Plans Information Paper 5/2001: P16 Report Answers Review

For some time it has been clear that the qualified answers (i.e. 1A, 2A, 2B, 3A, 3B, 3G, etc.), issued by the Keeper on P16 Reports, along with the advice letter (P43) annexed to answer 3 Reports, needed to be reviewed. The answers have been in use for a number of years with no attempt to update them and in many instances, give only a limited additional information to the agent.

An investigation into the type of enquiries received by Pre Registration Enquiries Section resulting from P16 Reports, also revealed that it was clear that agents did not understand the P43 letter. Originally the terms of the P43 were intended to advise the agent on how to answer the relevant questions on the Form 1. However from the levels and content of the correspondence received in Pre Reg., and the failure of many agents to answer the Form 1 correctly, it was clearly not working.

Therefore in an effort to reduce the confusion among agents on how to proceed when they received a qualified P16 Report answer, and in particular to guide them on what steps they should take when they receive an answer 3 Report. The answers have been re-written to standardise their content and to expand upon the information provided to the agent. Some answers have been deleted while others have been combined. In addition where an answer relates to a specific type of qualified note, they have where possible been given the same letter reference on each list of answers. For example, the answer for a "floating shape" on the old list was either a 2F or a 3G, but in future the answer will be D on both lists.

The P43 letter has been deleted and is replaced with new guidance notes written in clearer terms that the agent will hopefully find easier to understand. These notes are designed to list what the agent should do on receipt of an answer 3 Report, what information the Keeper requires, and what the consequences are if they fail to investigate or act upon the Report answer. The notes include a flow chart that instructs them on what to do prior to submitting an application for registration of a property that has received an answer 3 Report. As well as how to answer the questions on the Form 1. The emphasis has been put on their responsibility to complete an investigation prior to submitting the application.

The new answers and guidance notes have been approved and will be implemented with effect from 12th July 2001. Any P16 Reports completed on or after that date will be issued with the updated answers. Staff should be aware of this change over when dealing with agents on P16 related matters, and in particular the changes in letter references for the answers, as noted in the example above. Staff should ascertain from the agent the date of the Report and the exact wording of the answer to which their query refers.

See Section 19 A Guide to P16 Answers in the Plans Manual for a full list of the new answers and the guidance notes. Please take the time to familiarise yourself with the terms of the answers and notes. If you have any queries or require additional information please use the Plans Manual feedback forms.

Plans Services
12 July 2001

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