Full Rejection - Return to Agent - FR TP
Process Steps
Additional Information
1.1 Check sections A and B of the Post Intake Rejection Instructions form (and the LR34B(1), if necessary) have been completed, signed and, if applicable, has been authorised and the rejection code(s) from the Cool Ice list below has been identified on the form.
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L19a - Application withdrawn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
1.1.1 If a DW is being rejected and is attached to an FR, TP or other DW that is not being rejected the LR34B(1) is completed.
1.2 Check the Rejection/Withdrawal letter is completed.
1.3 Return the application to the settler for correct procedures to be followed, if necessary.
Rejections should be processed expeditiously. Failure to do so could lead to misleading entries on systems and title sheet record.
1.4 Take on case on LRS under legal_cancel and open the application workdesk.
1.5 Ensure that no further applications have been received subsequent to the instigation of rejection procedures. If any new applications are identified, refer back to settler adding a reason into the application workdesk notes and instructions.
1.6 Check mail log if necessary.
1.7 Add UID numbers to Part C of the Post Intake Rejection Instructions form.
2.1 Create an entry in the returns log (use only first UID number).
2.2 Open returns log using unique logon, department and password.
2.3 Click on create entry.
2.4 Click on cancellations.
2.5 Click on enter.
2.6 Complete all fields.
2.6.1 The rejection code(s) selected from the picklist should match the rejection code(s) detailed in the Post Intake Rejection Instructions form.
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
All entries (in the returns log) are stored on a database and searches can be run under several headings to trace the entry; in most cases the title number would be the main search criteria.
3.1 Access CSS and amend closing note to state that application is rejected.
3.2 Tab down to CSS maintenance routines and F5.
3.3 Tab down to create/amend CSS notes and F5.
3.4 Fill in required details.
3.5 F1 to amend and then arrow down to the end of the closing note and enter application rejected, the rejection date and the initials of the rejection officer then enter.
Where the search sheet was closed (short black note), the rejection officer must also re-open the search sheet. Where the case only affected part of the S of S (long black note), the search sheet status remains unaffected.
3.6 F10 to exit CSR.
4.1 Open LRS application workdesk.
4.2 Change category to CP/CL/CI.
4.3 Open title workdesk.
4.4 Add rejection details to prefix field of property description in A section (right click for picklist and select for FR/TP applications (title sheet being cancelled)) and complete rejection reason and date.
4.5 Add N&I to title workdesk (right click for picklist and select cancelled title (FR/TP)) and complete all fields.
4.6 Score out the title number on the backing of deeds.
5.1 Enter note for plans officer in title workdesk. (right click for picklist and select cancellation instructions to plans).
5.2 Print name, sign and date Rejection Officer section of Post Intake Rejection Instructions form.
5.3 Refer to plans rejections officer under plans_cancel.
5.4 On return from plans, take on LRS under Legal_Cancel and check Plans Rejection Officer section of Post Intake Rejection Instructions form completed.
6.1 Identify location of scanned Rejection/Withdrawal letter, or scan and save letter to appropriate location as necessary.
6.2 Open notification handler system and log in.
6.3 Select Create Notification.
6.4 Select notification type Post Intake Rejection or Withdraw as appropriate.
6.5 Enter the application number
6.6 Upload the Rejection/Withdrawal letter with checklist and select submit.
All steps superseded - proceed to Step 8.
8.1 Print L202C Add to Scan Request form.
8.2 Open the title workdesk on LRS.
8.3 (This step no longer required.)
8.4 In title workdesk click edit.
8.5 Select close/cancel.
8.6 Click cancel and add date of rejection.
8.7 Re-open application and return to title workdesk.
8.8 Click confirm in title workdesk and OK to validation prompt.
8.9 Release application to despatch_cancel.
8.10 Take on case under despatch_cancel.
8.11 Click cancel in the application workdesk.
8.12 Print name, sign and date Post Intake Rejection Instructions form.
8.13 If necessary, refer to instructions to cancel any shared plot application.
If a registered title is being cancelled the process steps for cancelling a registered title sheet should be followed.
9.1 Photocopy any relevant forms/letters/documentation for scan
9.2 Number up folios.
9.3 Complete L202C Add to Scan Request form.
9.4 Send L202C Add to Scan Request form and copy documentation to scan.
10.1 Identify documents on inventory (if submitted).
10.2 Return documents, forms, invoice and Rejection/Withdrawal letter with checklist to agent.
Next: Plans 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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