Guidance

Notice 16: HM Land Registry Portal Information Services (effective 3 November 2019)

Updated 16 November 2023

Applies to England and Wales

Notice given by the registrar under Schedule 2 to the Land Registration Rules 2003

Interpretation

1.In this Notice:

(a) “the Rules” means the Land Registration Rules 2003 (SI 2003/1417), as amended from time to time, and a reference to a rule by number is to the rule so numbered in the Rules,

(b) expressions used have, unless the contrary intention appears, the meaning which they bear in the Rules,

(c) “direct debit reference number” means the unique reference number issued by HM Land Registry to a person who has entered into an agreement of the type referred to in paragraph 7,

(d) “Portal” means the secure website platform used to access HM Land Registry’s Business e-services.

Currency of Notice

2.(a) This Notice shall be current for the purposes of Schedule 2 to the Rules on and after 3 November 2019. On that date this Notice and Notice 17: HM Land Registry Business Gateway Information Services, replace Notice 16 of 16 September 2019: HM Land Registry Portal and Business Gateway – Information services.

(b) The registrar is satisfied that adequate arrangements have been made or will be in place for dealing with the applications and other matters specified in this Notice electronically.

Services available through Portal

3.Subject to paragraphs 4 and 5, column 1 of Schedule 1 lists the services available through Portal.

4.Column 2 of Schedule 1 lists against the relevant service any limitations on use or requirements specific to that service.

5.All the services are subject to the provisions of paragraphs 6 to 13.

When the services are available

6.Applications may only be made between:

(a) 0630 hours and 2300 hours every day.

(b) The service may not be available for up to 15 hours each month due to essential maintenance, improvement and testing work. The registrar will endeavour to undertake such work at times on a Sunday or when it will have minimal impact on applicants.

Who may deliver applications

7.Applications may only be delivered by a person who:

(a) has been approved by HM Land Registry to use Portal, and

(b) has accepted HM Land Registry’s Conditions of Use: the portal and Business Gateway, and complies with those conditions, and

(c) has entered into an agreement allowing payment of fees by direct debit as authorised under article 13(2) of the Land Registration Fee Order 2013 (or the equivalent provision under any Order which supersedes it).

Particulars to be provided

8.Each applicant must provide on request:

(a) such of the particulars set out in paragraph 9 as are required for an application of the type applied for, and

(b) any particulars specified in relation to such application in column 2 of Schedule 1.

General particulars for applications

9.The particulars referred to in paragraph 8(a) are:

(a) the title number of the registered estate, the caution title number, or, where the application allows, the HM Land Registry reference,

(b) when requested, the address of the property,

(c) the nature of the application,

(d) the name of the person or persons on whose behalf the application is being made,

(e) the surname or, if not an individual, the full name of the registered proprietor, or one of the registered proprietors, of the estate,

(f) a customer reference,

(g) the name, address and reference of the person or firm to whom any copy, certificate or result in paper form is to be despatched if it is not issued by electronic means.

General limitations for applications

10.Where a plan in electronic form accompanies an application, it must:

(a) be to scale,

(b) allow the land to be identified in relation to the Ordnance Survey map,

(c) indicate the floor levels, where appropriate,

(d) not exceed 20 megabytes in size,

(e) be in one of the following formats:

• Graphics Interchange Format,

• Joint Photographic Experts Group Format,

• Portable Document Format, or

• Tagged Image File Format.

General limitations for issue of certificates or results

11.Where a certificate or other result of an application or search is issued by electronic means under rule 132(2):

(a) no paper copy of that certificate or result will be issued,

(b) it will be issued by being made available to the applicant for download on the day of completion of the application and for a further twenty nine days thereafter,

(c) it will be issued in the form of a PDF file.

12.Subject to paragraph 13, the certificate or other result will be issued in electronic form.

13.(a) The certificate or other result will be issued in paper format if:

(i) it is a historic edition of a registered title issued under rule 144,

(ii) it exceeds twenty megabytes in size, or

(iii) it exceeds A3 size.

(b) Where an individual register or title plan, or caution register or caution plan is not kept in electronic form, or for any other reason the registrar considers that an official copy of it cannot conveniently be issued in electronic form, he may issue an official copy in paper form.

(c) Where a document is not kept in electronic form, or for any other reason the registrar considers that an official copy of it cannot conveniently be issued in electronic form, he may issue an official copy of that document in paper form.

Mike Harlow
Acting Chief Executive and Chief Land Registrar
21 October 2019

Schedule 1

Information Services available

Column 1 Service	Column 2 Specific limitations or requirements
A.Applications to inspect and make copies of the registers and documents under section 66(1) of the Land Registration Act 2002.	1.Applications may not be made in respect of a registered title to a profit a prendre in gross or a franchise. 2.Where inspection of a document is sought, the nature and the date of that document and the title number (if any) under which the document is stated in the register to be filed must be provided.
B.Applications for official copies of a registered title or an individual caution register or caution plan made under rule 134	1.Applications may not be made in respect of a registered title to a profit a prendre in gross or a franchise. 2.The relevant title, or caution title, number must be provided
C.Issuing official copies of a registered title or an individual caution register plan made under rule 134
D.Applications for official copies of documents referred to in the register of title and kept by the register under rule 135	There must be specified: the title number of the individual register; the administrative area(s) in which the estate registered under that title number is situated; the title number (if any) under which the document is stated in the register to be filed; and in every case the nature and the date of the document to be copied.
E.Issuing official copies of documents referred to in the register of title and kept by the registrar
F.Applications for certificate of inspection of the title plan under rule 134	Applications may only be made where there is an approved estate plan in respect of the registered title.
G.Applications for day list information under rule 141(2) and enquiry as to discharge of a charge under rule 142(1)(a) (“Application Enquiry”)	1.The applicant may apply using either the title number of the relevant registered title, or using the HM Land Registry reference for an application made in respect of that title number. 2.Selecting the “Discharge activity” link allows an enquiry as to discharge of a charge. 3.The day list information and discharge information (if any) in respect of the relevant registered title will be issued to the applicant electronically. 4.The day list information and discharge information will be provided as set out in Schedule 2.
H.Applications for a historical edition of a registered title under rule 144	1.Historical editions of the register can only be provided where they are held in electronic format. 2.The relevant edition date must be provided. 3.Applications may not be made in respect of a registered title to a profit a prendre in gross or a franchise.
J.Applications for an official search of the index map under rule 145	Applications may only be made in respect of property identified by: (a) its postal address or a plan in electronic form which accompanies the application, and (b) the administrative area in which it is located.
K.Issuing of official certificate of search of the index map under rule 132(2)
L.Applications for an official search of the index of relating franchises and manors under rule 146	The information required in panel 1 of Form SIF in Schedule 1 to the Rules must be provided.
M.Applications for an official search with priority of the whole of the estate in a registered title or the whole of the estate in a pending first registration application under rule 147	1.There must be provided: the name of the proprietor or applicant for first registration; in the case of an official search relating to a registered title a search from date within the meaning of rule 131; and whether it is to protect a purchase, a lease or a charge. 2.The entry of the name(s) of the person(s) on whose behalf the application is made is limited to 100 characters. Where: (a) the name of the person on whose behalf the application is made exceeds 100 characters, appropriate abbreviations must be made; (b) the names of the persons on whose behalf the application is made exceed 100 characters, so many of the names together with the words “and others” as will together not exceed 100 characters must be entered.
N.Applications for an official search with priority of part of the estate in a registered title or part of the estate in a pending first registration application under rule 147	1.Applications may only be made if: (a) there is a relevant approved estate plan and the applicant provides the relevant plot number on, and the date of approval of, the approved estate plan and no plan accompanies the application, or (b) a plan in electronic form accompanies the application. 2.There must be provided: the name of the proprietor or applicant for first registration; in the case of an official search relating to a registered title a search from date within the meaning of rule 131; and whether it is to protect a purchase, a lease or a charge. 3.As limitation 2 for Service M (Official Search of whole with priority).
O.Issuing official certificates of search with priority of part of the estate in a registered title or part of the estate in a pending first registration application under rule 149(2)(b)
P.Issuing official certificates of search with priority of the whole of the estate in a registered title or the whole of the estate in a pending first registration application under rule 149(2)(b)	1.An official certificate of search will be issued under rule 149(2)(b) or 156(2)(b) (as appropriate) in electronic form by way of Portal where: (a) in the case of an official search relating to a registered title, the result of search states that: (i) there are no pending applications which fall within paragraph G of Part 3 of Schedule 6 to the Rules, and (ii) there are no official searches of part of the estate in the registered title which fall within paragraph H of Part 3 of Schedule 6 to the Rules, (b) in the case of an official search relating to a pending application for first registration, all the details required to issue a certificate have been entered on the day list and the result of search states that: (i) there are no pending applications which fall within paragraph H of Part 4 of Schedule 6 to the Rules, and (ii) there are no official searches of part of the estate in the pending first registration application which fall within paragraph I of Part 4 of Schedule 6 to the Rules. 2.Notwithstanding paragraph 1, in the case of an official search relating to a registered title, where the result of search reveals any adverse entry falling within paragraph F of Part 3 of Schedule 6 to the Rules, an official search certificate will only be issued by way of Portal where the individual register of title in respect of which the search is made is kept in electronic form and the title is not in respect of a profit a prendre in gross, or a franchise.
Q.Issuing official certificates of search with priority of the whole of the estate in a registered title or the whole of the estate in a pending first registration application under rule 149(4)	1.An official certificate of search falling within rule 149(4) or rule 156(4) will only be issued in electronic form by way of Portal where: (a) in the case of an official search relating to a registered title, the result of search states that there are no adverse entries, no pending applications and no official searches which fall within paragraphs F, G or H of Part 3 of Schedule 6 to the Rules, (b) in the case of an official search relating to a pending application for first registration: (i) all the details required to issue a certificate have been entered on the day list, and (ii) the result of search states that there are no pending applications and no official searches which fall within paragraphs H or I of Part 4 of Schedule 6 to the Rules.
R.Applications for an official search without priority of the whole of the land in a registered title made under rule 155	There must be provided: the name of the proprietor.
S.Issuing official search certificates without priority of the whole of the estate in a registered title under rule 156(2)(b)	As Service P (Official Search with priority).
T.Issuing official search certificates without priority of the whole of the estate in a registered title under rule 156(4)	As Service S. (Official Search without priority)
U.Applications for an official search certificate of the result of a search for the purpose of section 56(3) of the Family Law Act 1996 under rule 158	There must be provided: the name of the proprietor.
V.Issuing official search certificate result of an application for the purpose of section 56(3) of the Family Law Act 1996 under rule 159(1)(b)
W.Application for withdrawal of official search with priority under rule 150	1.There must be provided either: a. the certificate number of the search, or b. the HM Land Registry reference 2.Applications may only be made in respect of official searches of whole with priority or official searches of part with priority 3.Applications may only be made in respect of searches lodged by the applicant personally or by another user within their firm or organisation.

Schedule 2

Day List Information provided - Application Enquiry through Portal (referred to at Service G in Schedule 1)

General

1.When requesting to use the application:

a. Submitting a title number displays a list of all pending applications and official searches with priority against that title number,

b. Submitting the HM Land Registry reference reveals details of the application to which the reference relates.

2.In the case of an application using the title number (as described in paragraph 1a) the information received will be as set out in paragraphs 5 to 11 inclusive of this Schedule.

3.In the case of an application using the HM Land Registry reference (as described in paragraph 1b) the information received will be:

a. The information that would be seen in the expanded view of the particular application to which the reference relates (as described in paragraph 7), and

b. The date of completion or cancellation of any application to which the HM Land Registry reference relates if that completion or cancellation occurred within the last 30 calendar days.

4.In either case, the title number in respect of which the application for day list information was made will be displayed.

Information as to pending applications

5.Where there is an entry on the day list in respect of a pending application, the entry will indicate whether, at the time the entry was made, the application was:

• for first registration of the estate which has been allotted the title number (a “First Registration”),

• for registration of a transfer of part of the estate in the registered title (a “Transfer of Part”),

• for registration of a lease of all or part of the estate in the registered title to which section 27(2)(b) of the Land Registration Act 2002 applies (a “Dispositionary First Lease”),

• an application to register a transfer or mortgage of the whole estate or for the entry of a notice in the register (in each case described as a “Dealing”).

6.Where two or more applications were delivered together, only one entry will be made. For example, the following applications are often delivered at the same time: to discharge a registered charge, to register a transfer and to register a legal charge. These will be covered by a single entry (a “Dealing”).

7.Where there is an entry on the day list in respect of a pending application, the following will be revealed (in the expanded view of an individual application):

(a) The date and time the entry was made on the day list.

(b) If recorded on the day list, the name, address and reference of the person who lodged the application.

(c) If recorded on the day list, and entry is in respect of a Transfer of Part or Dispositionary First Lease:

• a short description of the estate said by the applicant to be affected by the application,

• the new title number allocated to the estate,

• up to five parent title numbers out of which the new estate was granted.

(d) How the application was received.

(e) The progress of the application will be displayed for information only, but HM Land Registry cannot guarantee the accuracy of the progress revealed.

Information as to official searches

8.Where there is an entry on the day list in respect of an application for an official search with priority, the following will be revealed:

(a) Whether the application is:

• for a search of the whole of the estate in the registered title (or an estate which is the subject of a pending application for first registration under the allotted title number), or

• for a search of part of the estate in the registered title (or an estate which is the subject of a pending application for first registration under the allotted title number).

(b) Whether the reason given by the applicant for making the application was that he intended to purchase, take a lease or take a registered charge.

(c) The date and time the entry was made on the day list, and the priority period.

(d) The reference allocated by the registrar to the official certificate of search.

(e) The name of the applicant.

(f) If recorded on the day list, the name, address and reference of the person who lodged the application.

(g) If recorded on the day list, and the search is of part of the estate in the registered title or allotted title number, a short description of the estate said by the applicant to be affected by the search.

(h) How the application was received.

Discharge activity

9.Selecting the “Discharge activity” link will display whether or not any discharges of registered charges have been completed on the title within the last 30 calendar days. This service does not include the discharge of equitable charges.

10.To verify if a particular registered charge has been discharged, the date of the charge may be entered. If a match is found with any charges discharged with the last 30 calendar days, details of the lender and date of discharge will be displayed.

11.Any pending application of an electronically submitted discharge of a registered charge (submitted either by means of the eDS1 service or a Virtual Private Network Service) will also be revealed. Where a discharge is part of a larger pending application, it will not be displayed until the discharge has been completed.