Intake Officer

Owned by Admin1 (Unlicensed)
Apr 01, 2021
4 min read

The following process should only be followed where an application has been deemed to be unacceptable for the Land Register and the application has not been created on LRS. If the application has been created in error and needs to be cancelled and recreated, the application flysheet should be printed and passed to the rejection officer with a note added on the flysheet to confirm that the application is to be cancelled.

Process Steps

Additional Information

Rejection reason identified


1.1 One or more of the rejection criteria has been identified.

1.2 Identify the appropriate rejection reason(s).

1.2.1 Where the appropriate rejection reason(s) includes suggested text this will be included in the rejection letter.

1.3 If the appropriate reason(s) is not listed, or there is no suggested text, refer to referral officer for further instructions.


If the envelope contains related deeds submitted by a lead agent, only the deed(s) that does not meet the general application conditions or the conditions of registration should be rejected. Any additional deed(s) in the envelope that meets the general application conditions and the conditions of registration should be accepted and only a deed that becomes invalid as a result of the related deed being rejected should also be rejected.

If a single cheque is submitted to cover all the deeds in the envelope the acceptable deed(s) should be accepted and created on LRS as normal and the cheque should be processed through eFin with the additional fee amount for the rejected deed(s) being processed as a refund on eFin.


Rejection letter template completed


2.1 Complete the full rejection letter template,or select the appropriate partial rejection letter template, and, if necessary, complete the letter to inform the other agent, as detailed below.

2.1.1 Complete the partial rejection letter template if the application to register the deed is being rejected forms part of a number of related applications submitted by a lead agent and the payment method is direct debit or a separate cheque has been submitted in respect of the application to be rejected. 

2.1.2 This instruction has been deleted.

2.1.3 If the submitting agents for each application are different, but the documentation package is all being returned to the lead agent, the appropriate rejection letter template above must be completed for the lead agent and, in addition, the appropriate 'letter to inform the other agent' template below must be completed for the other submitting agents and any rejection invoice must be sent to the submitting agent.

    • If the deed is being rejected only for the reason that it has become invalid because it was dependent on the registration of another deed which has been rejected, the letter to inform the other agent template must be completed and must be addressed to the agent whose details are provided on the application form for the deed(s) being rejected.

    • If the deed is being rejected for any other reason or where it has become invalid because it was dependent on the registration of another deed which has been rejected and there is an additional error in the application the letter to inform the other agent template must be completed and must be addressed to the agent whose details are provided on the application form for the deed(s) being rejected.

2.2 Complete the following fields:

  • Agent's address
  • Our Ref (see instructions below)
  • Your Ref (agent's reference on the application form)
  • Title Number (if applicable)
  • Subjects
  • Applicants (name(s) and designation)

  • Granters (name(s) and designation)

     Completing 'Our Ref' field

    The 'Our Ref' field must be completed as follows to ensure that Customer Services can access the relevant file to deal with any enquiries.

    MBH Intake:

    The reference should start with the product (DW/TP/FR), followed by the year, followed by the intake officer's e-fin log in DW/2015/AB1, FR/2015/AB1, TP/2015/AB1.

    HHO Intake:

    The reference should start with HHO, then the product (DW/TP/FR), then the year, followed by the intake officer's e-fin log in HHO/DW/2015/AB1, HHO/FR/2015/AB1, HHO/TP/2015/AB1

     NOTE: pre-intake rejection letter/files will be saved under the subjects for all products (MBH TPs will also include the letter reference and date) to the shared drive.

2.3 Use the appropriate rejection letter template as identified above and add either the suggested text or the text as instructed by a referral officer, to that letter.

2.4 For the completion of the partial rejection letter (multiple application cheque) template only, ensure the associated UID number is added to the letter.

The rejection letter contains an application checklist for use by the submitting agent on resubmitting any future applications. This is for external use only, and must not be competed by the Intake Officer.

2.5 This instruction has been deleted. 

2.6 If a cheque is being returned with the application(s) add the following text after the signatory and name/job title field on the letter and include the value of the cheque:

Cheque(s) Enclosed - £(value of cheque) 

2.7 This instruction has been deleted. 

2.8 If an application has been rejected and has been represented together with a rejection letter detailing the associated UID number ensure any subsequent rejection letter still contains details of the associated UID number.

2.9 Print rejection letter and staple checklist to letter.

2.10 Pass rejection letter(s) and relevant content of envelope to referral officer. 

2.10.1 The rejection letter should be saved to the appropriate folder on O:\Production\All BU\Public\Pre-Intake Rejection letters using the subjects reference and, for TPs only, including the letter reference and date. 



Process Ends


Next Process: Referral Officer


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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