1.1 Notification from Scottish Government:

1.1.1 The Presiding Officer's office will phone or email to inform CAJR that the Letters Patent are coming to be sealed. They should confirm the time they intend to hand deliver the Warrant to reception. Provide them with your extension number and the security officers or CSC will phone you on their arrival.

Time - before 10.00

See CAJR Team Leader for contact details for staff at Scottish Parliament. Details of phone numbers and email addresses are available.

1.3 Inform National Records of Scotland (NRS):

1.3.1 Contact National Archives by phone and inform them that the Letters Patent are on their way. Email them if you cannot get through by telephone. If we get the document before 10am we can usually get it to NRS for 12pm. This is dependent on the availability of someone to sign the backing. NRS don’t like to get them later than 2pm as the process of sealing takes a minimum of 4 hours. The letters will be hand delivered by RoS to NRS.

Time - when notified

See CAJR TL for contact details for staff at NRS. Details of phone numbers and email addresses are available.

1.5 Purchase Order to be completed by SO1:

1.5.1 Before the sealing process, we need to request the sealing from NRS via a purchase order (PO) using PECOS. Once generated, the PO Ref (one beginning with 'RE'), needs to be sent to NRS by email. The cost is £200 per seal.

1.5.2 If you have more than one sealing, they can be processed as a single purchase order. Letters Patent is the only PO type where we can raise multiple items, i.e. Commissions need individual POs unless SG specify otherwise.

See CAJR TL for the finance email address at NRS.

1.6 Arrange transport to NRS:

1.6.1 Either book the pool car through Carillion from 11:30 to 13:00 or arrange a return taxi trip. The address is Thomas Thomson House, 99 Bankhead Crossway North, Sighthill, Edinburgh, EH11 4DX - follow the road past Makro. NRS - office location On arrival use the front entrance and get taxi to wait on you.

1.6.2 Details for contract taxi: phone for a taxi and tell them you would like to book a contract taxi using the current contract number and cost centre.

Time - after it has been signed

Check with CAJR TL for the current details for ordering a contract taxi

1.9 Confirm Royal Assent:

1.9.1 When you come back to the office you will need to send a Letter of Intimation. The letters are available in the CAJR Fileshare. Once you have updated the letter with new details, i.e. date of Royal Assent, Bill name, scan the letter and then email it to the presiding officer email address mentioned. Also send a hard copy in the post to:

Office of the Presiding Officer Q2.04 Scottish Parliament, Edinburgh EH99 1SP

This is already noted on the letter template and can go in a window envelope.

Time - approx 1pm

CAJR Fileshare - O:\Registration\Public\CAJR

Check with TL if this letter can go by DX rather than Royal Mail

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