Land register submissions

Published: 12 February 2021 - 2:02pm

Land register applications can now be submitted digitally.

Our digital submission service deliberately mirrors existing paper submission processes.

Digital submissions are the equivalent of what you would have previously posted to us in an envelope.

You do not need to send us physical documents after submitting digitally.

To use this service you’ll need:

  • an online services account
  • an active direct debit

Access our online services

Apply for an online services account

Service walk-through

Acceptable application types

You will need to use a RoS generated eForm.

Some land register application types may require you to speak to our customer services team.

Complex first registrations involving rural land

Sometimes a transaction involving rural land is complex.

We would recommend making contact with customer services. They will arrange for someone to discuss the case with you first and confirm submission via the service.

Dual registrations

Dual registrations where the existing title is already on the land register can be submitted and processed as normal.

If the existing title isn't on the land register you should use the sasine submission process.

Books of council and session

If your deed needs to be registered in the Books of Council and Session, read our guidance on the process.

Submitting documents

There is no limit to the number of documents that can be uploaded with any single digital submission.

All deeds must be signed as per usual guidance and practice.

Any documents referenced in an application should be provided in PDF format.

There is no relaxation of the requirement to sign deed plans. Signed versions of plans can be attached to the deed via the digital portal.

The maximum upload size for a single document is 75MB .

Large plans and shape files

If a plan exceeds our 75MB upload limit, scan in the best possible quality and submit.

We won’t reject an application if submitting through the service creates an issue with the plan. For example we are unable to:

  • view a clear signature
  • make out the required detail

If this happens, we will contact you to request a rescan or another format.

Contact customer services if you have a shape file to submit with your application.

Applications using spreadsheets

Complex transactions and voluntary registrations sometimes use spreadsheets.

You can save spreadsheets in PDF format and upload these in the ‘additional information’ section of the portal.

If you can’t provide a deed or document

If you can’t digitally provide a deed or document, you can use our new non-digital document function.

Sealed documents

Before you upload documents via the digital submission service you must check that any seal, and the details on the seal, are clearly visible on the scanned version of the document.

The details on the seal will be the organisation or authority that has sealed the document.

If the seal and the details on the seal are not clearly visible, the seal should be lightly shaded and circled in pencil.

Next to the circled seal you should write ‘sealed by’ and include the name of the organisation or authority that has sealed the document.

An example could be ‘sealed by The City of Edinburgh Council’.

You should then re-scan the document before uploading. Failure to do so may result in rejection of your submission.

Covering letters

For complex transactions, firms may submit a covering letter.

This can include information on:

  • the number of applications forms
  • the order of registration
  • any other relevant information

Covering letters should be saved as a pdf and submitted as additional documents.

Applications with multiple registration forms

Digital submissions don't change the existing process involving multiple applications.

The digital service supports applications with multiple forms relating to the land register.

Additional applications can be added to a submission, for example a standard security to accompany a disposition, by selecting the ‘Add another Land Register form to this submission’ button at the bottom of the Review and Submit page.

In a scenario involving more than one firm, each firm can work on their application separately. Alpha codes can be shared in order for one firm to submit the final application.

Alpha codes are generated by the creation of each application form.

We recommend using the ‘additional information’ section to describe the linked applications.

Submissions with multiple application types

If your submission contains more than one application type, you will need to create a separate eForm for each one.

For example, you are submitting a deed to the land register which is conveying subjects that are part registered plot (Dealing of the Whole) and part unregistered plot (First Registration).

You should submit these eForms alongside the live deed as a single digital submission.

This must include the alpha code for each application form.

Your application may be rejected if you do not submit as a single digital submission.

Notifications and acknowledgements

Our current online services functionality allows you to enter up to four email addresses. This will not change with digital submissions.

Visibility of submitted applications will remain in line with our current email notification process.

Rejected applications

Normal rejection policies and procedures apply during this period.

Querying a submission

Contact customer services:

Email: customerservices@ros.gov.uk
Phone: 0800 169 9391


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