ACT lands document ordering

What is ACT Lands Document Ordering?

You can complete ACT land searches via our document ordering system to access documents such as:

  • land titles
  • plans
  • instruments.

Submit your order online, and we’ll process it. You’ll receive your result by email or fax within 1 business day.

Will I receive charges if no results are available?

Yes, you’ll receive charges for a ‘no result’. Refunds aren’t available for manual document ordering searches, as our service centre staff process search requests.

A ‘no result’ is considered to be a result and is chargeable.

What search criteria should I use?

For a Property description search, the criteria you provide must be specific enough to identify a single property. You may use either of the key property identifiers within the ACT:

    • division, section and block

or

    • volume and folio.

For an Owner name search, provide either:

    • surname and given name

or

    • company name.

What are division, section and block numbers?

The ACT is divided into geographic areas known as districts. Districts are further divided by deposited plans into divisions (suburbs), sections and blocks. A unit number indicates the further subdivision of a block.

These identifiers together provide a unique reference for a parcel of land.

The legal name for a parcel under the ACT Districts Act (2002) is block/section/division/district, but the order of reference in common use is district/division/section/block/unit.

Although units of land are commonly referred to as ‘Parcels’ for leasing purposes, they’re more correctly known as blocks. The district is usually only referred to when the parcel is rural and has no section number.

Divisions are identified by the first 4 letters of their name, while section, block and units are identified numerically. Block/section numbers are not duplicated within the districts, ensuring a unique parcel identifier at the division/section/block level.

Section, block and unit numbers do not have direct relationships to street addresses.

What are the volume and folio numbers?

Volume and folio numbers are allocated to crown leases when they’re registered.

The volume and folio number provide a unique reference for a title.

Edition numbers incrementally increase each time an updated title is issued.

A Current owner name search provides a listing of property owned by the individual/company entered as search criteria. The result will contain:

  • owner name
  • division
  • section
  • block
  • volume and folio details
  • a current title Y/N indicator.

The result may contain listings of properties owned by individuals/companies with similar names to those you entered.

To gain further information on an individual properties listed, you’ll need to do a property search on each property listed.

A Historical owner name search provides a listing of property previously owned by the individual/company you’ve entered. The result will contain owner name, division, section, block, volume and folio details as well as a current title Y/N indicator.

The result may contain listings of properties owned by individual/companies with similar names to those you entered.

An Address search will return a Block details report. The report provides property identifiers for the address searched including the:

  • division name
  • block number
  • section number
  • volume and folio
  • plan numbers.

View a sample report.

To obtain further information, complete a Property description search using either:

  • division, section and block

or

  • volume and folio.

What information will I get from a certificate of title?

A Title search produces a certified and time-stamped record from the registry showing information for the subject property under the following headings:

Registered Proprietors and Tenancy

  • Type of tenancy (for example, joint tenants)

Land

  • District/division/section/block/unit description, area, commencement (registration) date, grant date, and term of grant

Restrictions, Conditions and Easements

  • Relevant documents attached if applicable

Reference to Other Titles

  • Original, previous, and related

Encumbrances, Liens and Interests

  • Document number, description, and registration date

Unregistered Dealings

  • Document number, document type, and lodged date

An Historical search produces a certified and time-stamped record from the registry showing any activity on a given title since it was automated, grouped by:

Period searched

  • Date title was automated to current date

Land

  • District/division/section/block/unit description

Title

  • Lease or certificate of title identifiers

Search details

  • Document, document type, description, status, status date and title affected

A crown lease is the written document that sets out the rights and obligations of lessees and states the purpose for which the land can be used. A Crown lease search will return an imaged copy of the original lease, including any documents attached to that original such as plans.

Crown leases are being cancelled and replaced by computer certificates of title that will be updated electronically. Cancelled leases have a stamp on each page.

An Instrument search returns an imaged copy of the instrument (registered dealing).

A Check search identifies any activity on a title over the last 4 months. This can include the lodgement of unregistered dealings.

What is a sublease plan?

A sublease is a lease by the registered proprietor of a crown lease to another party. A sublease plan (SL) defines the area of land within the crown lease covered by the sublease.

The sublease plan is not required where the whole of land or the whole of a building on the land is being leased. Sublease plans must be registered.

To identify the area of the land to be sublet within the lease document is insufficient.

Sublease plans are frequently used to sub-divide buildings into lettable areas. Large multi-tenanted commercial buildings such as shopping centres may also have a sublease master plan (SMP) that provides an overview of the whole development.

Sublease plans have an incremental numeric order, prefixed by the letters SL Plan.

What is a deposited plan?

A deposited plan (DP) defines the measurements and boundaries of the areas of land on it. Deposited plans are common to describe and sub-divide land in the ACT.

No limit applies to the number of parcels (blocks) available on a single deposited plan.

Deposited plans have an incremental numeric order, prefixed by the letters DP.

What is a unit plan?

Unit plans subdivide land in a crown lease into 2 or more units (where a unit is a part of a parcel identified in a plan). The unit plan removes previous crown leases/certificates of title over the land and replaces them with separate crown leases or certificates of title for each unit within the plan and for the common property (in the name of the Owners Corporation).

When ordering a unit plan, you must supply either the specific plan number or supply the unit number in the division/block/section/unit fields.

Units have an incremental numeric order, for example unit plan 1.

Unit plans may contain either Class A or Class B units, but not both.

  • Class A Unit – a unit bounded by reference to floors, walls and ceilings (for example strata). These are generally ‘high rise’ apartments.
  • Class B Unit – a unit unlimited in vertical dimension with boundaries defined at ground level. These are generally ‘town house’ style units.

How can I keep track of the orders I submit?

A receipt is produced for each order, listing the search criteria and noting the Confirm reference for the search. This reference will be included in the subject line of emailed results and on the covering page of faxed results.

We suggest you print and keep the receipt as a record of your searches.

You can check the progress of ACT land searches through your Confirm inbox.

How will the results return?

You’ll receive an email displaying your account code, the date and the Confirm reference in the subject header. Your results will be included as a PDF attachment to this email.

You’ll need Adobe Acrobat Reader or similar to view the PDF attachment.

How can I update my delivery details?

Before conducting each search, select a delivery method and identify a delivery profile. The delivery profile should reflect the details of the person receiving the search result/s.

A drop-down list will show all the profiles currently associated with your account code. To use an existing profile, select it from the list and click Next.

To add to this list, or to modify a profile, click on the Add/update/remove profile link. This will open a new browser window where you can add or update details and then save them for future use.

Click Save at the profile screen to close the new browser window and return to the ACT land searches order page. Your new or updated profile will be in the drop-down list.

To delete a profile, select it from the drop-down list, click on the Add/update/remove profile link and click on the Remove button at the left (top and bottom) of the profile details screen. Only 1 profile can be removed at a time.

Please note that the profile details for your account are consistent across CITEC Confirm databases, as any changes made in this system will appear elsewhere. If you’re uncertain that your profile details are current or correct, please check them.

Can’t find what you’re looking for?

Our Customer Service Centre is here to help you between 8:00 am – 5:00 pm, Monday to Friday.

Phone 1800 773 773
Email confirm@citec.com.au