Authorisation Officer - Post Intake Rejections

Owned by Admin1 (Unlicensed)
Oct 17, 2017

Process Steps

Additional Information

Receipt by authorisation officer


1.1 Take on application on LRS. 


1.2 Check section A of the Post Intake Rejection Instructions form provides full details of reason(s) for rejection, refers to the correct rejection code from the code list below, and that all fields have been completed appropriately. If the rejection code has not been completed add the code from the code list below.

 Cool-ICE Rejection Reason Code List

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

1.3 Ensure correct application of requisition and rejection policy, if necessary, and check N&I on LRS. 

1.4 Confirm rejection or withdrawal fee in Part B of the Cancellation Instructions Form. 

1.4.1 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).

1.4.2 A rejection fee does not apply for an application for voluntary registration.

1.4.3 A rejection fee does not apply for a shared plot application (TS/FS/AS).

  • No rejection or withdrawal fee applies to applications with a registration date between 8 Dec. 2014 and 8 Feb. 2015 (inclusive). 
  • A rejection fee or withdrawal fee may still apply to an application with a registration date prior to 8 Dec. 2014 that is being rejected or withdrawn after that date 
  • See Rejection and Withdrawal Fees.

1.5 Check the correct Rejection/Withdrawal letter template has been used and that the details are correct, including UID number(s) (UID number not applicable for withdrawal). 

1.5.1 No reference is required in the rejection/withdrawal letter to any shared plot application.

Rejection Policy and Procedures

Substitution or Amendment - Requisition Policy and Procedure



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 completed by Legal or Plans Officer.

1.6 Check Intake Re-create instruction form (if necessary) and print name, sign and date the authorisation fields. 

The date of registration, being the date on which the application was entered into the application record, should never be changed and only the details on the application record should be amended. For example, if the application was entered into the application record on 10th Dec. 2014 against FFE12345 and it should have been against FFE54321 then the registration date should remain as 10th Dec. 2014 and the application should be recreated against FFE54321.

1.7 If case is not ready for rejection, return to settler.

1.8 Complete section B of the Post Intake Rejection Instructions form, print name, sign and date. 

1.9 Add new N&I to application workdesk (right click and select cancellation authorised).

1.10 Release to rejection officer under legal_cancel.

1.11 Pass application to the rejection officer.




The rejection officer process varies, depending on the circumstances, and the application type:


Full Rejection - Return to Agent - DW TA FA

Full Rejection - Return to Agent - FR TP

Partial Rejection - all Application Types


Recreate at Intake - DW TA FA

Recreate at Intake - FR TP



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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