This page provides a ‘step-by-step guide’ to manual lodgement of documents.
This page can only be a general guide. Because there are many kinds of documents that may be lodged, and they have different requirements, you may need to check with LINZ what is required, and you may find that you still need legal advice.
- Work out what documents you need
- If needed, authenticate the identity of the party executing the document
- Complete the manual lodgement form
- Complete the Tax Statement form
- Deliver the original documents to LINZ
- Make payment
- Receive a confirmation that the documents are received
- Receive notification from LINZ whether the documents are complete
- Respond to any requests for further information or correction of documents
- Receive confirmation of registration on Landonline
- What happens if...
Important note: LINZ provides this information as a guide. It is not intended to constitute legal or other professional advice. If you require legal or other expert assistance, in particular to prepare or complete the document you wish to register, you should engage the appropriate competent professional. If you are in any doubt as to the meaning of any of these terms, you should consult a solicitor.
- You will need the signed original of the document/s that you want registered.
- You will need to complete a lodgement form – see step 3.
What's required to lodge a document with the New Zealand land registration system depends on the requirements of legislation, you should refer to that legislation in the first instance. To search NZ legislation see NZ Legislation online.
Most documents can be located from Land Transfer Regulations 2002 under Schedule 2 – Forms of Paper Instruments.
In some circumstances, the identity of the person/s who signed the document (‘executed it’) must be verified – either by presenting photo ID, or by statutory declaration.
This is done to make sure that people who own the land, or have interest in it, are not deprived of their rightful interest through identity fraud.
This requirement normally applies to:
- transfers of ownership
- discharges of mortgages
- withdrawal of caveats
There are some exemptions (note this is not an exhaustive list, there may be other exemptions). In these cases, there is no requirement to verify the identity of the executor of the document:
- When a document has been witnessed by a lawyer or an employee of a law firm.
- When a document is executed by an ‘institutional charge holder’, such a bank or finance company.
There are two ways you can authenticate the identity of the executing party:
A) If you are the executing party, complete a Private individual photo ID form, and take it physically to the LINZ office.
You will need to be able to show some photographic ID (eg driver’s licence, passport). The form asks your:
- ID type
- Name in full
- Residential address
- Postal address (if different)
- Telephone numbers
- Email address
- Signature – confirming you are authorised to lodge the dealing, and the information given is true and correct.
B) Provide a statutory declaration. This will be either a Statutory declaration of person executing or Statutory declaration of witness. These need to be signed by an authorised person (such as a Justice of the Peace or solicitor), and may be required for each document you lodge.
Statutory declarations are required under regulation 16 of the Land Transfer Regulations 2002, when lodging documents that create, modify or extinguish interests in land, such as a discharge of a mortgage, or transfer of title.
These forms are self-explanatory, with a key showing what needs to be filled in at each point.
Download and save a copy of the Manual dealing lodgement form at the end of this page.
You can then type into the document and save it as your own lodgement form.
Alternatively, you can request a paper form be mailed to you - call 0800 ONLINE (0800 665 463).
People who are not registered Landonline users need to complete these fields:
- Private individual – use your full name
- Address – your postal address
- Your preferred method of payment (select at top right from these options)
- Cheque/cash enclosed
- Eftpos (this is only available if you are delivering your form in person)
- Rejected Dealing Number – only if applicable
Everyone lodging a manual dealing that contains a transfer needs to review these fields and complete as appropriate (refer to step 4 ;):
- Contract Date – the date the contract to transfer the land was signed
- Tax Statement included – tick this box if you have provided tax statements
On the table itself, you need to complete these fields:
- Certificate of Title reference (CT Ref) – if you have more than three CT references to list here, use the ‘See Schedule’ option (contact LINZ on 0800 ONLINE (0800 665 463). Note: the order you enter these items is the order they will be registered.
- Type of instrument – there is a dropdown list of codes to choose from (for a full list, see Instruments)
- Names of parties [to the dealing] – surnames only is fine
- Document fees – see the Landonline fees and charges tables
- Resubmission – only if fees are payable for this
- Notices – only if fees are payable for this
- Priority capture – only if fees are payable for this (see ‘Priority lodgement’ below).
In the ‘Fees $’ column, the only item that is not automatically calculated is the box by:
- Less fees paid on Dealing# – enter fees you’ve already paid (note the Dealing# will auto-fill with any number entered in the Rejected Dealing Number field above the table).
The fees calculating function is able to cope with multiple use of the form – if you have a high number of instruments you seek to lodge. For more information about doing this, contact LINZ on 0800 ONLINE (0800 665 463).
In some cases, you may want to have your delivery of documents recorded at the exact time of arrival, eg in the case of applying for a caveat, or making a notice of claim. Choosing ‘priority lodgement’ means LINZ will enter the lodgement application into the work queue at the time and date it comes in over the counter. There is an additional fee charged.
- Priority lodgements must be presented by hand (by you, your agent, or a courier) at either the Hamilton or the Christchurch LINZ office between 9am and 4pm.
- A receipt can be provided at the time of delivery, but may take a few minutes to process. You can opt to have the receipt posted to you.
- Priority lodgement does not provide urgency in processing the dealing.
- Any other lodgement application left at a ‘dropbox’ in the Hamilton or Christchurch LINZ office will be entered into Landonline at 7.00am the next business day.
If you are lodging a transfer of land you may need to provide tax statements for every transferor and transferee named in the transfer instrument.
Please refer to the Tax Statement information to find out whether you will need to provide tax statements.
The LINZ offices that can receive manual lodgements are in Hamilton and Christchurch. You can deliver the documents in person, or courier or post them – see our office addresses and contact details.
The cost of manual lodgement varies for the kind of document – see Landonline fees and charges. You can enclose a cheque with your documents, or if you’re delivering them in person, you will be able to pay with cash or by EFTPOS at the LINZ office.
When your documents are received by LINZ, the lodgement form and all documents attached are scanned. They will be given a ‘unique identifier’, in the form of a barcode. This also records the date and time of receipt (usually the start of the working day following receipt). The digital images of the documents are retained in Landonline, and the originals returned to you, once they are registered.
LINZ will check to see if the documents meet the legal requirements – LINZ endeavours to do this within 10 working days.
- If they are complete, the lodgement will continue through to registration.
- If they do not meet legal requirements, they may queried (requisition) or sent back (rejection). A re-submission fee may be payable. See e-dealing requisitions and rejections list.
If your manual lodgement is not complete, LINZ will notify you in writing to tell you what needs to be supplied or corrected. You will be given a timeframe in which to do this, which might make a difference whether you have to pay additional fees.
When the process is complete, LINZ will send you confirmation of registration.
You may wish to order a copy of the relevant land record, so you can review how the record has been changed.
You decide to withdraw a manual lodgement partway through the process?
You can do this if the document has not been registered yet. You need to complete the Withdrawal of unregistered instrument/s form. You can apply to have fees refunded.
You find there has been an error in how the manual lodgement has been recorded against the land record?
Contact LINZ as soon as possible. We will check and correct as required. See How to correct a land record.