Correspondence and delivery

Australian Document Exchange (DX)

This is a centralised private document delivery service originally set up for the legal profession and those associated with it. It covers the major cities and towns. Membership is indicated on letterheads by reference to the relevant Australian Document Exchange number and district, e.g. DX 205 SYDNEY.

Copies of Australian Document Exchange listings are held by the Senior Examining Officers. The method of address for DX box holders is, e.g:

Messrs Backhaus Agerich

DX 205 SYDNEY.

Notice of Caveat

The following applies to Torrens Title land and Water Access Licences.

A separate Notice of Caveat form 10-0220 is sent to all registered proprietors of the estate or interest affected by the caveat. The form is prepared in the Operations Section following registration of the caveat.

Notice of Registration

The following applies to Torrens Title land and Water Access Licences.

A Notice of Registration form 10-0170 is forwarded where:

  • the certificate of title or a deliverable original dealing is not being returned to a lodging or producing party or
  • a new certificate of title is to issue.

The form is automatically generated in ITS where a certificate of title is not issued.

Registered Post

Registered Post is used for the return of certificates of title, Water Access Licence certificates, and other documents lodged by a party who does not have an NSW LRS document Collection Box (formerly 4Q or 6L), except where a DX or Post Office Box is supplied. Certificates of title, Water Access Licence certificates, and other documents are sent through ordinary post where a PO Box is supplied. Take the following action:

  • an extra postage fee is not payable
  • enter 1W as the lodging party code. Enter the full postal address (ITS prints out address labels based on the information entered) and
  • proceed with registration in the usual manner.

Staff processing information

Forms of address

In addressing Notice of Registration cards and other correspondence use the following forms of address:

Solicitors

Practising under their own name are addressed 'Mr.', 'Miss', 'Mrs.', or 'Ms.'. A firm of solicitors, Law Stationers or Conveyancing Agents is addressed 'Messrs.', e.g. 'Messrs. Galloway & Co.'.

Companies

Are addressed to an official of the company, e.g. 'The Manager' or 'The Secretary', even if the company contains personal names.

Banks

  • Westpac Banking Corporation: The Chief Security Officer
  • State Bank of New South Wales Limited: The Solicitor
  • National Australia Bank Limited: The General Manager
  • all other banks are addressed to '"The Manager'

Finance companies

For example Avco Financial Services Ltd., are addressed to 'The Secretary'.

General public

Are addressed as 'Mr.', 'Miss', 'Mrs.', or 'Ms.'.  If the gender or marital status is not clear, use 'M/s.' or 'Mr/s'.

NSW LRS document Collection Boxes

The following applies to Torrens Title land and Water Access Licences.

Computer certificates of title are directed for delivery or other action by entering the following Delivery codes into ITS:

1W the lodging party does not have an NSW LRS document Collection Box. The document will be delivered by:

  • Registered Post
  • ordinary post where the address is a Post Office Box or
  • DX.

The name and address must be entered in ITS.

3S the certificate of title is held in the Dual Entitlement Press. The details may be modified in ITS as required.

20S etc the document is held in the Document Collection box for collection in Document Collection Section. The NSW LRS document Collection Box number must be entered in ITS.

Documents, other than computer certificates of title certificates, are directed for delivery or other action by writing in pencil the dealing number, Delivery code, and other details as required on the bottom of the back page of the document.

Note

  • the NSW LRS document Collection Box number must be used where available, except where Registered Post is requested in writing. The authority must be filmed with the dealing.
  • the NSW LRS document Collection Box number must appear on every dealing accepted for lodgment.

Mail Direction

The Mail Direction Officer SD4 processes in-coming correspondence in regard to dealing registration in the following manner:

  • letters of inquiry re Office practices are placed on file 98[or current year]M300. The inquiry is forwarded to the appropriate Officer for reply.
  • letters of inquiry re change of name are placed on file 98[or current year]M196. The inquiry is forwarded to the appropriate Officer for reply.
  • letters related to specific dealings or cases are connected by SR4.