Packet Rejections

ISC strives to deliver and maintain a high quality registry database that customers can trust and rely on. To achieve this, ISC has strict measures in place to ensure all submitted packets are accurate and complete before processing.

If a submitted packet does not pass a series of system checks when it is received at ISC, it will be rejected.  

Packet Rejections can have an impact on your business, so it is important to follow some basic guidelines when submitting your packets and supporting documentation. Here are a few tips you can follow to help ensure that you are submitting accurate and complete packets.

Duplicate Packet Barcode Number

Never re-use a packet cover page! Always begin each submission with a new packet cover page for once a packet cover page is received by ISC (whether it is accepted or rejected), it can no longer be used for registration purposes. That packet number now represents that specific packet's history and can now only be used for historical and tracking purposes.

Incorrect/Incomplete Counts

  1. Packet Sheet Count – Every sheet of paper that is included in a packet must be counted. If the Land Registry system arrives at a different number than the one indicated on the packet, it will be rejected, even before it is scanned into the system.
  2. Application Count – Only those forms that have bar codes and/or boxes for sequence numbers and/or boxes for application sheet counts are considered 'applications'. For example, a “Title Print Request” is not an 'application'. It is a request and it should be counted as one sheet of paper within the 'application' it is attached to (i.e. The Title Print Request should appear after every 'application' where a title print is requested).
  3. Application Sequence Number – Enter the numeric order in which this application should be processed within the packet. The order in which applications are sequenced within a packet determines the order in which they are processed. Make sure that the sequence you chose is logical (e.g., transfer the land to purchaser(s) before attaching the new mortgage).
    • If faxing or emailing the packet, each sheet must be faxed or email attached in proper sequence or the packet will be rejected.
    • Remember, you must convert all two-sided pages into single sheets before faxing!

 (The "Title Print Request", the "Begin Attachment Sheet" and all supporting 3rd party documentation is relevant on an "application-by-application basis" and may appear multiple times within a packet).

  • In the situation where a packet contains both a transfer and a mortgage as well as a completely separate transfer and a mortgage, a "Title Print Request" form must follow each Application for Interest Registration form (i.e. each mortgage 'application') if title prints are required for both. If a "Title Print Request" only appears after the last application in a packet, the previous applications within the packet will not generate any title prints to be sent out. You will only receive a copy of the titles affected by the last application in the packet.
  • If multiple copies of a title print are required, you can either attach multiple "Title Print Request" forms OR insert your client/delivery information in the "Send a copy of the Title Print to:" sections.

 

Missing/Misplaced Authorization

The authorization relevant to each application must immediately follow the application form. Do not place necessary authorizations behind a "Begin Attachment Sheet". The attachments are for disclosure of documents to third parties only and are not looked at or reviewed by titles registry staff on registration. If the authorizations are not placed immediately behind the application form, the packet will be rejected.

Incorrect/Incomplete Client Information

The client information on the packet cover page identifies who is submitting and will be paying for registration of the packet, and provides an address of where to send notifications (mail, email or fax). When client information is incorrect or incomplete, the packet is rejected before it is scanned into the work queue. If the address is sufficient for delivery purposes, the packet may be returned to the sender; however, if it is not complete or is insufficient the packet will not be returned. This situation will leave the sender unaware of their packet’s current status (rejected) and may have them waiting for a packet that will never be returned. Make sure all Client Information provided is correct!

Poor Quality Fax

All faxed packets are received in electronic form, quality checked, and only then placed into a work queue for processing.The barcodes on each application and packet cover page tell the titles processing system which electronic screens are required, and the order in which they are needed to process the packet. The unique barcode number on the left of a packet cover page is used to track work in the titles processing system; the barcode letters on the right of each application form tell the system what type of application it is. If either barcode is not legible, the titles processing system will reject the packet before it ever enters the work queue. If this happens, the packet cover page that was used can no longer be used for registration purposes and a new packet cover page must be downloaded from the website in order to resubmit the work (packet). To avoid a packet rejection due to 'poor quality', refrain from sending in any copies of a copy. Image quality decreases with each copy and may result in the barcodes and/or other important data (client, title, and interest numbers) becoming illegible, resulting in a rejection of the entire packet. 

Incorrect Use of the "Application for Transfer (Single Title)" Form

The ”Application for Transfer (Single Title)” form is used in any situation where one title is transferred from a single vendor to a single purchaser. This form may also be used if two or more owners hold as joint tenants; however, cannot be used if either vendors or purchasers are tenants in common.

8 ½” X 14” Pages

ISC will not accept legal-sized documents. This includes both electronic and paper formats. Any packet containing a document larger than 8 ½” x 11” will be rejected. 
  • Please reduce the size of the electronic image or paper document so that it conforms to this 8 ½” x 11” requirement.

Seal Not Visible

Every seal, whether corporate, notarial or otherwise, affixed to an authorization must be visible when the authorization is imaged. If you have an authorization where the seal has been embossed rather than affixed by way of rubber stamp, we recommend that before submitting the packet, you photocopy the page to verify its visibility. If you cannot read it, neither can we.

You may attempt to render the seal visible, but if you do so, before submitting the packet you should ensure that you have rendered the seal visible by photocopying. The greatest visibility problem is with respect to faxed authorizations where the seal has been pencilled-over and then submitted by fax. In our image, the  entire seal area is blacked out. You may use carbon paper instead of pencil to show the impression of the seal. Alternatively, Certificate of Lawyer and Certificate of Notary certifying the presence of a seal may be provided.

Missing Information

All necessary fields must be completed for your packet to successfully register. Two frequent areas causing rejection are:
  1. the Discharge and Amendment application forms and their authorization forms contain missing or conflicting information. For example: Interest Numbers are shown where the Interest Register Numbers should be shown and vice versa; and
  2. client numbers, names, and complete addresses are not always set out on changes of ownership and holder setups.

Parcel Ties/Tie Codes

Certain titles are subject to Planning and Development Act tie codes. This will appear under “Ties” on the quick search intermediate results screen, as well as under “Notes” on the Title print (“The parcel for this title and parcel(s) _____ may not be transferred or, in certain circumstances, mortgaged or leased separately without approval of the Controller of Surveys”). If your transfer or mortgage does not deal with all of the parcels in the tie code, your packet will be rejected.

When several lots or quarter sections were contained on a single paper Certificate of Title and at least one contained either an exception that divided the parcel, or metes and bounds description, all parcels created from that paper Certificate of Title were tied together on conversion. If this has occurred and you believe that certain parcels should not be tied (such as two distinct quarter sections), contact Customer Support and request to have the erroneous ties removed. This process will take at least a few days and a Registrar’s Notice will be registered against the Titles giving notice of the removal of the ties. Once the process is complete, you will be notified so that you may submit your packet. Ensure that the conditional registration date, if used, reflects the addition of the Registrar’s Notice.

Fractional Title Share Does Not Equal the Total Parcel Share

Where a title is being transferred and that title is not the sole title to the parcel, the fractional title share shown on Transfer or on the Setup applications should not exceed the title share being transferred. For example, if a ½ interest is transferred to two tenant in common owners, two Setups should be submitted, each showing a fractional title share of ¼.

Submitting Multiple Packets by Fax

When faxing multiple packets at once from a single fax machine to a single destination fax machine, most fax machines are set to group together these individual faxes in their fax machine's memory and send them as one single transmission. Unfortunately, ISC cannot decipher this transmission and stores it as one packet submission instead of multiple submissions. This results in packet rejection.

Three options currently exist to alleviate this reason for packet rejection:
  1. This is the recommended solution. Most fax machines have a feature called Toll Saver, Batch transactions, or something similar (please see fax machines user manual for exact function name). This is a feature on the fax machine that groups faxes stored in memory going to the same number. When the fax machine dials this number to transmit, it sends all transmissions at once. This is a feature that can be turned off. We advise all clients to turn off this feature so that the fax  transmissions are not grouped so we receive each transmission separately.
  2. If you not wish to turn off the feature identified above, you can add a digit to the end of the fax number to distinguish it from another transmission. For example, if a client had five packets to fax at once, they could dial:
    • 798-1525-1
    • 798-1525-2
    • 798-1525-3
    • 798-1525-4
    • 798-1525-5
    Entering these numbers will not affect dialing the packet fax line, but will distinguish each number so that when stored in memory, the fax machine will view each number as distinct, and not group the transmissions into one. We do not recommend this option as the potential for duplication still exists in offices where multiple users fax from the same machine, but it will work.
  3. Wait a few minutes between faxed packet submissions. This can become a timely ordeal when multiple packets are concerned and is not recommended but will work if Options #1 and #2 are not adopted. In offices where multiple users fax from the same machine, this option is almost impossible to police.

Do Not Send Original Documents!

All documents received by ISC are scanned and stored electronically, and eventually destroyed. In the event of a packet rejection, all forms and authorizations will be required to be resubmitted, so the originals should be kept.