Initial Examination - TP Legal Instructional

Owned by Admin1 (Unlicensed)
Oct 23, 2020

Process Steps

Additional information

Take on application and examine casebag 


1.1 Take on the application on the LRS.

1.2 Check deeds enclosed correspond with the inventory (if completed).

1.2.1 On completion of all the legal examination steps if any of the deeds required to complete registration have not been submitted, and if there is no further explanation on the application form as to why a deed has not been submitted and we do not hold a good quality copy of that deed on the Deed Search Tool, then following referral the application should be rejected.

1.3 Examine application for any correspondence and consider appropriate action or refer to senior officer/first removal officer if necessary.

1.4 Open application workdesk.

1.5 Check for any additional applications.

1.5.1 On completion of the initial examination and the deed examination steps request any additional applications from support and attach on receipt if it is appropriate to do so.

Care should be taken when attaching casework. Applications must always be completed in date order.

  • Check and print, if necessary, the title N&I for each application before attaching the applications on LRS to prevent the N&I being lost.
  • Always ensure the lead application contains the title version you need to work on. If this is not done, it can have serious implications, raising the risk of claims being made against RoS - over-writing titles.

1.6 Examine L53 record card. 

1.7 Complete a title search of the Parent Title (PT), arrange in date order and identify any registered or pending DW and TP application(s) between the date on the L53 and the registration date of the TP under examination.

1.7.1 Consider how DW(s) affects TP/PT and on completion of the initial examination and the deed examination steps request from support, if it is appropriate to do so, and refer to first removal officer.

It is essential that you check the application record for other TPs or DWs over the PT as there can be serious consequences if applications are not completed in date order. Applications must always be completed in date order.

1.8 Check application workdesk notes and instructions and consider necessary action, acknowledge or refer as appropriate.

1.9 Open the title workdesk.

1.10 Check any title workdesk notes and instructions and consider necessary action, acknowledge or refer as appropriate.

Incorporating Quality Data Points:



Examine the application form


2.1 Ensure that the form(s) submitted is signed, and matches the information contained in the corresponding deeds.

Legal Quality Checkpoint LQC1 - Deed(s)

2.2 Ensure that the form is correctly completed for the type of deed submitted and consider the answers provided.

Application Form Check

 Application form errors - rejection policy

Not signed

If the application form is not signed, then once the other steps in initial examination are completed, the application must be rejected.

Major Discrepancies

If any discrepancies between the application form and the registrable deed are such that the application form does not appear to relate to the registrable deed, then once the other steps in initial examination are completed, the application must be rejected.

Incorrect completion of form

If the form is not correctly completed for the registrable deed being submitted, or a question or questions are partially completed, then once the other steps in initial examination are completed, the application should be rejected.

2.3 Check the application form against the deed(s).

2.4 Check the application workdesk against the deed(s) and make any other necessary amendments to the application workdesk if necessary.

 Points to check
  • Deed code(s) - note that only the deed types available in the picklist should be used
  • Creditor code (if necessary)
  • Granter/grantee name(s) in

(1) the Applcnts/Grntrs field and

(2) the Deeds details field - note that both "[first named party] and anr" or "[first named party] & anr" are acceptable where there are two granters or grantees

  • Designation
  • Consideration
  • Date of entry
  • Property type
  • Property address
  • Agent FAS and agent reference
  • email address(es) of parties to be notified in relation to the specific deed (use only the details provided in the notification details section of the application form)
  • UID number(s)
  • Priority
  • Category of the case
  • Application workdesk N&I
  • Spelling errors.

2.5 Check the email addresses on the application form(s) correspond with the application workdesk and amend the application workdesk if necessary.

2.6 Check the parties to the deed(s) have been correctly entered in the standardised format in the Details field on the application workdesk and amend the application workdesk if necessary.

The email address(es) and the details of the parties must be entered correctly and in the standardised format as this information is imported into the notification handling system.

Rejection Policy and Procedures



Next: Examine Live Deeds


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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