To all law firms law organisations part a preparation
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PRACTICE CIRCULAR 2 OF 2006
To All Law Firms/Law Organisations
PART A ? Preparation And Lodgment Of Electronic Forms
The mandatory electronic lodgment of instruments affecting private properties has been implemented since 18 Jan 2006. Although it has been more than 3 months since the implementation some law firms/organisations have yet to comply with the Registry's requirements in the following areas:-
1. Incomplete Electronic Instruments
Instruments are to be prepared using the STARS elodgment preparation software and a copy printed from the system for execution by the various parties. The content of the electronic version must therefore be similar to the hard copy.
There are many instances where the electronic copy is incomplete, for example, name of solicitor, name of attorney in a power of attorney or date of instrument is omitted.
Please note that the Registry will raise an objection for such incomplete instruments. Additional registration fees will be payable.
2. Authorisation Form / Production Form
As previously stated (vide the Registrar's announcement dated 20 Sep 2005), the Authorisation Form and the Production Form are electronic forms, i.e. they are to be prepared and submitted electronically. There is no need to prepare a paper form. However, some law firms / organisations have been forwarding to the Registry the said forms in the manual format.
Forms lodged manually will now be rejected. An electronic version is to be submitted.
3. Instruments Executed Prior To 18 Jan 2006
For manual lodgment of instruments executed prior to 18 Jan 2006 solicitors are required to indicate against the execution clause the date of execution as such: "Executed on DD/MM/YYYY" or "Executed prior to 18 Jan 2006".
The Registry will not accept the manual lodgment of instruments which do not comply with the above requirement. An objection notice will be issued and an additional registration fee will be payable.
4. Hard Copy Documents To Be Forwarded For Registration
At the request of solicitors, the Registry had extended the deadline for the submission of the hard copy documents from 3.00pm on lodgment day to 12 noon the following lodgment day.
Despite the extended submission hours, it is noted that some law firms/organisations are still not submitting the hard copy documents by the extended submission hours thereby causing unnecessary delay in registration.
Please note that where hard copy documents are not forwarded by 12 noon the following lodgment day, the instruments lodged will be rejected and registration fees will be forfeited.
Please also note that where an Application to Notify CPF Charge is lodged together with a Caveat in the same lodgment set, the Caveat will not be notified in the land register until after the hard copy Application has been received by the Registry. In other words, if the hard copy Application is forwarded the following lodgment day, the Caveat will only be notified on that following day.
5. Wrong Instrument Nature Indicated On Electronic Lodgment Form
As mentioned earlier, subject to Part A(3) above, the Registry will continue to allow manual lodgment of instruments executed prior to 18 Jan 2006. However, an electronic lodgment form must be prepared for mixed lodgment cases. For example, take a set of instruments comprising a Transfer and Mortgage. If the Transfer is executed on or after 18 Jan 2006 it must be lodged electronically whereas the Mortgage which was prepared in escrow and executed prior to 18 Jan 2006 may be lodged manually. Since the Mortgage is in manual form and therefore without an assigned instrument number, an instrument number needs to be obtained by selecting the instrument nature during the preparation of the lodgment form.
There are instances where law firms/organisations fail to select the correct instrument nature for lodgment.
There are also instances where supporting documents such as the SSCT to be forwarded for registration are wrongly stated as instruments for lodgment or where an instrument to be lodged for registration is wrongly stated as a supporting document.
Please note that the registration fees paid for such cases will be forfeited and the affected instrument which is meant for lodgment but without the correct instrument nature indicated on the lodgment form will be rejected.
Please refer to the Online User Guide for the relevant screens and usage explanation. You can access the guide by clicking on
with STARS eLodgment?>.
A list of instruments and the corresponding codes which may be used for preparation of mixed lodgment cases is set out in Annex A.
6. Wrong Order Of Lodgment For Instruments Indicated On Electronic Lodgment Form
There have been cases where the order of instruments for lodgment is wrongly indicated on the electronic lodgment form.
Where the order of lodgment is material for registration, the Registry will require such instruments to be withdrawn from registration and will forfeit the registration fees.
PART B ? Maintenance Of Accounts To STARS eLodgment System
The account of a staff who has left the law firm/organisation should be terminated. The request for termination must be initiated by the Administrator of the law firm/organisation.
Similarly, when a law firm/organisation is no longer in existence or a lodger account is no longer required, it should be terminated. The request for termination of law firm/organisation or lodger account must be initiated by the Duly Authorised Personnel of the law firm/organisation.
For details on how the above may be carried out, please refer to the security guidelines given to the Administrator of the law firm/organisation. The guidelines may also be downloaded from the home page of the STARS eLodgment system website by clicking on
PART C ? Collection Of Title Documents Upon Registration Of Electronically Lodged Instruments
The title documents are usually ready for collection within 7 working days after the date of registration of the relevant instruments. Every Friday, an email showing the title documents ready for collection will be sent to law firms/organisations. Law firms/organisations may also access the function "Enquire Title Document Collection Details" to find out whether a title document is ready for collection.
PART D ? Role of STARS eLodgment Helpdesk
Law firms/organisations should take note that the role of STARS eLodgment Helpdesk is to provide assistance on technical issues and queries relating to the usage of the electronic forms and not queries relating to conveyancing practices and legal requirements. For example, questions on whether a production form is
required and Residential Property Act requirements should not be directed to the Helpdesk. For answers to such queries please refer to the Registrar's practice circulars available at the SLA website at or click on
or to find out how to use a particular function or codes for acronyms and citizenship, click on
Date: 2 May 2006
VINCENT HOONG REGISTRAR OF TITLES
Transfers or Instruments Involving Change in Ownership
1 Application to Register Order for Foreclosure
2 Statutory Vesting of Land
4 Transfer (Easement)
5 Transfer (Right of Way)
6 Transfer (by Mortgagee Exercising Power of Sale)
7 Transfer (of Land to Owners of LTR Flat Units)
8 Transfer (of Land to Owners of ROD Flat Units)
Notice of Death / Transmission Applications 9 Notice of Death 10 Transmission Application on Bankruptcy of Proprietor 11 Transmission Application on Death of Proprietor
ND TAB TAD
Forms on Declarations to Create a Tenancy in Common
or Joint Tenancy
Statutory Declaration to Change Manner of Holding (by All Registered Proprietors to Sever a Joint Tenancy)
Statutory Declaration to Change Manner of Holding (by One Joint Tenant to Sever a Joint Tenancy)
Statutory Declaration to Change Manner of Holding (by Some Joint Tenants to Sever a Joint Tenancy)
Statutory Declaration to Change Manner of Holding (by
15 Tenants in Common in Equal Shares to hold as Joint SDMH
Forms of Mortgages, Charges and Related Instruments
18 Partial Discharge of Charge
19 Partial Discharge of Mortgage
20 Statutory Vesting of Mortgage
22 Total Discharge of Charge
23 Total Discharge of Mortgage
24 Transfer of Charge
25 Transfer of Mortgage
26 Variation of Mortgage
27 Management Corporation Charge
Applications to Notify CPF Charge and Discharge
Application to Notify CPF Charge (Chargors are not the Registered Proprietors of the Land)
Application to Notify CPF Charge Registered Proprietors of the Land)
Application to Notify CPF Charge (All Registered Proprietors withdrew their CPF Funds) (Privatisation)
Application to Notify CPF Charge (One or Some of the
31 Registered Proprietors withdrew their CPF Funds) NC
Application to Notify Partial Discharge of CPF Charge (as against a Chargor who has withdrawn from the Purchase)
Application to Notify Partial Discharge of CPF Charge (as against part of the Land)
34 Application to Notify Total Discharge of CPF Charge
35 CPF Postponement
36 Postponement of Mortgage
Leases and Related Instruments
37 Application for Determination of Lease
39 Lease with Easement
41 Surrender of Lease
42 Variation of Lease
Orders of Court 43 Application to Cancel Writ or Order of Court 44 Application to Register Variation of Writ or Order of Court 45 Application to Register Writ or Order of Court 46 Application to Withdraw Writ or Order of Court
COC VAOC AOC WOC
Applications for New Certificates of Title
Application for Certificate of Title for a Private Leasehold Estate comprised in a Lease
Application to Dispense with Production of Duplicate
48 Instrument / Certificate of Title / Subsidiary Strata Certificate DPD
of Title / Subsidiary Certificate of Title
49 Application for New Certificates of Title
Application for New Certificates of Title (By Mortgagee / Chargee )
Application for New Certificates of Title (By Mortgagee / Chargee where Mortgagor / Chargor has defaulted)
52 Application for Replacement Certificate of Title
Application for Subsidiary Certificate of Title for a Private Leasehold Estate comprised in a Lease
Applications to Notify Substituted Mortgages 54 Application for Notification of Deed of Substituted Mortgage NM
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