The first (given) part of the name is entered in the usual manner. Then the second part (the title) can be added using the prefix. Note that a comma should be entered in the link text:

Alan William George Windsor, Duke of Dundee

Alan William George Windsor, 10th Duke of Dundee

Full name and title

Names which contain a title and a full name should be entered using a combination of prefix, forename and link text:

Sir Alasdair MacDonald of Islay

Name and title only

If only the person's noble rank and title name are given (i.e. the person's given name is not supplied at all and the deed simply refers to the grantee as e.g. "Lord Paisley"), refer to a senior adviser.

His Majesty the King

Instances of transfers to the King should be indexed as follows:

Please note if your application contains a transfer in favour of His Majesty King Charles the third please reflect this on LRS as above using the Roman Numeral.

Clan Chiefs

Where clan names are listed as e.g. Ruairidh George Donald MacRobert of MacRobert, the whole of the clan name should be shown in the Surname/Company Name field:

Ruairidh George Donald MacRobert of MacRobert

Nobility and Peerage: further examples

The Right Honourable TOMMY ALBRIGHT, Lord ALBRIGHT of Brigadoon -

Entry 1 - Prefix - Right Honourable : Forename - Tommy : Surname - ALBRIGHT : link text - , Entry 2 - Prefix - Lord ALBRIGHT of : Forename - blank : Surname - Brigadoon

FIONA CAMPBELL ALBRIGHT, Lady Albright of Brigadoon

Entry 1 - Forename : Fiona Campbell : Surname - Albright : link text - , Entry 2 - Prefix : Lady ALBRIGHT of : Surname - Brigadoon

Married Women

In instances of married women i.e. “or” names, both names should be entered in the Surname field. This will automatically be stored under both surnames in the index – Young AND Smith:

Jane Young or Smith

Alternative Names

Alternative and former names

All former and true alternative names should be included in the application workdesk to ensure that all names are searchable in both the Land Register, ScotLIS and Register of Inhibitions (ROI). Alternative names can be entered by simply “adding” the alternative name, e.g:

John (otherwise Ian) Smith

Roderick Sean (known as Sean) Armstrong

Diane Waddell (formerly Greig)

Boat names

In fishing counties e.g.Banff, fishermen may still be known in deeds by the name of their boat. These examples should be indexed as follows:

Peter Wells (otherwise Rosebud)

Current Name - Title Sheet

The application workdesk should contain all former and true alternative names. However, in the case of the title sheet only the current name should be disclosed (along with any true alternatives). The exception is where additional information is provided in a subsequent application, e.g. a second security. See examples below:

Existing proprietorship section

Entry 1 - Joanne Smith, designed.

Existing securities section

Entry 1 - Standard Security by said Joanne Smith in favour of Royal Bank of Scotland PLC, designed.

Subsequent application

The deed narrates the debtor as Joanne Aitken, formerly Joanne Smith. As the first entry in the securities section correctly narrates the debtor's name at the time of registration, this entry should not be amended. The proprietorship section should be updated as follows:

Entry 1 - Joanne Aitken formerly Joanne Smith, designed.

Alternative prefixes

Where alternative titles are listed in the deed, they should not be shown in their entirety. The most current information should be used, in particular, consider the detail listed in the Applicant Details field in the application form.

Deed - Sir Alistair Square (otherwise Alistair Square) and Lady Joan Ann Square (otherwise Joan Ann Square and some time Professor Lady Joan Ann Square)

Enter as follows:

Alternative names in the proprietorship and securities sections

As previously stated, the current name (and any true alternatives) should be included in the proprietorship section. The securities section should only contain one name which would normally reflect the security deed. However, there will be instances where the information contained in a disposition is more complete than the security and caution should be used when deciding which name should be entered in the securities section. Bear in mind that where the same person is proprietor and granter of a security you would want to show them in the securities section as "said".

The following tables provides some examples:

Diminutive names

Deed 1 (e.g. Disp)	Deed 2 (e.g. St Sec)	Proprietorship Section Entry	Securities Section Entry	Comments
Tom Dean	Thomas Dean	Thomas Dean	Thomas Dean	Enter fullest name. (Tom is a recognised diminutive of Thomas therefore Tom should not be indexed)
Jemima McKinnon	Emma McKinnon (otherwise Jemima McKinnon)	Jemima McKinnon (otherwise Emma McKinnon)	Emma McKinnon	Emma is not a commonly known diminutive of Jemima therefore the otherwise name has been indexed. Only one name required in securities section.

Otherwise/longer names

Deed 1 (e.g. Disp)	Deed 2 (e.g. St Sec)	Proprietorship Section Entry	Securities Section Entry	Comments
Lorne James Kennedy	Lorne Kennedy	Lorne James Kennedy	Lorne James Kennedy	Fullest name should be used in both proprietorship and securities sections.
Thomas Dean	Thomas Sharp Paterson Dean	Thomas Sharp Paterson Dean	Thomas Sharp Paterson Dean	Fullest name should be used in both proprietorship and securities sections.
Thomas Dean	David Thomas Dean	David Thomas Dean (otherwise Thomas Dean)	David Thomas Dean	To allow search of both David and Thomas in proprietorship section. Only one name required in securities section.
Thomas Smith	Thomas Dean formerly Thomas Smith	Thomas Dean (formerly Thomas Smith)	Thomas Dean	Use newest name in securities section (i.e. Dean).
Thomas Dean otherwise Thomas Smith	Thomas Dean otherwise Thomas Smith	Thomas Dean (otherwise Thomas Smith)	Thomas Dean	Use only one name in securities section, which should reflect security deed. Signature may confirm.
Thomas Dean known as Thomas Smith	Thomas Dean known as Thomas Smith	Thomas Dean (known as Thomas Smith)	Thomas Smith	Use only one name in securities section which should reflect security deed (i.e. known as). Signature may confirm.
Thomas David (known as David) Dean	Thomas David Dean	Thomas David Dean (known as David Dean)	Thomas David Dean	To allow search of both David and Thomas in proprietorship section.
Marie Thomson	Mari Thomson	Marie Thomson (otherwise Mari Thomson)	Mari Thomson	Use if no definitive supporting evidence (could be spelling error).
Moira Anne McCann	Moira Anne Hayes (formerly Moira McCann) otherwise Moira Anne McCann	Moira Anne Hayes (otherwise Moira Anne McCann)	Moira Anne Hayes	Proprietorship section contains fullest name. Only one name required in securities section which should reflect security deed.
Moira Ann McCann	Moira Anne McCann (otherwise Moira Ann McCann)	Moira Anne McCann (otherwise Moira Ann McCann)	Moira Anne McCann	Proprietorship section contains fullest name. Only one name required in securities section which should reflect the primary name rather than the "otherwise" name.

Otherwise names and ARTL

Deed 1 (e.g. Disp)	Deed 2 (e.g. St Sec)	Proprietorship Section Entry	Securities Section Entry	Comments
James Robert Cherry (otherwise James Cherry) (formerly James Robert Cherry) and Paula McGoldrick or Cherry (formerly Paula McGoldrick)	James Robert Cherry (otherwise James Cherry) (formerly James Robert Cherry) and Paula McGoldrick or Cherry (formerly Paula McGoldrick)	James Robert Cherry and Paula McGoldrick or Cherry	James Robert Cherry and Paula McGoldrick or Cherry	Because of system restrictions, some historic ARTL submissions can lead to multiple alternative names appearing in the entries. These should be treated with caution and amended as appropriate in line with the other guidelines on this page.

Married woman & OR names

Deed 1 (e.g. Disp)	Deed 2 (e.g. St Sec)	Proprietorship Section Entry	Securities Section Entry	Comments
Marie Thomson or Brown	Marie Brown	Marie Thomson or Brown	Marie Thomson or Brown	The "OR" name is not an "otherwise" name; it is the complete version.
Josephine Smith	Josephine Smith or McGregor	Josephine Smith or McGregor	Josephine Smith or McGregor	It is okay to use "OR" in the securities section (all in one entry within the surname field).
Josephine Smith or McGregor	Josephine McGregor	Josephine Smith or McGregor	Josephine Smith or McGregor	Both the proprietorship and securities sections should reflect the fullest name.
Josephine Smith or McGregor	Josephine Matilda McGregor	Josephine Matilda Smith or McGregor	Josephine Matilda Smith or McGregor	Ok to amend proprietorship section with fuller version of name, as both sections should reflect the fullest information.
Joanne Smith	Joanne Smith nee Grant	Joanne Grant or Smith	Joanne Grant or Smith	"Nee" should be changed to "or".

Spelling difference

Deed 1 (e.g. Disp)	Deed 2 (e.g. St Sec)	Proprietorship Section Entry	Securities Section Entry	Comments
Thomas Dean	Thomas Dean	Thomas Dean	Thomas Dean	In this example there is an obvious spelling error. Caution should be taken with less obvious examples.
Gavin Johnson	Gavin Johnstone	Gavin Johnstone (otherwise Gavin Johnson)	Gavin Johnstone	Securities section should reflect deed and signature may confirm correct spelling.

Trading as

Deed 1 (e.g. Disp)	Deed 2 (e.g. St Sec)	Proprietorship Section Entry	Securities Section Entry	Comments
Thomas Dean trading as Short Builders	Thomas Dean trading as Short Builders	Thomas Dean trading as Short Builders	Thomas Dean trading as Short Builders	"Trading as" inserted in Link Text.

Trustees

Trustees for a firm should be entered using a combination of Prelink, Forename, Surname/Company Name and Link Text fields, depending on the description in the Deed Inducing Registration. Always index the applicants, whether they are Trustees – as Partners and Trustees, or Trustees – as Individuals and as Partners and Trustees. This applies to Testamentary Trustees and Executors Nominate.

Where trustees are Granters of a deed, there is no need to index them as individuals. Instead they should only be indexed as the “Trustees of X” in the same manner as the example given at “Executors As Granters” above. For the avoidance of doubt, individual trustees should still be shown in the title sheet entry for any deed granted by them e.g. standard security.

The role of the Intaker is to index the name and designation for the trustees and the trust. It is the responsibility of the legal settler to index the destination.

In the below example for the Trustees under a Discretionary Trust, it is the legal settler's responsibility to index 'granted by said Christine Fraser Simpson and dated DD/MM/YYYY and their successors in office as Trustees and the survivors and survivor of them as Trustees aforesaid'.

Testamentary trustees

A (designed) and B (designed) and the survivor of them and the executor of the last survivor as Testamentary Trustees of C (designed)

Thomas Maclean, 33 Halley Drive, Glasgow, G13 4DL and David Thomas Maclean, 1 Randolph Gate, Glasgow, G11 7DH and the survivor of them and the executor of the last survivor as Testamentary Trustees of Bruce Maclean, 428 Carmunnock Road, Glasgow, G44 5EH

Guardian

A (designed) as Guardian of B (designed)

David Thomas 8 Ballantrae Crescent, Newton Mearns, Glasgow, G77 5TX as Guardian of David Young Thomas, 17 Crofthead Place, Newton Mearns, Glasgow, G77 5QQ

Trustees under trust deed

A (designed) as Trustee under Trust Deed by B (designed) dated…

William Watson 24 Squire Street, Glasgow, G14 0RP, as Trustee under Trust Deed by James Watson 22 Squire Street, Glasgow, G14 0RP, dated 30^th November 2003.

Trustees under marriage contract

A (designed) and B (designed) as Trustees under the Contract of Marriage between C (designed) and D (designed) dated…

Gavin Smith, 9 Albion Gate, Glasgow, G1 1HE and Philip MacDonald, 259 Byres Road, Glasgow, G12 8TL, as Trustees under the Contract of Marriage between William John Wilson 23 Oakwood Crescent, Glasgow, G34 0JL and Jennifer Boath, 24 Calfhill Road, Glasgow G53 5YJ, dated 3^rd and 9^th March 2003.

x

Trustees of firm

Example 1: A (designed) and B (designed) as partners and trustees for Firm X (designed) and their successors as partners and trustees and as individuals

Brian Moore, 125 Station Road, Kelty and Thomas Ross, 15 Parkgrove Road, Edinburgh as Partners of and Trustees for the Firm of Moore Ross, Chartered Quantity Surveyors, having a place of business at 1 Townhill Road, Dunfermline and their successors as such Partners and Trustees and as individuals

x

Example 2: A and B (designed) and the survivor of them as trustee and trustees for the firm X (designed)

Robert McCoull and Elizabeth McCoull, spouses, Enouch Farm, Eaglesham, Glasgow equally between them and the survivor of them as Trustees and Trustee for the Firm of Robert McCoull and Son, Enouch Farm, Eaglesham, Glasgow

x

Example 3: A (designed), B (designed) and C (designed) the partners of Firm X (designed) as trustees for the firm and the partners thereof present and future and their successors in office as such trustees and the survivor of them

Peter Meldrum and Carole Meldrum Selbourne, 163 Methilhaven Road, Methil, Leven and Gregor Meldrum, 1 Beveridge Road, Kirkcaldy as Trustees and Partners of their Firm of M & M Properties, Selbourne, 163 Methilhaven Road, Methil, Leven as Trustees for the said firm and the partners thereof present and future and their successors in office as such trustees and the survivor of them and the executors of the last survivor as trustees and trustee foresaid

Church trustees

A (designed), B (designed) and C (designed) as Church Secretary, Church Treasurer and Minute Secretary and their successors in office as Trustees for the X Church

James Burt McNair, 15 Iddesleigh Avenue, Milngavie, Glasgow, Gordon William Henry, 14 Paterson Place, Bearsden, Glasgow and Thomas Alan Shanks, Meadowhead, Moor Road, Strathblane, Glasgow, respectively Church Secretary, Church Treasurer and Minute Secretary to the Deacons Court of the Bearsden Baptist Church and their successors in office as Trustees for said Church

Ex officio trustees

A (designed), B (designed) and C (designed) as Chairman, Secretary and Treasurer and their respective successors in office as Trustees for the X Club (designed)

Thomas James Johnston, 17 Newton Grove, Newton Mearns, Glasgow, Derek Park, 41 Ballantrae Crescent, Newton Mearns, Glasgow and John Bruce, 11 Crofthead Place, Newton Mearns, Glasgow as Chairman, Secretary and Treasurer and their respective successors in office as Trustees for the Newton Mearns Bowling Club, Katrine Drive, Newton Mearns, Glasgow

Trustees under deed of discretionary trust

Individual A (designed) and Company B (designed) as trustees acting under Deed of Discretionary Trust "The C Trust" granted by said Individual A and their successors in office as trustees and the survivors and survivor of them as trustees aforesaid

Christine Fraser Simpson, 24 Heatherbrae Gate, Aberdeen AB17 1XG and Logan (Trustees) Limited incorporated under the Companies Acts (Registered Number SC491853), Registered Office at 23-24 Kingsferry Street, Edinburgh EH3 5SE, as Trustees acting under the Deed of Discretionary Trust ("The Christine Simpson 2015 Trust") granted by said Christine Fraser Simpson and dated DD/MM/YYYY and their successors in office as Trustees and the survivors and survivor of them as Trustees aforesaid

Where the Deed of Discretionary Trust is stated as being "dated of even date with the execution of these presents" the relevant date should be entered

x

Trustees under deed of declaration of trust ("Family Trust")

Individual A (designed), Individual B (designed) and Company C (designed) as trustees acting under Deed of Declaration of Trust "The Individual A Family Trust" granted by said Individual A

Cameron Edwin Bruce and Mary White Bruce, both 33 Pipewell Lane, Bearsden, Glasgow G41 3SG and FTR (Trustees) Limited incorporated under the Companies Acts (Registered Number SC822739), Registered Office at Kirkton Business Centre, Victoria Park Street, Dundee DD5 9YE, as Trustees acting under Deed of Declaration of Trust (known as The Cameron Edwin Bruce Family Trust) granted by said Cameron Edwin Bruce and their successors and assignees

Personal Pension Plans/SIPPs

Personal Pension Plans should be indexed as though the whole name was a Firm name as per the examples below:

PG NOMINEES LIMITED, incorporated under the Companies Acts (Registered Number: 02837951) and having their registered office at 16 Prince Albert Road, London, EC4 4BB, as Trustee for the JAMES HAY PERSONAL PENSION PLANS FOR DC KEITH (22091), M HANDYSIDE (22022), RJS FARMER (22320), IG WHELAN (22193) AND DR CURLEY (22027) ...

WB SIPP Trustees Limited, incorporated in England and Wales under the Companies Acts (registered number 04711103) and having their Registered Office at St Kevin's House, St Kevin's Crescent, Gloucester GL60 4ST as trustee of the WBSIPP - T H Nichol - 10939 and WBSIPP - K C Johnstone - 10940 and WBSIPP - G A McDougall - 10470 and their successors and assignees ...

PG NOMINEES LIMITED, incorporated under the Companies Acts (Registered Number: 02837951) and having their registered office at 16 Prince Albert Road, London, EC4 4BB, as Trustee for the PREMIER SIPP JA HARKIN-SIPP/0334 ...

PG NOMINEES LIMITED, incorporated under the Companies Acts (Registered Number: 02837951) and having their registered office at 16 Prince Albert Road, London, EC4 4BB, as Trustee for the MANORPARK PENSION SCHEME ...

PG NOMINEES LIMITED, incorporated under the Companies Acts (Registered Number: 02837951) and having their registered office at 16 Prince Albert Road, London, EC4 4BB, as Trustee for the WINTERTHUR LIFE SIPP (Scheme Reference UNS0111) ...

PG NOMINEES LIMITED, incorporated under the Companies Acts (Registered Number: 02837951) and having their registered office at 16 Prince Albert Road, London, EC4 4BB, as Trustee of the Personal Pension - Eric Learmonth ...

@SIPP (PENSION TRUSTEES) LIMITED incorporated under the Companies Acts, (Registered Number SC987654), Registered Office at 4th Floor Imperial Building, 23 Admiralty Walk, Edinburgh, EH1 1AA as Independent Trustee of the registered personal pension scheme operated by @SIPP LIMITED having its registered office at the same address established by the trust deed and rules between @sipp (Pension Trustees) Limited and @sipp Limited dated 15th March 2016 of which JANIS SMYTHE 45 Melville Street, Rhu, Helensburgh, G56 6AB is a member (3456).

Power of Sale

In First Registration (FR), First Add To (FA), Transfer of Part (TP) and Transfer Add To (TA) Applications, both the creditor and the party last infeft should be entered into the application workdesk.

British Forces Addresses (BFPO)

According to the British Forces Post Office (BFPO) website, forces addresses are normally addressed as follows:

Service No. Rank and Name
Unit/Regt
Operation Name (if applicable)
BFPO nnnn

For security reasons, the town and country will not appear in the address. Instead, the ‘BFPO’ number is used to identify the location of the base without revealing it to the general public. In 2012 in collaboration with the Royal Mail, the BFPO introduced UK-style postcodes. This was due to websites not recognising the BFPO addressing format. As of 2012, these postcodes all begin with "BF1". The addresses are assigned to the notional post town "BFPO" and this is what should be entered in the Town field. Other information can be entered into the Sub-Building, Building Name and Locality fields.

However, a postcode is not required if the traditional BFPO address format (the letters "BFPO", followed by a single space, followed by a number 1 - 4 digits long, as shown in the example above) is used.

Cpl Brian Jones and Cpl Michael Richards both B Company, 1 Loamshire Regiment, BFPO 61, BFPO, BF1 2AY

There may be instances where the applicant chooses to give a more traditional address such as:

Cpl Paul Tartan, 10 Training Battalion, Royal Marines Detachment PO Box 57923E, Prince Philip Barracks, Bordon GU35 0JE

The above detail has been inserted into the link text field rather than the Sub Building field because of field size limits (the Sub Building field has a limit of 30 characters and the Building name field has a limit of 50 characters).

Degrees and Honours

Any details of a Degree or Honour that are included in a name in any deed should not be added to the entry in the proprietorship or securities sections.

Robert Scott, BA. (Hons) should be indexed as:

William Durie, M.B.E. should be indexed as:

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