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How to lodge first registrations with copy deeds

Updated 25 January 2024

Applies to England and Wales

This guide provides the information required for conveyancers to lodge first registrations relying entirely on copy deeds with HM Land Registry.

1. Lodging copy documents with first registration applications

Conveyancers now have the option of lodging first registration applications made up entirely of certified copy deeds and documents, rather than original deeds and documents.

This gives conveyancers the opportunity to deal with us in a more consistent way and simplify their internal processes.

They can apply the same practice whether they are lodging documents supporting a first registration application or supporting an application in respect of registered land, although at the moment it is not possible to lodge first registration applications via the portal.

This does not apply to applications lodged by non-conveyancers, where the original deeds and documents are still required.

This does not apply to applications where the supporting deeds and documents have been lost or stolen. See practice guide 2: First registrations of title if deeds are lost or destroyed.

2. The requirements where copy deeds and documents are to be lodged

You must meet the following requirements.

1. You must complete a first registration copy deeds conveyancer’s certificate that accompanies the application.
2. The lodging conveyancer must certify each copy deed or document. The certification must be dated within 3 months of the date of your application.
3. All the deeds and documents lodged must be certified copies – you cannot send a mix of originals and copies – you must send a certified copy of the deed inducing registration.

For further guidance, see Applications lodged by conveyancers - acceptance of certified copy deeds.

3. How to complete the first registration copy deeds conveyancer’s certificate

There must also be a separate First registration copy deeds conveyancer’s certificate (MS Word Document, 29.1KB) that accompanies the application.

4. Certification of each copy deed or document

The lodging conveyancer must certify one of the following 3 options on the front page of each copy of a deed or document that accompanies the application:

a. I/We certify this is a true copy of the original document.

b. I/We certify this is a true copy of a document which is certified by a conveyancer to be a true copy of the original.

c. This is a true copy of an uncertified copy deed or document that is in the control of the applicant.

Certification details

The conveyancer who certifies the copy deeds and documents can do so in their individual name, or in the name of their firm, but must add their firm’s name and full postal address including postcode. Each deed should be signed manually and not by facsimile signature.

If you are lodging a copy of official evidence of marriage, death, or a grant of representation following death, you may use option A if you are certain that you have an original certificate issued by the registrar of births, marriages, and deaths, or option C if you are not certain that the certificate is an original. If the evidence has already been certified as a true copy by a conveyancer, option B would be applicable.

Dating the copy deeds and documents

The Registrar’s Direction of 4 January 2017 requires the certificate on each copy deed and document to be dated no more than 3 months before the application is made.

This is to make sure that copies are up-to-date. This reduces the risk that there may have been disposals which would be evidenced by endorsements on some original documents, it can help satisfy the Registrar in his duty of protecting the register and preventing registration fraud.

5. Plans accompanying deeds

You must make sure that the plans that accompany copy deeds and documents are full-sized colour copies and must not have been reduced in scale or size during the copying process, and all copies must be as clear and legible as the originals.

If there are any issues or concerns around quality, we reserve the right to request the original documents at any time.

For further details, see our practice guide 40: overview of HM Land Registry plans.

6. E-despatch

You will usually receive the results of your first registration applications online, in the PDF downloads area of the portal when all the supporting documents you lodged with your application were certified copies. If your title plan is over A3 we still send it to you by post.

For further details, read about e-Despatch for business customers.