Creating a sketch map to register land or update your digital maps
How to create a sketch map to register land or update the land details on your digital maps on the Rural Payments service.
Applies to England
You need to send an annotated map, known as a sketch map, to the Rural Payments Agency (RPA) when you:
- register land – read Register rural land on the Rural Payments service
- request an update to certain registered land details on your digital maps, for example, to change a permanent boundary or split land parcels – read Digital maps in the Rural Payments service: check and change mapping updates
What base maps to use for your sketch map
You need to use a clear, high-quality printed base map to create your sketch maps. If you can, print your base maps from the Rural Payments service.
If you cannot do that, you should use the best maps available to you. For example, a copy of your Farm Environment Record (FER) map from Natural England (if you have one), Ordnance Survey (OS) or other professionally drawn maps or mapping apps.
How to mark up your sketch map
Use a fine-tipped colour pen and draw on the printed base map to mark up the changes you want to ask the RPA to make.
Make sure what you draw on your sketch map:
- is clear and shows what is on the ground
- can be understood by the RPA
You should only map what is on the ground. Do not alter a sketch map to fit the requirements of a rural payments scheme.
Clearly write the parcel ID on it, for example, SP 4178 2432.
If you need to estimate a land parcel ID
Each land parcel registered on the Rural Payments service has a ‘parcel ID’ which is shown on your digital maps. This is how the RPA identifies an individual land parcel.
The parcel ID is the OS sheet reference (2 letters and 4 numbers) and National Grid field number (4 numbers), for example, SP 4178 2432.
For most changes you need to write the parcel ID on your sketch map.
If you do not know the parcel ID, or if you are registering a new land parcel, you need to estimate the parcel ID. You can use the map on the MAGIC website to help you do this.
The estimated parcel ID is shown on the MAGIC website as the ‘National Grid Field No’. Read the guidance on Using the Where Am I Tool.
Registering a land parcel
Before you start, read the guidance Register rural land on the Rural Payments service.
To register a new land parcel, on your sketch map:
- mark its permanent boundary using a fine-tipped coloured pen
- write its estimated total area (in hectares, to 2 decimal places)
- write its parcel ID – if you do not know what it is, you need to estimate it
Merging land parcels
You can only merge land parcels into a single land parcel by removing a permanent boundary between them.
You need to provide a sketch map if you are:
- merging more than 5 land parcels using the Rural Payments service
- using an RLE1 form to merge parcels
On your sketch map:
- write the existing parcel ID for each land parcel you want to merge, and its total area (in hectares, to 2 decimal places)
- cross out each permanent boundary you want remove using a fine-tipped coloured pen
- write the new parcel ID – if you do not know what it is, you need to estimate it
- write the land parcel’s estimated new total area (in hectares, to 2 decimal places)
Splitting land parcels
To split a land parcel into 2 or more separate land parcels, on your sketch map:
- write the parcel ID for the land parcel you are splitting and its total area (in hectares, to 2 decimal places)
- mark the position of each new permanent boundary using a fine-tipped coloured pen
- write the measurements (in metres) of each new permanent boundary – do this from a clearly defined point, such as a corner along an existing boundary, and show its position in relation to other boundaries
- write what type of permanent boundary it is – read ‘Permanent boundaries’
For each new land parcel:
- write the estimated new total area (in hectares, to 2 decimal places)
- write the estimated parcel ID
You do not need to mark boundaries if the land parcel split will be temporary. Temporary means it will be kept at the same location for less than 3 consecutive years. For example, there is an electric fence or 2 different crops.
Changing land covers
You need to provide a sketch map to change land covers if:
- a land parcel has more than one land cover – for example, permanent grassland, woodland and a pond
- you are using the RLE1 form instead of the Rural Payments service to request a change
On your sketch map:
- write the parcel ID for the land parcel and its total area (in hectares, to 2 decimal places)
- mark the areas of each land cover within the land parcel using a fine-tipped coloured pen
- write measurements (in metres) for each area: do this from a clearly defined point, such as a corner along an existing boundary, and show its position in relation to other boundaries
- write the new land cover for each area
Changing a permanent boundary
To change a permanent boundary, on your sketch map:
- write the parcel ID for the existing land parcel and its total area (in hectares, to 2 decimal places)
- cross out the boundary you want to remove
- write what of type of permanent boundary it is – read ‘Permanent boundaries’
- mark the position of the new permanent boundary with a fine-tipped coloured pen
- write the measurements (in metres) of the new boundary – do this from a clearly defined point, such as a corner along an existing boundary, and show its position in relation to other boundaries
- write the new parcel ID – if you do not know what it is, you need to estimate it
- write the land parcel’s estimated new total area (in hectares, to 2 decimal places)
If you are using boundary stones or marker posts for the new boundary, you also need to write this.
If the permanent boundary change means the total area of the land parcel is smaller than its original size, write on the sketch map whether the area being removed:
- is part of another land parcel, and what the parcel ID is
- is a new, separate land parcel, with its own area
- does not need to be registered because you will not be including it in a funding application, and it is not in an existing rural payments scheme agreement
Adding hedgerows
You only need to add hedgerows if they are not shown on your digital maps and you have included them in a Countryside Stewardship (CS) agreement, under option BE3 (management of hedgerows).
Mark hedgerows on your sketch map with a different coloured fine-tipped pen.
Adding or removing permanent non-agricultural areas or features to an agricultural land parcel
To add a permanent non-agricultural area or feature within an otherwise agricultural land parcel, on your sketch map:
- mark the boundary of the permanent area or feature using a fine-tipped colour pen
- write what type of area or feature it is, for example, a new farm building
- write its total area (in hectares, to 2 decimal places)
- write its parcel ID – if you do not know what it is, you need to estimate it
- if possible, write the relevant non-agricultural land use code to help the RPA register the non-agricultural land cover for the area or feature correctly
You do not need to mark temporary non-agricultural areas or features. Temporary means it will be kept at the same location for less than 3 consecutive years.
To remove a non-agricultural area or feature from an agricultural land parcel, on your sketch map:
- cross through the area or feature and write you want to remove it
- write the parcel ID of the land parcel you are removing the area or feature from
- write the land parcel’s total area (in hectares, to 2 decimal places)
- write the new agricultural land cover (arable land, permanent grassland or permanent crops) for the area or feature you’re removing - this will help the RPA register it correctly
Removing land
To remove a land parcel, on your sketch map:
- cross through the land parcel you want to remove
- write its parcel ID
You do not need to send a sketch map if you are removing a land parcel by transferring it to another individual or business.
More than one change
If you are making more than one change to a land parcel, on your sketch map, mark up all changes you wish to make.
You should read the relevant section in this guidance for each change type you want to make, for example, if you are splitting a land parcel and moving a permanent boundary.
How to name a sketch map
Give your sketch map a relevant name.
If you are submitting your sketch map through the Rural Payments service, the file name needs to:
- be unique
- be fewer than 20 characters
- contain no spaces
Make sure the:
- total file size is 10MB or less
- file type is jpg, jpeg, png, pdf, docx or doc
How to send your sketch map
If you’re using the Rural Payments service to register land or update your maps, read the guidance Rural Payments service: how to register land and update digital maps.
If you’re using the RLE1 form to register land or update your maps, read the guidance RLE1 form: how to register land and update digital maps.
Contact RPA
Email: ruralpayments@defra.gov.uk
Rural Payments Agency
PO Box 352
Worksop
S80 9FG
Telephone: 03000 200 301
Monday to Friday, 8:30am to 5pm, except bank holidays