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VIC Lands Land Documents FAQ

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Table of contents

What information will I get from a Quick Search?

A Quick Search allows you to order multiple searches related to a single parcel. These include:

  • Title Search
  • Imaged Plan Search
  • Instrument Search
  • Issue Search
  • Prelodgement Check
  • Dealing Search
  • Historical Search

Issue searches are available for Titles and Instruments

What search criteria should I use for a Quick Search?

Search criteria will differ dependant on the search(es) you are requesting.

  • Title Search - Title Reference is required
  • Imaged Plan Search - Plan Type and Number is required
  • Dealing Search - Dealing identifier is required
  • Instrument Search - Instrument identifier is required
  • Prelodgement Check - Title Reference is required

What information will I get from a Title Search?

A title is a legal document confirming possession of land. A Title Search will return either an Automated Title from the ALTS (Automated Land Title System) or an Imaged Title. Each title identifies the land description, the registered proprietor(s), and any associated instruments, dealings or owners corporations.

What search criteria should I use for a Title Search?

You must use a Title Reference when searching for a title. A Title Reference consists of a 1 - 5 digit volume number followed by a 3 digit folio number. If you do not have the Title Reference, you can retrieve this information using a Land Index Search.

What is an Automated Title?

Automated Titles display the complete information about a title as text in a standard format. All new titles, and an increasing number of existing titles, are automated. They are identified as Register Search Statements and each extract begins with an ALTS security number, the volume/folio number of the title and a date/time stamp signifying that the information is current. Title details are grouped under the following headings:

Land Land description
Registered Proprietor Type of ownership, proprietor(s) name and address
Encurmbrances, Caveats and Notices Instrument number and type
Diagram Location Title diagram or imaged plan details
Dealing Activity in the Last 125 Days Number, type, status and date
Administrative Notices (if needed) Type, details and date
Owners Corporation (if applicable)  

What is an Imaged Title?

Imaged Titles are a scanned copy of the original title. The image is produced by the Land Registry, and includes a date/time stamp signifying that the image is current. Imaged titles do not show dealings (unregistered instruments). If an instrument has been lodged against an imaged title, the title is made unavailable until the instrument has been registered.

What is an Imaged Plan?

Imaged Plans are digital representations of the information on a title diagram. They show the boundaries and details of a land parcel, as well as depth limitations, easements and other information traditionally recorded on a title.The results of the search are scanned images of the original plan held at the Land Registry. Where available, retrieval of a plan will also return Owners Corporation Basic Report(s).

What search criteria should I use for an Imaged Plan Search?

A plan reference is required for this search. A plan reference consists of a Lot Number (up to 6 digits), a Plan Type (2 alpha characters) and a Plan Number (up to 5 digits) with a suffix of 1 character. Leading zeros should not be included in the plan number.

What is an Instrument Search?

An Instrument is a document that has been lodged at the Land Registry and has been processed and registered. An Instrument Search will result in an imaged copy of the nominated instrument. Examples include transfers, mortgages, caveats, plans of subdivisions or consolidations. Any of these documents may be lodged as a dealing; they become instruments when they are actually registered on a title.

What search criteria should I use for an Instrument Search?

An instrument number required for this search. The Instrument number is a unique identifier of up to 10 characters once the instrument is registered on a title and can include numeric and alpha characters eg T123456Y

What is a Title Diagram?

A Title Diagram is part of an imaged title showing the boundaries and details of a land parcel. Title diagrams are used when a title has been automated and an imaged plan is not available (mostly crown titles). The imaged title used for the title diagram is not current - the Land Registry adds a watermark to the image to advise that the image does not include any changes since the title was automated. Title diagrams are gradually being replaced by imaged plans.

What search criteria should I use for a Title Diagrams Search?

You must use a Title Reference when searching for a title. A Title Reference consists of a 1 - 5 digit volume number followed by a 3 digit folio number. If you do not have the Title Reference, you can retrieve this information using a Land Index Search.

What information will I get from an Owners Corporation Basic Report?

The Owners Corporation Basic Report is produced, where applicable, each time you order a copy of an Imaged Plan. The Owners Corporation Basic report is included in the Plan - purchase price and will include information such as:

  • Land Affected by Owners Corporation
  • Limitations on Owners Corporation
  • Postal Address for Service of Notices
  • Rules
  • Additional Rules
  • Notations
  • Entitlements and Liability (will not include Folio References)

What information will I get from an Owners Corporation Premium Report?

The Owners Corporation Premium Report will provide all the information in an Owners Corporation Basic Report as well as:

  • Folio References
  • Name / Details of the Owners Corporation Manager

What search criteria should I use for an Owners Corporation Premium Report?

You must use the Plan Details when searching for an Owners Corporation Premium Report. In addition to this information you should also supply an Owners Corporation Number if available.

How will I receive my search results?

All results are returned in PDF and can be easily saved, emailed or printed from your desktop. Results for Titles will be returned online immediately, while image requests return within a few minutes (the exact processing time will depend on the number of pages in the images).

For images, while the images are being processed, the Result Link on the Multi Search Results page will display as IN PROGRESS. You can click on the IN PROGRESS link before all images are returned to begin viewing your images from the Result Summary. Click on the individual links in the Your Results section to view images one by one.

All results also store in the Confirm Inbox for up to 30 days where they can be retrieved again, printed or saved at no extra cost.

TIP: You can also request that an additional copy of your results be emailed to you. Simply tick the select box marked "Yes I would like an additional copy of my results emailed to ..." on the input screen at the time of requesting your search. The email address input box will be automatically populated with the default email address from your account's profile. If you would like to alter this email address for your order, simply type a new email address in the box.

Note: Some pages may take longer to download than others - DO NOT resubmit the search while the results are downloading. If the image is in colour, you may print a colour copy of the image.

Will I get a result even if the document is not automated?

If the search you have requested does not exist in the automated system, you will be given the option to submit a manual order request. Manual orders are completed by our team of experienced search agents directly from the Victoria Lands office and returned to you by your selected delivery method within 3 working days (if available from the Land Registry).

Please note: 99% of Victorian titles are available online, either as automated extracts or images. The retrieval of a cancelled title will incur a different charge to normal automated or imaged titles. Please refer to the fees page for the specific fee details. Please check your search criteria carefully before submitting a manual request.

Multi Searches - How many searches can I order at the same time?

You can order up to 10 searches at a time. Each individual search ordered in a multi search will be charged accordingly.

What are Other Related Searches?

To assist you in streamlining your search processes, CITEC Confirm offers an Other Related Searches option on many of our VIC Lands searches. Links to request additional searches which are related to the requested document will be visible (where available) in the Other Related Searches section of your Result Summary. Standard search fees will apply to each additional document requested through the Other Related Searches option.