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ACT Lands Document Ordering FAQ

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What is ACT Lands Document Ordering?

All Confirm clients can access ACT land information, including land titles, plans and instruments, via our document ordering system.

Your order is submitted online and processed by CITEC Confirm Assist staff. The result is returned to you by e-mail or fax within one business day.


Will I be charged if there are no results found?

Yes, you will be charged for a "no result". Refunds will not be given for manual document ordering searches, as these search requests are fulfilled by a search agent. A "no result" is considered to be a result and is therefore 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 & Block OR
  • Volume & Folio

For an Owner Name search, you provide either:

  • Surname & Given Name OR
  • Company Name

What are Division, Section & Block numbers?

The Australian Capital Territory is divided in to 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. The combination of these identifiers provides a unique reference for a parcel of land.

The legal name for a parcel under the Districts Act is Block/Section/Division/District but the order of reference in common usage is District/Division/Section/Block/Unit. Although units of land are commonly referred to as 'Parcels' for leasing purposes, they are 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. Divisions may cross the boundaries of several Districts in which case 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 Volume & Folio numbers?

Volume and Folio numbers are allocated to Crown Leases when they are registered. The Volume Folio number provides a unique reference for a title. Edition Numbers are incrementally increased each time an updated title is issued.


What information will I get from a Current Owner Name Search?

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 & 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 entered as search criteria. To gain further information on an individual properties listed a property search will be required to be ordered on each property listed.


What information will I get from an Historical Owner Search?

A Historical Owner Name search provides a listing of property previously owned by the individual/company entered as search criteria. The result will contain Owner Name, Division, Section, Block, Volume & 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 entered as search criteria. To gain further information on an individual properties listed a property search will be required to be ordered on each property listed.


What information will I get from an Address Search?

A Block Details report will be returned for Address entered. The report will provide the property identifiers for the address searched including the Division Name, Block Number, Section number, Volume and Folio and Plan Numbers. View a sample report here.

To obtain further information, undertake a Property Description search using either:

  • Division, Section & Block OR
  • Volume & 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 eg Joint Tenants
  • Land
    • District/Division/Section/Block/Unit description, Area, Commencement (registration) Date, Grant Date, Term of Grant
  • Restrictions, Conditions & Easements
    • Relevant documents attached if applicable
  • Reference to Other Titles
    • Original, Previous, Related
  • Encumbrances, Liens & Interests
    • Document Number, Description, Registration Date
  • Unregistered Dealings
    • Document Number, Document Type, Lodged Date

What information will I get from an Historical Search?

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

What information will I get from a Crown Lease?

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 are identified by a stamp on each page.


What information will I get from a Instrument Search?

An Instrument Search will return an imaged copy of the subject instrument (registered dealing).


What information will I get from a Check Search?

A Check Search identifies any activity on a title over the last 4 months, such as the lodgement of unregistered dealings.


What is a Sublease Plan?

A sublease is a lease by the registered proprietory of a crown lease to another party. A Sublease Plan (SL) defines by measurement the area of land within the crown lease that is to be covered by the sublease. A 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 - it is not sufficient to identify the area of the land to be sublet within the lease document.

Sublease Plans are frequently used to sub-divide buildings in to lettable areas. Large multi-tenanted commercial buildings such as shopping malls may also have a Sublease Master Plan (SMP) that provides an overview of the whole development from which the location of lettable areas and their respective sublease plans may be ascertained.

Sublease Plans are numbered in incrementing 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 shown on it. Deposited Plans are the common means of describing and sub-dividing land in the ACT. There is no minimum or maximum limit to the number of Parcels (Blocks) which can be included on a single Deposited Plan.

DPs are numbered in incrementing numeric order prefixed by the letters DP.


What is a Unit Plan?

Unit Plans provide for the subdivision of land in a Crown Lease in to two or more units (where a unit is a part of a parcel identified in a plan). The creation of a Unit Plan extinguishes 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.

Unit Plans are numbered in incrementing numeric order eg Units Plan No 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 (eg 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 that this receipt is printed and retained as a record of your searches. The progress of ACT Land searches can be monitored through the Confirm Inbox.


How are the results returned?

You will 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 will need Adobe Acrobat Reader to view the attachment.


How can I update my delivery details?

Before conducting each search you are asked to select a delivery method and identify a delivery profile, that is, the details of the person to receive the results. A drop-down list will show the 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 are able to add or update details and then save them for future use. Clicking Save at the profile screen will close the new browser window and return you to the ACT Land Searches order page. Your new or updated profile will now be included in the drop-down list and you can proceed as above.

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 & bottom) of the profile details screen. Only one profile can be removed at a time.

Please note that the profile details for your account are consistent across CITEC Confirm databases and any changes made in this system will be reflected elsewhere. If you are uncertain that your profile details are current or correct, please take this opportunity to update them.