Guidance

Practice guide 11: inspection and application for official copies

Updated 2 September 2024

Applies to England and Wales

Please note that HM Land Registry’s practice guides are aimed primarily at solicitors and other conveyancers. They often deal with complex matters and use legal terms.

1. Introduction

This guide covers inspection of the register and how to make applications for official copies. The Land Registration Act 2002 made changes to rights to inspect and obtain copies of leases and charges referred to in the register and in respect of documents not referred to in the register.

A service for obtaining copies of historical editions of the register is also available.

Where we refer to documents this does not only mean title deeds. The term also includes application forms, correspondence and items we have created or commissioned as part of our work, for example, the result of a survey of the land.

The same rights are generally available whether you wish to inspect in person or make an application for official copies. We will deal with common elements first and then with the different forms of application.

2. What is available as of right under the Land Registration Rules 2003

With some important exceptions referred to in Documents not available as of right, any person can apply to inspect or obtain official copies of the following as of right:

• the register or caution register of an individual title
• any title plan or caution plan of an individual title
• any document referred to in the register
• any document not referred to in the register which relates to an application

Note: You cannot request this information under the Freedom of Information Act 2000, as it is “reasonably accessible” to you within the meaning of section 21 of the Freedom of Information Act 2000.

3. Documents not available as of right

There are some important exceptions to the general rights of inspection and copying. These are:

• exempt information documents
• an edited information document which has been replaced by another edited information document under rules 136(6) or 138(4) of the Land Registration Rules 2003
• form EX1A
• form CIT and any form which has been attached to form CIT together with any documents or copy documents prepared or sent by the registrar in response to the application
• correspondence and documents relating to indemnity claims
• any document relating to an application for a network access agreement under paragraph 1(4) of Schedule 5 of the Land Registration Act 2002
• any document within section 66(1)(c) of the Land Registration Act 2002 provided, prepared or obtained as evidence of identity of any person (such as an applicant, or an objector, for example)
• any other document within section 66(1)(c) of the Land Registration Act 2002 which relates to the prevention or detection of crime – unless it is a document:
  • lodged as part of or in support of either an application to the registrar or an objection to an application
  • prepared by, or at the request of, the registrar as part of the process of considering an application or objection but which is not prepared principally in connection with the prevention or detection of crime

See rules 133 and 135 of the Land Registration Rules 2003.

Applications for inspection or a copy of these documents should be made in writing including, in the case of the Freedom of Information Act 2000, by email. There is no requirement under the Freedom of Information Act 2000 for the applicant to give a reason for requiring the information, but it may assist in cases where the public interest test needs to be considered by HM Land Registry.

Where a document has been designated as an exempt information document, an application for a full copy can be made using form EX2 in accordance with rule 137 of the Land Registration Rules 2003 – see practice guide 57: exempting documents from the general right to inspect and copy. You can also apply in writing in accordance with the Freedom of Information Act 2000.

Note: There may be some delay in dealing with these types of requests because we may need to serve notice on any interested parties.

We have an obligation to provide information under the Freedom of Information Act 2000 within 20 working days. If it seems likely that we will not be able to achieve this, we will inform you in advance and give you an estimate of the likely actual time it will take to deal with your request.

Schedule 5 applicants applying under rule 140 of the Land Registration Rules 2003 and using form CIT are entitled to all of the above documents as of right. (This rule applies to the police and certain other applicants. See practice guide 43: court proceedings, insolvency and tax liability for further information).

4. Official copies of registers and title plans

Where possible all applications for official copies should be made electronically. Appendix: methods of delivery contains details of the method of delivery for official copy applications.

Please note citizen customers can only lodge an application via postal methods.

4.1 Applying electronically for official copies of a register or plan

You can apply for official copies of the register and plan through HM Land Registry portal, for further information see HM Land Registry portal: how to request official copies

Business e-services, Business Gateway and National Land Information Service applicants should select the equivalent option from the appropriate menu.

The application must be accompanied by the fee prescribed under the current Land Registration Fee Order, see HM Land Registry: Information Services fees.

All applicants will normally receive an electronic official copy of a register of title, title plan, caution register or caution plan, where HM Land Registry holds the original in electronic format.

Electronic official copies will be issued in the form of a PDF file. In our view a print from the PDF file will be an official copy, provided the PDF file has not been modified or corrupted since receipt. Also in our view, if the PDF file is forwarded it will, provided it has not been modified or corrupted, constitute an official copy and a print from such an unmodified and uncorrupted PDF file will be an official copy.

There are instances when an electronic official copy cannot be provided. Such as where the document is larger than 40 megabytes or is not held electronically. When an electronic official copy cannot be provided a paper official copy will be issued by post or DX at no extra cost to the applicant. When lodging an application, ensure that you provide the correct address for these for these documents to be returned. Where the return address different to that associated with your key number, use the ‘Alternative Address’ function to provide the correct address.

There is also the choice to view the register and title plan electronically using the ‘Register View’ (HTML and PDF) and ‘Title plan View’ (PDF) options. However, within the meaning of section 67 of the Land Registration Act 2002, these registers and title plans are not admissible in a court in the same way as an official copy, therefore it may not entitle a person to be indemnified by the Registrar if he or she suffers loss by reason of a mistake contained within it.

4.1.1 Is the document I received an official copy or a print from an official copy?

In much the same way as you would satisfy yourself that a traditional paper document is an official copy, two considerations will help to make up your mind: what does the document look like and where did it come from?

As to what the document looks like, does it look like an official copy and are there any obvious discrepancies in the form and order the information is presented?

As to where the document came from, did it purport to come from Business e-services on HM Land Registry’s website, the National Land Information Service or, if forwarded by a third party, is the standing of that person such as to make it likely that it is an official copy?

4.2 Applying by post for official copies of the current register and title plan

Where possible applications for official copies should be made electronically - see Applying electronically for official copies of a register or plan.

When making a paper application, you must complete form OC1 when lodging a paper application including any application for an official copy of a caution title register or plan.

The application must be accompanied by the fee prescribed under the current Land Registration Fee Order, see HM Land Registry: Information Services fees.

Please complete all applicable panels so your application can be dealt with as quickly as possible. Panel 5 of form OC1 must be completed. This panel contains the applicant’s name and address and this information will be used to send the document(s) to you. We will reject any application in which panel 5 has not been completed.

Where the property is known to be registered and has a postal address (for instance 145 Green Road, Anytown) but the title number is not readily available, you may write, “please supply the title number” boldly at the head of the form or in panel 2. You must then state the nature of the title in which you are interested in the second part of panel 2.

We will reject ‘please supply title number’ applications with a non-postal address (for instance ‘land on the west side of High Street, Anytown’ or ‘33 Cannon Road and land adjoining, Anytown’). We will reject ‘please supply title number’ applications which are accompanied by a plan even if the property has a postal address. We will also reject such applications where the number of title numbers revealed exceeds five. Where we reject these applications, we will request that you apply for a search of the index map using form SIM.

4.3 Official copies generally

Official copies of registers and title plans are always timed and dated to show that they represent a true record of the entries in the register and the extent of the registered title at that specific time. Where there are pending substantive applications, the date and time will be backdated to before receipt of the earliest pending application. An official search based on the copy register can be made to provide details of the pending application(s).

Official copies of documents are not dated because, once registered, documents are not normally altered.

Official copies are admissible in evidence to the same extent as the original (section 67 of the Land Registration Act 2002).

For applications for official copies made in accordance with the Land Registration Rules 2003, see HM Land Registry: Information Services fees for fees payable. Different considerations apply for requests for information made in accordance with the Freedom of Information Act 2000. Please contact any HM Land Registry office for information.

Note: If there are any applications pending in HM Land Registry affecting the title concerned, such as a transfer of part, we may only have completed the mapping work. Additional colour or other references, for example ‘numbered 1’, may appear on the title plan, but they may not yet be mentioned in the register. Colour or other references may also have been amended or removed from the title plan but may not be reflected in the register.

5. The certificate in form CI option

A special procedure, based on the use of an officially approved estate layout plan, is available to simplify the task of buying and selling, or leasing plots on a developing title. It involves the use of recognised plot numbers and instead of applying for an official copy of a title plan, you can apply instead for a certificate of inspection.

The certificate will confirm that the plot is within the vendor’s title and will also reveal whether it is affected by any references shown on the vendor’s title plan. This can be useful where the vendor’s title plan is complicated.

Where we have approved an estate plan, you simply need to give the plot number.

For a more detailed description of this procedure, see practice guide 41: developing estates: registration services.

If you require a certificate in form CI in respect of any title where we have not approved an estate plan, you must lodge an accurate plan in duplicate (at 1/2500 scale or greater) showing, in relation to the detail shown on the title plan, the precise position and extent of the part of the title you are interested in.

Note: If there are any applications pending in HM Land Registry affecting the title concerned, such as a transfer of part, we may only have completed the mapping work. Additional colour or other references, for example ‘numbered 1’, may appear on the title plan and be referred to in form CI, but they may not yet be mentioned in the register. Colour or other references may also have been amended or removed from the title plan and may not be referred to in form CI.

5.1 How to apply for a certificate of inspection

Applications should be made electronically via our digital services, by selecting ‘request official copies’ in our digital services. When making an electronic application ensure you provide all the relevant information when making an official copy application.

The result for CI application can only be issued via post or DX. Therefore, when lodging an application, ensure that you provide the correct address for these for these documents to be returned. Where the return address different to that associated with your key number, use the ‘Alternative Address’ function to provide the correct address.

Alternatively an application can be made postally, in form OC1, by completing the form CI section of panel 7.

6. Official copies of documents

Where possible all applications for official copies should be made electronically. Appendix: methods of delivery contains details of the method of delivery for official copy applications.

Please note citizen customers can only lodge an application via postal methods.

6.1 Applying electronically for official copies of documents

Where HM Land Registry holds the original in electronic format, applications should be made electronically, by selecting ‘request official copies’ in our digital services.

All applications will receive an electronic official copy of a document referred to in the register, where:

• HM Land Registry holds the original in electronic format

• the document is one that is not referred to in Documents not available as of right

The electronic official copy will be issued in the form of a PDF file, which will include a lead page that forms part of the official copy. In our view a print from the PDF file which includes the lead and all subsequent pages will be an official copy, provided the PDF file has not been modified or corrupted since receipt. Also in our view, if the PDF file is forwarded it will, provided it has not been modified or corrupted, constitute an official copy and a print from such an unmodified and uncorrupted PDF file will be an official copy.

There are instances when an electronic official copy cannot be provided. Such as where the document is larger than 40 megabytes or is not held electronically. When an electronic official copy cannot be provided a paper official copy will be issued by post or DX at no extra cost to the applicant. When lodging an application, ensure that you provide the correct address for these for these documents to be returned. Where the return address different to that associated with your key number, use the ‘Alternative Address’ function to provide the correct address.

6.1.1 How can I satisfy myself that the document received is an electronic official copy or a print from an electronic official copy of a document?

If you need to satisfy yourself that a document is an official copy, two considerations will help.

• Does the document appear to be complete; are there any obvious discrepancies?

• Did the document purport to come from Business e-services, Business Gateway, the National Land Information Service or, if forwarded by a third party, is the standing of that person such as to make it likely that it is an official copy?

6.2 Applying by post for official copies of documents

Where necessary you can apply in paper for copies of documents that are available as of right under rule 135 of the Land Registration Rules 2003. To apply you must complete form OC2.

The application must be accompanied by the fee prescribed under the current Land Registration Fee Order, see HM Land Registry: Information Services fees.

Please complete all applicable panels so your application can be dealt with as quickly as possible. Panel 5 of form OC2 must be completed. This panel contains the applicant’s name and address and this information will be used to send the document(s) to you. We will reject any application in which panel 5 has not been completed.

You cannot request this under the Freedom of Information Act 2000, as it is “reasonably accessible” to you within the meaning of section 21 of the Freedom of Information Act 2000. If you are applying under the Freedom of Information Act 2000 for copies of documents that are not available as of right, you must apply in writing, but this can be by email.

6.3 Documents referred to in the register

Specify the document you require and its date. If the register entry states that the document is filed under another title number please state this in your application, as it will assist in the processing of your application.

If there is more than one deed of the same date and type, and you are applying via portal, please choose the correct document by reference to its register entry.

If your application is lodged via Business Gateway, please apply for document type ‘other’ and supply additional information such as the register entry number for the deed and its parties.

Please note that applications requesting ‘all’ or ‘any’ documents will be rejected.

6.3.1 When official copy documents may not be available to be ordered

Not every document referred to in the register is held on file. Extracts from documents are often set out in the register without the document being kept.

Check the register first, as there may be a ‘Note’ that specifically states that a copy of a particular document has not been kept.

• If a document has been kept on file and is available to be requested as an official copy, a ‘Note’ will be added saying ‘Copy filed’ or words to that effect.

• If there is no ‘Note’ to indicate a document has been kept on file, it is unlikely to be available, even where it has been mentioned as part of an entry relating to another document.

6.4 Documents not referred to in the register

If you know the details of the document you require, please specify them in your application. You should refer to the document ‘type’ (such as transfer, lease, conveyance) and provide the date of the document.

If you do not know the exact details, provide as much information as you can, for example ‘the transfer to Mr and Mrs Dawkins in 1985’.

You should avoid applications for ‘all’ or ‘any’ documents where possible. The word ‘document’ covers a wide range of papers as well as deeds, such as correspondence, application forms and surveys. If we were to copy all the documents in our files for a specific title the fee could be quite substantial.

‘Document’ also includes electronic documents that we may have prepared as part of the process of creating or making changes to the register. We will not supply copies of these electronic documents unless you specifically request them as, in most instances, they would add little to the overall picture and merely increase your costs.

If you do not make it clear in your application, then we may need to contact you by telephone in the first instance to establish exactly what copy documents you require.

7. Historical copies of the register or title plan held in electronic form

Section 69 of the Land Registration Act 2002 allows the registrar to provide information about the history of a registered title. Under rule 144 of the Land Registration Rules 2003 you may apply for copies of earlier editions of the register or title plan of any title where they are held in electronic form.

You should apply for historical copies of the register or title plan, by way of the portal, please see guidance on completion of the portal screens HM Land Registry portal: request historical copies.

Business e-services applicants should select the equivalent option from the appropriate menu. The result will be despatched by post.

Where necessary, you can apply for a copy of the register or title plan containing historical information via post. To apply, you must complete form HC1 see Completing form HC1. See HM Land Registry: Information Services fees for fees payable.

7.1 What information is available?

Not all the information we hold is available in electronic format.

Copies of the historical registered title may not provide a complete record of all transactions made. A single application containing more than one transaction or a number of applications processed at the same time may result in the register reflecting the final transaction only.

Register history information may be available for dates after 4 May 1993. Title plan information may be available for dates after 13 October 2003 (limited information is held about title plans before this date).

7.2 Completing form HC1

You should complete form HC1 indicating whether you require either:

• a copy of the last edition of the register or title plan that existed on a specified date
• a copy of all editions of the register or title plan that existed on a specified date

We may reject your application unless you supply a full date containing:

• year
• month
• day

7.3 What if the information I want is not available in electronic form?

If we do not hold the information you require in electronic form, we may hold paper copies of earlier editions of the register or title plan and we may be able to assist you and provide you with copies if you apply in writing under the Freedom of Information Act 2000.

If you are unsure as to the exact nature of the information to apply for we recommend you make your initial enquiry by letter and that you provide:

• as much information as possible about your enquiry
• the reason why you require the information

This will enable us to determine if we are able to provide the information you require.

8. Personal inspection at an HM Land Registry office

To make an application for personal inspection you must complete form PIC.

If you are making a request under the Land Registration Rules 2003 for information available “as of right”, see What is available as of right under the Land Registration Rules 2003?

Once we receive your application, we will contact you to discuss your request.

9. Fees

For official copy applications made in accordance with the Land Registration Rules 2003, see HM Land Registry: Information Services fees for fees payable. Different considerations apply for requests for information made in accordance with the Freedom of Information Act 2000. Please contact HM Land Registry for further information. The following are the methods of payment.

9.1 Variable direct debit

HM Land Registry’s variable direct debit payment scheme allows applicants to pay their fees electronically for all HM Land Registry services. Payment by direct debit can be used for any application lodged by post. Payment must be made by direct debit for applications lodged through Business e-services and Business Gateway.

Applications lodged without a fee or without the appropriate debit instructions will be rejected.

9.2 Cheque

An applicant who does not have a direct debit account should pay by enclosing a cheque or postal order made payable to ‘HM Land Registry’. Personal customers can pay by cheque, postal order, cash, credit or debit card.

9.3 Refunds

Where the relevant extract of a deed has been set out in the register and only a plan has been retained, then only a plan will be issued and the normal fee will be charged. No refunds will be given when the register clearly states that only a plan has been retained.

10. Appendix: methods of delivery

There are various ways that an official copy application can be lodged.

Method of lodgement	OC1	OC2	EX1	HC1
The portal	Available	Available	Not available	Available
Business Gateway	Available	Available	Not available	Available
NLIS	Available	Available	Not available	Not available
Email	Not available	Not available	Not available	Not available
Post/DX (paper)	Available	Available	Available	Available

11. Things to remember

To avoid your request being rejected, before submitting your application to us, make sure:

• you are clear in your request about which document you require

• you apply for each document required

• you include the type of document and an exact or approximate date. If no date is available, any additional information, such as the relevant parties or the purpose for which the document is required should be provided

• that extracts from the document you require are not ‘set out’ in the register – in these circumstances the document itself would not usually have been retained

• the register does not already contain an existing note which indicates that no copy of the document is held by HM Land Registry or that no copy of the document was provided on first registration

We only provide factual information and impartial advice about our procedures. Read more about the advice we give.