For many of us what happens behind the Deeds Office’s doors is a mystery. The only information you receive from the attorney is that the matter has been lodged for registration. This leaves you unwilling to play a two (to four) week waiting game, and during this time you are informed that your application is with some unknown “examiner” on level one, then on two and eventually on three. After bearing with the process, you finally hear what you really want to: “Your property is now registered.”
So, let’s take a step-by-step look at exactly what happens in the Deeds Office when it comes to registering your property. You can take note that it takes approximately 14 working days to process all your documents – and these will be lodged in the Office simultaneously.
The matter is lodged by all attorneys concerned (that is, the transfer, bond cancellation and/or bond attorneys), and the documents (deeds) are individually captured on the system by making use of barcodes. This system is also known as “DOTS” (Deeds Office Tracking Search).
Your deeds are taken to the Data Department where they are linked and classified as a “batch”. Batches are allocated to Junior Examiners.
The deeds are examined and endorsed by a Junior Examiner (First Level of Examination) and are endorsed with the necessary stamps.
The deeds are returned to the Data Department and reissued to Senior Examiners for Second Level Examination.
At this stage, a Senior Examiner either passes or rejects the deeds.
Thereafter, the deeds are returned and reissued to the Monitor Phase for the Monitor of the Senior Examiner to moderate whether the batch was examined correctly.
The Monitor re-examines the deeds to spot any errors that were overlooked by the Senior Examiner – it may be rejected.
The Assistant Registrar returns the deeds in order to have these scanned to Preparation. During the Preparation Phase, preparation notes that have been made are handed to the necessary conveyancer to be complied to.
DAYS 9 – 14
After all notes have been removed and errors in the documents been rectified, the batch is issued to the Registration Phase. At this stage, four days are allocated for the registration process, and the deeds will be automatically rejected if this does not take place.
All deeds are registered simultaneously and the conveyancer must appear before the Registrar of Deeds. This means that the deeds are signed by both parties to complete the registration process. In this time, financial institutions are notified of the registration and guarantees are paid out one day after registration. The sale proceeds are distributed to the applicable parties concerned.
The Fuchs Roux team trusts that this seemingly stressful process is now straightened out to put you at ease when you decide to purchase or sell property. We thrive on excellent service produced by years of practice and a keen thirst to stay updated on the most recent adjustments and amendments regarding our fields of expertise. Feel free to CONTACT US with any queries you may have regarding conveyancing.
And remember: Never expect the usual!