Intake Referral Officer
Process Steps – when an intake officer has referred a rejection the following steps should apply:
Additional Information
1.1 Examine contents of envelope and the rejection letter(s) and ensure the correct template has been used and the correct rejection reason(s) has been included in the letter.
1.1.1 If an application to register a deed is being rejected because it was dependent on the registration of another deed and the envelope of deeds is all being returned to the lead agent, check that the intake officer has completed the letter to inform the other agent (no fee applies) template.
1.1.2 If the documentation is all being returned to the lead agent but the application form for any of the deeds being rejected was completed by a non-lead agent check that, in addition to the rejection letter to the lead agent, the intake officer has completed the letter to inform the other agent (fee applies) template and that the letter includes the rejection fee paragraph.
1.1.3 If the application to register a deed affects multiple titles, a single rejection fee should be charged (e.g. a Disposition of 10 registered titles, only a £30 rejection fee is charged). No rejection fee applies to an application for voluntary registration.
1.1.4 The application checklist should still be attached to the letter as this will provide a checklist for the submitting agent to use on resubmitting any future applications.
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.
1.2 Make any necessary amendments to the letter and authorise letter, or return contents of envelope/rejection letter to intake officer to make necessary amendments.
1.3 If the application is to register a deed and the application form states that the application is dependent on the registration of another deed and the application to register that deed has not be submitted hold onto the application until the following day.
1.3.1 If an application to register the dependent deed is received the following day and is acceptable for registration the application undergoing rejection should be accepted and processed as normal, unless the application fails to meet any other conditions of registration.
1.3.2 If an application to register the dependent deed is not received the following day proceed with rejection.
1.4 Pass contents of envelope/rejection letter to intake rejection officer with details of the applicable rejection code that should be entered onto Cool-ICE.
Common rejection reasons
L02 - Wrong application type/wrong LR form used
L03 - Witness hasn't signed/witness not named or designed
L04 - Title number not narrated in deed
L05 - Incorrect title number narrated in deed
L06 - Signatory/attorney not named/capacity of signatory not stated
L07 - Deeds identified for burdens/servitudes not submitted and no explanation given and no good quality copy of the deed on the Deed Search Tool
L08 - Answer to burdens question on form is inconsistent with deeds submitted
L09 - Answer to servitudes question on form is inconsistent with deeds submitted
L10 - Extent deed not submitted
L11 - Cadastral unit overlap
L12 - Insufficient detail in plan/deed to identify plot/servitudes/burdens
L13 - LBTT requirements not met
L14 - Links in title question answered inappropriately - granter not registered proprietor
Application errors
L15a - Required Part B questions incomplete
L15b - Deed inducing registration not submitted
L15c - Application form not submitted
L15d - SAF form required - subjects in sasines/dual registration
L15e - Application must be made by grantee - FR
L15f - Dependent application
L15g - Information in form differs from information in deed/insufficient information in form/deed to proceed
Deed errors
L16a - Granter/grantee not sufficiently named/designed
L16b - Non-constitutive deed - Title Conditions Act
L16c - Granter no longer exists - deed in previous name of bank/building society
L16d - Deed not signed
L16e - Plan/annexation not signed/incorporated
L16f - Plan/annexation not attached
L16g - Deed not in statutory style/otherwise invalid - no operative words, etc.
L16h - Deed not capable of registration - deed already registered/non-registrable deed type
Plans/mapping errors
L17a - Tenement steading extent not provided/insufficient
L17b - Common areas not capable of being mapped
L17c - Plan/deed description insufficient to delineate plot on cadastral map - VR
L17d - Quantum of share not specified
Payment errors
L18a - No fee/fee insufficient
L18b - Invalid cheque
Other
L19a - Application withdrawn
L19b - Prescriptive claimant requirements not met
L19d - Miscellaneous
L20a - Application created in error
1.4.1 Ensure the 'Our Ref' field has been completed correctly and that the authorised rejection letter has been saved/scanned 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.
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: DW/2015, FR/2015/TP/2015.
HHO Intake:
The reference should start with HHO, then the product (DW/TP/FR), then the year: HHO/DW/2015, HHO/FR/2015, HHO/TP/2015
Intakers e-fin sign-on can also be added to the reference for quality purposes.
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.
Process Ends
Next Process: Intake Rejection 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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