On 11 October 2021, the Real Property Amendment (Certificates of Title) Act 2021 commenced, which abolished the Certificates of Title (CTs) and the control of the right to deal (CoRD) framework. All existing CTs have been cancelled and CTs will no longer be issued. Existing CTs will not need to be produced, and CoRD holder consent will not be required, for a dealing or plan to be registered. All existing Guidelines subject to this change are currently being reviewed and will be updated to reflect these changes. For further information regarding the abolition of CTs, please see https://www.registrargeneral.nsw.gov.au/property-and-conveyancing/eConveyancing/abolition-of-certificates-of-title

Indexing

Abbreviations

Abbreviated names are indexed as drawn.

Administrators (Deceased Estate)

Administrators appointed to manage the estate of a deceased person are not indexed in ADIS, except for an acknowledgement that vests the land in the name of the administrator in such capacity.

&/and

Either an ampersand "&" or the word "and" is acceptable for indexing purposes.  The term is indexed as drawn.

Brackets (...)

No additional spacing is required within the brackets when indexing text or names contained in brackets.  The term is indexed as drawn

Companies

For all intents and purposes in the Registrar General's Directions there is no distinction drawn between a corporation and a company. A company is indexed in accordance with the following guidelines:

  • index the company name in the form shown in the company seal
  • index initials within a company name as drawn.  If a company name has an initial followed by a full stop, index with the full stop and without the full stop (add a space between the initial and other words)
  • index the former and current name where a company has changed its name.

Note

  • select the Name Code "C"; and
  • use the code "PL" to generate Pty Limited.

Consenting parties

Parties consenting to a document do not receive an Index entry in ADIS.

Covenants

A covenant created specifically by a document, ie the covenant is the prime transaction, and covenants to produce are given Index entries. A covenant created within a document, eg a conveyance including a new covenant, or a reference to an existing covenant within a document, is not given an Index entry.

Deceased parties

An Index entry for a person who is known to be dead will include the term "(Deceased)" following the surname.  An abbreviation of the word "deceased", eg "decd", is not acceptable in ADIS.

Deeds Index Particulars

The form required to be prepared and presented with all Powers of Attorney and Old System deeds to be recorded in the General Register.

Easements

An easement created specifically by a document, ie the creation of the easement is the prime transaction, is given an Index entry. An easement created within a document, eg a conveyance including a new easement, is given a Noting: "[description of easement]". A reference to an easement within a document that has been previously created, eg a conveyance subject to an existing easement, is not given an Index entry.

Executors

Executors are not given an Index entry, except for an acknowledgement that vests the land in the name of the executor in such capacity.

Freemasons

A Freemasons Lodge is indexed with the term "Freemasons" followed by the name and number of the Lodge. United Grand Lodge of New South Wales of Ancient Free and Accepted Masons is indexed as "Freemasons United Grand Lodge".

A particular Lodge is indexed as "Freemasons Lodge [name and number]".  For example, United Grand Lodge of New South Wales of Ancient Free and Accepted Masons (Lodge Federation No. 196) will be entered as "Freemasons Lodge Federation No. 196". Note Select the Name Code "C" to enter the Lodge.

Her Majesty Queen Elizabeth II

The Queen is indexed as "Her Majesty Queen Elizabeth II".  If applicable, the relevant statutory authority is given a separate Index entry. Note Select the Name Code "C" and include the relevant statutory authority details.

Honorifics and Titles

Honorifics, ie qualifications and awards, and titles, eg doctor, Sir, are not given an Index entry.  The terms "(senior)", "(junior)" and "(a minor born [date of birth])" are included following the surname.

Hyphenated names

Names including hyphens are indexed as drawn.

Individuals

An individual's name is indexed as drawn.  All variations of a name (including a company name) within a document, including the signature, are indexed.

Note Where first names are drawn as initials enter a space between each initial. Select the Name Code "P" to enter the individual's name.  Where the order of names cannot be easily ascertained, the surname consists of one letter, or the full name is a single word, select the Name Code "Q".

Where an individual has changed his or her name or indicates "also known as" (sometimes abbreviated to AKA), give all names stated an Index entry. Use the following as a guide for indexing variations between the name and the signature:

Name of party Form of signature Index variations
William Moss W. J. Moss William Moss, William J Moss
William Moss B. [or Bill] Moss William Moss, B [or Bill] Moss
William Moss J. Moss William Moss, J Moss
William John Moss W. Moss William John Moss
William John Moss J. Moss William John Moss, John Moss
William John Moss J. W. Moss William John Moss, John William Moss
John Moss-Smith J. Moss John Moss-Smith, John Moss
John Moss-Smith J. Smith John Moss-Smith, John Smith

Initials

Initials within a name are given an Index entry as drawn.

Note If a name has an initial followed by a full stop, give index entries:

  • with the full stop and
  • without the full stop; add a space between the initial and other terms.

Instrument date for a Power of Attorney

The instrument date must be entered where the donor of a power of attorney is a company, association etc, i.e. where the Name Code "C" is selected.  The date may be entered in the form 2/3/01 or 2/3/2001.  A power of attorney dated prior to the year 2000 must be entered in full, ie 2/3/1989, not as 2/3/89.

The instrument date is not required where the donor is an individual, ie where the Name Code "P" or "Q" is selected.

Life Estates

Where a life estate is being created the life tenant and the remainderperson are each given an Index entry. Note Enter a Noting: "[life tenant] to a life estate, [remainderperson] to the estate in remainder".

Local councils

A Local Council is indexed under the name of the Local Government Area followed by the term "(Council)". Note Select the Name Code "C" for the entry. For example:

Local Council Index as
Council of the City of Canada Bay  "Canada Bay (Council)"
Willoughby City Council  "Willoughby (Council)"
Bingara Shire Council  "Bingara (Council)"
Leichhardt Municipal Council "Leichhardt (Council)"

Local Government Area

Where the Local Government Area is given an Index entry, eg for a resumption, it is indexed under the name of the Local Government Area followed by the term "(Area)". For example:

Local Council Index as
City of Canada Bay  "Canada Bay (Area)"
Willoughby City "Willoughby (Area)"
Bingara Shire "Bingara (Area)"
Leichhardt Municipal "Leichhardt (Area)"

Number/No.

The term "Number" or "No." is indexed as drawn. The use of numbers, eg"123", or numerals, eg "one two three" or "one hundred and twenty three", in a name is acceptable.  Numbers and numerals are indexed as drawn.

For searching purposes, if the name contains numbers, eg "123 Pty Ltd", enter the search name with the numbers as drawn. The previous automated indexing system did not allow the use of numbers and all numbers were indexed as numerals, ie spelt out in alpha characters, eg "123 Pty Ltd" was indexed as "One Two Three Pty Ltd".  It is suggested that variations of the name be searched, eg "123 Pty Ltd" should be searched as:

  • "123"
  • "One Two Three", and
  • "One Hundred And Twenty Three".
  • " Pty Ltd" etc are not entered when searching a company name

Oddfellows Friendly Societies

Oddfellows Friendly Societies are indexed with the term "Oddfellows" followed by the description of the society.

Note Do not repeat the term "Oddfellows". For example, Manchester Unity Independent Order of Oddfellows Friendly Society in New South Wales will be indexed as "Oddfellows Manchester Unity Independent Order Of Friendly Society In New South Wales". Select the Name Code "C" to enter the society

Options to Purchase/Renew

Options to purchase or renew created specifically by a document, ie the options to purchase or renew are the prime transaction, are given Index entries. Options to purchase or renew contained within a document, eg a lease, are not given an Index entry.

Plans annexed

A plan annexed to a document must be entered as a Noting: "Plan attached" or use Noting Code: "PL".  For plan requirements.

Religious bodies

A religious body is given an Index entry in the same manner as for a company.

Staff processing information - Select the Name Code "C" to enter the religious body. Where a religious body contains the word "Trustee" in their seal include the term when indexing, eg "Trustees for the Roman Catholic Church of The Diocese of Sydney" will be indexed as drawn.

Returned and Services League

The Returned and Services League of Australia is indexed as "Returned and Services League Of Australia (NSW Branch) ([name of suburb] Sub-branch)". Note Select the Name Code "C" for the entry.

Rights of Way

A right of way created specifically by a document, i.e. the creation of the right of way is the prime transaction, is given an Index entry. A right of way created within a document, eg a conveyance including a new right of way, is given a Noting: "[description of right of way]".

A reference to a right of way within a document that has been previously created, eg a conveyance subject to an existing right of way, is not given an Index entry.

Signatures

Signatures that appear to differ from the name shown in the body of the document will be indexed under all variations.  For example:

Name of party Form of signature Index variations
William Moss W. J. Moss William Moss, William J Moss
William Moss B. [or Bill] Moss William Moss, B [or Bill] Moss
William Moss J. Moss William Moss, J Moss
William John Moss W. Moss William John Moss
William John Moss J. Moss William John Moss, John Moss
William John Moss J. W. Moss William John Moss, John William Moss
John Moss-Smith J. Moss John Moss-Smith, John Moss
John Moss-Smith J. Smith John Moss-Smith, John Smith

Societies

A society is given an Index entry in the same manner as for a company. Note Select the Name Code "C" to enter the society.

Tenancy/Shares

Where more than one party hold or acquire an estate or interest as joint tenants or tenants in common, reference is not made to the tenancy/shares when indexing. Where a party deals with less than the whole of their estate or interest, the amount of the share being dealt with is shown in the Noting field.

Action taken Noting details
Severance of joint tenancy "interest in"
Unknown share amount "all right title and interest in"
Sale of a 1/2 share held as tenant in common "1/2 share"
Sale of 1/2 of a 1/2 share held as tenant in common "1/4 share"

The (definitive article)

The word "The" is not given an Index entry where it appears as the first term in a name. "The" is included where it occurs within the name. For example:

Name Index as
The Minister for Agriculture "Minister For Agriculture"
The Glenn Gould Trust "Glenn Gould Trust"
At the Cutting Edge Pty Ltd "At The Cutting Edge Pty Ltd"

Trustees

Trustees included in a document affecting Old System land are given an Index entry where appropriate, eg an appointment of new trustee or retirement of a trustee.  Trustees are not given an Index entry where a document changing the trust does not affect Old System land.