Legal - View Title Sheet and Confirm Title - KIR (Public)

Owned by Admin2 (Unlicensed)
Jun 19, 2020
6 min read

6.1 Recheck the search sheet to ensure no further advance notices or deeds have been submitted and that there are no additional closing notes.

  • If any further advance notices/transfer deeds/other deeds/notifications that properties have been sold have been submitted note this on the title workdesk and refer application to Plans for amendment of the KIR subjects description and cadastral map.
  • Amend property and burdens section entries if appropriate. 

6.2 Enter closing note in CSR as per the following instructions:

 Closing notes

Search Sheet subjects comprise the RA

6.2.1 Where the search sheet subjects comprise a single RA, and the KIR title comprises the RA under exception of previously sold houses/flats etc:

6.2.1.1 If titles to all the previously sold properties were recorded/registered prior to the registration date of the KIR application:

TO WLN***** (KIR APP under s.29 of the Land Registration (Scotland) Act 2012) XX

6.2.1.2 If any of the previously sold properties were recorded/registered after the registration date of the KIR application but before the KIR application is completed:

  • Amend the KIR registration date to postdate the application(s) for those previously sold properties. The new registration date should be the date the KIR application is completed.
  • Add a short closing note in the following style (no reference to the RA number should be included in the closing note):

TO WLN***** (KIR APP under s.29 of the Land Registration (Scotland) Act 2012) XX

  • Amend the registration date in the property and proprietorship sections of the title sheet as appropriate.
  • CLOSE the search sheet.

For the avoidance of doubt, a short closing note should be added and the search sheet closed unless specific houses, flats etc, or specific areas of ground are known to be retained by the council at the date the KIR application is completed.


6.2.1.3 If title to any sold property has not been recorded/registered before the KIR application is completed

  • Leave the search sheet status as ACTIVE.
  • Add a long closing note in the following style (no reference to the RA number or any COP files should be included in the closing note):

Subjects at XXX, YYY and ZZZZ - TO WLN***** (KIR APP under s.29 of the Land Registration (Scotland) Act 2012) XX

For the avoidance of doubt, this will apply where the following situations arise:

(I) there is an advance notice on the search sheet for subjects not yet registered,

(II) a plans report has been done for subjects not yet registered,

(III) the KIR Public team have been notified that a property has been sold, and that property has not yet been registered.

  • In order to make it clear to the FR closing note officer what subjects remain on the search sheet (and can therefore be subject to an application for first registration), add an additional General Note to the search sheet providing details of any such remaining subjects. For example:

Only subjects 3 Smith Street, 39 and 41 Brown Street, all Armadale, Bathgate remain on this search sheet. WLN****** (KIR app.) was registered DD/MMM/YYYY. 

This note should be dated the date the KIR application is completed in order to place it at the end of the search sheet. The "Type" field should be left blank as it is a General Note that is being added.

6.2.2 If more than one KIR title has been created for the search sheet subjects/RA the status of the search sheet should be left as ACTIVE and long closing notes added for each KIR title using the style shown at 6.2.1.3 until the final KIR application is dealt with.

If the final KIR title comprises the remainder of the search sheet subjects, add a short closing note and close the search sheet following the guidance at 6.2.1.1 and 6.2.1.2.

If subjects are known to remain on the search sheet after the final KIR application has been completed, the search sheet should be left as ACTIVE. Add a long closing note for the final KIR title and an additional explanatory note following the styles provided at 6.2.1.3.


Search Sheet subjects comprise either (I) several RAs or (II) RA(s) and other subjects

6.2.3 If a single KIR title has been created that comprises all the subjects on the search sheet (under exception of previously sold houses/flats etc) then the guidance at 6.2.1 should be followed.

6.2.4 If more than one KIR title has been created for the search sheet subjects, the status of the search sheet should be left as ACTIVE and long closing notes added for each KIR title using the style shown at 6.2.1.3 until the final KIR application is dealt with.

If the final KIR title comprises the remainder of the search sheet subjects, add a short closing note and close the search sheet following the guidance at 6.2.1.1 and 6.2.1.2.

If subjects are known to remain on the search sheet after the final KIR application has been completed, the search sheet should be left as ACTIVE. Add a long closing note for the final KIR title and an additional explanatory note following the styles provided at 6.2.1.3.

 

Search sheet subjects only form part of the RA 

6.2.5 Follow the guidelines regarding the status of the search sheet and style of closing notes (and additional notes, if appropriate) at 6.2.1 to 6.2.2 for each search sheet.

  • Ensure closing notes are added to all the relevant search sheets and each includes a cross reference to other affected search sheets.

Examples of adding cross references to closing notes:

 Whole subjects on more than one search sheet are registered under KIR

Inter Alia the S. of S. – TO WLN***** (KIR APP under s.29 of the Land Registration (Scotland) Act 2012) (Also on CSS1289 and CSS1238) XX

(Note: Closing Notes are also added to CSS1289 and CSS1238 including cross references to the other two search sheets.)


 Part of the subjects on more than one search sheet are registered under KIR

Subjects at XXX, YYY and ZZZZ - TO WLN***** (KIR APP under s.29 of the Land Registration (Scotland) Act 2012) (Also on CSS47569 and CSS19764) XX

(Note: Closing notes are also added to CSS47569 and CSS19764 including cross references to the other two search sheets.)

6.3 Check all the references on the cadastral map are included in the title sheet. 

6.4 Check all the plans references referred to in the title sheet are shown on the cadastral map.

  • Check the title sheet does not refer to 'Title Plan' or 'Supplementary Plan' (or 'said Plan'). Amend any such references to 'cadastral map' and 'supplementary data to the title sheet' as necessary. 

6.5 Check the Search Sheet field on the title workdesk has been completed. 

6.6 Check if any other application(s) has been created against the title since the start of the settle process and request, attach and settle application(s) if it is appropriate to do so. 

6.7 Check all application workdesk notes and instructions have been actioned and acknowledged. 

6.8 Check all title workdesk notes and instructions have been actioned and acknowledged. 

6.9 When you are satisfied that the application has been completed, select Confirm in the title workdesk.

6.9.1 The title sheet is displayed in 'View Version' format.

6.9.2 Check the title sheet and ensure details are correct and up to date. If you are satisfied and wish to proceed press Confirm, otherwise press Cancel to return to the title workdesk.

6.9.3 If Cancel is selected you will be returned to the title workdesk. Any errors can be corrected, or amendments made, in the appropriate section. 

6.10 When Confirm is selected, another screen is displayed asking if you are sure you wish to confirm the title. Press Yes to proceed. 

6.11 A copy of the title sheet is generated in Word. However it is not necessary to print a paper copy of the title sheet. 

Allow the title sheet to format in Word. As part of this process, wait for the Printing in Progress box at the top left of the screen to disappear before clicking on OK in the Print Information box. This will ensure the system has picked up the correct version of the title sheet for the notification. 

6.12 When this is done, the Operations Check Results screen is displayed.

6.12.1 Close the title sheet and click on Don't Save in the pop up box.

6.12.2 If any of the warning messages require action, click on Cancel which will return you to the title workdesk to allow any errors to be corrected, or amendments made, in the appropriate section.

6.12.3 If there are any error messages click on Cancel which will return you to the title workdesk to allow any errors to be corrected, or amendments made, in the appropriate section. 

6.13 Check all warnings and click on OK if appropriate. The title has now been confirmed. 

6.14 Print flysheet. 

6.15 Settle and complete any related KIR applications that have been created (eg. for separate tenement steading cadastral units).

6.16 Settle and complete any TU applications that have been created to update existing title sheets. 

6.17 Release application(s) to Despatch Complete. 

6.18 Take application(s) on at Despatch Complete . 

6.19 Click complete on the LRS. 

6.20 Scan and save the following documents in the RA folder:

  • Flysheet
  • Annotated search sheet
  • Title N&I
  • Referral papers
  • Copy deeds/deed plans if relevant to referrals/decisions made
  • Copy of /wiki/spaces/ELMS/pages/70975943
  • Any documents supplied by the initial research area examination that have not already been saved in the folder. 

6.21 Move RA folder to appropriate Complete folder. 

6.22 Complete timings spreadsheet.

  • Check the number of unregistered plots and note it in the Unreg’d Plots column.
  • Calculate the time taken to settle the case and note it in the Time column.
  • In the Registration Date column add (i) the date the application(s) were completed and (ii) the KIR registration date(s), in brackets.




Registers of Scotland (RoS) seeks to ensure that the information published in the 2012 Act Registration Manual is up to date and accurate but it may be amended from time to time.
The Manual is an internal document intended for RoS staff only. The information in the Manual does not constitute legal or professional advice and RoS cannot accept any liability for actions arising from its use.
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