Land Use Victoria provides forms for property transactions for use by land owners, interest holders, lawyers, conveyancers, financial institutions and developers. It is highly recommended anyone wishing to transact on land or water seek professional advice.
Electronic Lodgment - Most land transactions lodged by lawyers, conveyancers, authorised deposit-taking institutions (ADIs) and other subscribers to an Electronic Lodgment Network (ELN) must be done using an ELN. See Land use Victoria's Electronic Lodgment webpage for more information.
1. CHANGES TO REGISTRATION SERVICES
Land Use Victoria (LUV) is committed to continuing to serve our customers during the evolving coronavirus (COVID-19) situation. As a result, our operations will change in response to the current health advice put in place by the State and Federal Government.
From Monday 20 April our office at 2 Lonsdale Street will be operational but closed to the public. This is to limit exposure to and spread of coronavirus (COVID-19) among our staff, customers and visitors.
We will continue to deliver our full suite of services despite these new measures. An outline of the new arrangements for transaction processing is provided below.
For conveyancers, lawyers and other Subscribers to an Electronic Lodgment Network (ELN)
Subscribers to the ELN known as PEXA are now able to electronically submit transactions that are currently eligible for submission in a paper format. A generic residual document transaction has been developed for this purpose. This electronic lodging option will operate 24/7. For more information please read the item below, ‘New generic residual dealing type in PEXA’.
For customers not represented by a conveyancer or lawyer (Private Customers)
Private customers undertaking their transactions during this time are strongly advised to consult a lawyer or conveyancer if the dealing is urgent or complex.
Otherwise, paper lodgments by Private Customers can be mailed to:
Victorian Land Registry Services
GPO Box 527
Melbourne VIC 3001
Please provide a phone number so you can be contacted to make payment and formalise the lodgment. If you have any questions on how these new measures apply to you, please call 03 9102 0401.
2. NEW RESIDUAL DEALING TYPE IN PEXA ALLOWS SUBMISSION OF A PAPER LODGMENT
Land Use Victoria (LUV), Victorian Land Registry Services (VLRS) and PEXA have worked together to develop a new transaction type called Generic Residual ‘Record-Notice - Transfer of Land Act’ for use by subscribers for electronic delivery of paper transactions to the land registry. The paper transactions will be included as attachments (as a scanned PDF).
THE GENERIC RESIDUAL DEALING TYPE IS NOW AVAILABLE FOR LODGMENT IN PEXA
A step-by-step guide for lodging in PEXA can be found here.
For more information please read the Frequently Asked Questions on submitting a paper transaction using PEXA.
To lodge this transaction type you must meet the eligibility criteria outlined in Customer Information Bulletin 200 including having a LUV customer code that is direct debit enabled.
After a Generic Residual dealing type is received, the document status in PEXA will show as ‘withdrawn’ and customers will be emailed a Lodgment Summary or a Refusal Notice for the attached paper transactions. The attached paper transactions will be assigned a new dealing number.
When customers are searching registered dealings, they should use the new dealing number. Both the withdrawn and new dealing numbers will appear on the instrument to assist with reconciling the original PEXA lodgment and the subsequent Land Registry re-lodgment. Click here for an example of a registered instrument.
Lodgment processing times will be in line with current timelines for paper dealings.
3. UPDATE TO THE ISSUING OF PAPER CERTIFICATE OF TITLES
LUV is putting in place arrangements to reduce the number of paper Certificate of Titles (pCTs) printed and to support customers and staff working from home in response to the evolving coronavirus (COVID-19) situation.
Accordingly, subscribers in PEXA will not have any option in the issuing instructions within a workspace. This change will come into effect on 20 April 2020. All Subscribers will be required to validate the issuing instructions and retain the default eCT format. Further details of this change will be provided on the Electronic Lodgment webpages.
Please direct any queries regarding this change to Land Registry Services Customer Call Centre on 9102 0401.
4. OTHER ASSISTANCE AND ADVICE TO CUSTOMERS REGARDING CORONAVIRUS (COVID-19) IMPACTS
Victorian Land Registry Services (VLRS) are providing regular updates to customers on the VLRS website published under 'Latest News' https://www.victorianlrs.com.au/news-updates/.
The Australian Registrars’ National Electronic Conveyancing Council (ARNECC) has received queries from Subscribers regarding face-to-face verification of identity and signing of Client Authorisations as a result of the evolving situation concerning coronavirus (COVID-19).
In response, ARNECC has published a position statement on its website – see News item at https://www.arnecc.gov.au/
Lodging at Land Use Victoria
All land transactions must meet the Registrar's Requirements for Paper Conveyancing Transactions published at www.propertyandlandtitles.vic.gov.au/publications.
Before completing any form it is recommended you follow the instructions in the associated guide which can be viewed by clicking the arrow under the description of the relevant form. It is highly recommended anyone wishing to transact on land or water seek professional advice.
Verification of identity is required for property transactions; see 'Verification of identity' below for more information.
Lodging Summary Form (PDF, 931.7 KB)
Mail lodgments are accepted from non-regular customers only. Regular customers must lodge in person or through a lodging agent. For a lodgment submitted by mail, Visa or Mastercard credit card is the only acceptable payment method.
Payment options vary depending on whether a customer is a regular customer (one with a Victorian Online Title System customer lodgment code) or a non-regular customer (one without a customer lodgment code).
For a regular customer the preferred method of payment is direct debit. Customers can arrange this by completing the Direct debit request form. When completing your account details, please check against a recent statement from your financial institution.
For more information on using direct debit as a form of payment please see the Fees and direct debit page at www.propertyandlandtitles.vic.gov.au. If you are unsure how to complete the form, please check with your financial institution. Regular customers can also pay by cash, debit card or credit card.
A non-regular customer can only pay with cash, credit card (Visa or Mastercard only) or debit card.
Customers (regular and non-regular) wishing to pay by credit or debit card must provide a daytime phone number on the document(s) to be lodged and/or the daytime phone number in a covering letter. A Land Use Victoria representative will call the customer after lodgment of the dealing(s) to process an EFTPOS card payment. Payment will be confirmed over the phone and no written record will be retained of the card used in the transaction. A receipt will be sent by mail.
Land Use Victoria does not accept cheques or money orders as methods of payment.
Statutory declarations from 1 January 2020
Transitional provisions in the Oaths and Affirmations Transitional Regulations 2019 expired on 1 January 2020. Any statutory declaration declared on or after 1 January 2020 must comply with the provisions of the Oaths and Affirmations Act 2018 and the Oaths and Affirmations (Affadavits, Statutory Declarations and Certifications) Regulations 2018.
Visit www.justice.vic.gov.au/statdecs for further information.
Subscribers to the ELN (PEXA) are now able to electronically submit transactions that are currently eligible for submission in a paper format. A generic residual document transaction has been developed for this purpose.
A step by step guide for lodging in PEXA can be found here.
For more information please read the Frequently Asked Questions on submitting a paper transaction using PEXA
How to complete forms
Each form contains fields and a signing section that must be completed to successfully lodge at Land Registry Services. All transactions lodged with Land Registry Services require a good understanding of the relevant legislation. A guide which is located with the form will assist applicants for some of the more common transactions. It is highly recommended anyone wishing to transact on land or water seek professional advice.
All forms must be printed single sided in black on A4 white 80 gsm paper.
If completing a Land Use Victoria form by hand, information should be legibly written in black or blue ink. The use of correction fluid or self-correcting typewriter ribbon is not permitted.
Please use this Annexure Page (PDF, 1.3 MB) if there is insufficient space on the form to provide all information.
All forms allow for different signing scenarios.
For lawyers and conveyancers representing their client the following options must be selected in the form:
- Australian Legal Practitioner / Representing another
- Licensed Conveyancer or Conveyancing Practice / Representing another
When selected the form will auto populate a signing section and display the required Certifications.
How many signing sections? For most transactions if there is 1 applicant then only 1 singing section is required. If there are two applicants both must have signing section, and so on. If you have a Relinquishing Party and Receiving Party the form is not complete until there is a signing section for each party.
All forms allow for different signing scenarios.
For applicants wishing to lodge without representation the following option must be selected in the form:
- Leave blank
When selected the form will generate a signing section.
How many signing sections? For most transactions if there is 1 applicant then only 1 singing section is required. If there are two applicants both must have signing sections, and so on. If you have a Relinquishing Party and Receiving Party the form is not complete until there is a signing section for each party.
Please note, all forms signed and lodged without representation require the applicant to have completed Verification of identity (VOI), see Verification of identity below for more information.
Troubleshooting: Opening or downloading forms
Use only a desktop computer (not a mobile device or tablet).
Land Use Victoria forms use Adobe software to perform actions within the form. Some browsers and operating systems may have settings which restrict a user to automatically open the form. However, there are steps a user can take to access the form, these are detailed below:
Browsing in: Chrome / Firefox / Safari / Edge
- ‘Right click’ on the Open Form button and save the form onto your computer. Depending on your browser setting the save as function may be labelled ‘Save link as’.
- Using 'Windows Explorer', ‘File search’ or ‘Finder’, locate the form saved on your computer and ‘Right click’ and select ‘Open file with’ > Adobe Reader.
Operating a Mac? To ‘Right click’ - press and hold the 'control' button as you click the item
Do not attempt to open the form from the browser. After downloading the form it may be visible in the bottom left corner of the browser - follow step 2 and find and open the downloaded form on your computer.
Verification of identity (VOI)
If you are a conveyancer, lawyer or mortgagee, the following guides explain the Registrar's verification of identity requirements for all paper conveyancing transactions.
Guide to verification of identity for conveyancers, lawyers and mortgagees conducting paper conveyancing transactions (DOCX, 2.0 MB) (DOCX, 2.0 MB)
Guide to conveyancers and lawyers when dealing with people who are not represented (DOCX, 75.9 KB)
If you are not represented by a conveyancer or lawyer, and are required to sign a conveyancing document (Registry Instrument), carefully read the guide below and then complete the Australia Post form below. Only this form can be used. When completed, it should be taken to an Australia Post Land Title ID Check express service post office only that provides verification of identity services for Land Use Victoria.
Detailed information about completing the form and locating Australia Post Land Title ID Check express service post offices is in the guide.
Client Authorisation (CA)
The Registrar’s requirement for Client Authorisations for paper conveyancing transactions will come into effect on 26 May 2017. A Client Authorisation will authorise a Client's Representative (i.e. conveyancer or lawyer) to act as their client’s agent and to sign paper conveyancing transactions on their client’s behalf. Client Representative's will be required to sign paper instruments when they have a Client Authorisation in place.
The Client Authorisation form may be accessed via the ARNECC website.
Search a title
The guide to Residual documents in PEXA has now moved to the Electronic Lodgment webpage at https://www.propertyandlandtitles.vic.gov.au/forms-guides-and-fees/electronic-lodgment/key-documentation
Page last updated: 17/07/20