SERV - Secure Electronic Registries Victoria

To lodge through the Generic Residual Document process, customers must:

• Be a subscriber to PEXA with an active PEXA enabled LUV customer code.
• Have a LUV customer code (same code as above) which is Direct Debit enabled and have selected ‘Direct Debit’ as the payment option.
• Have an attached scanned transaction that is eligible for paper-based lodgement [For example, if the attachment contains a dealing that could be normally lodged through PEXA (for example a mortgage or a transfer without a valid exception), then it would not be considered as a dealing valid to be lodged through this process]. Note: Memorandum of Common Provisions and paper based administrative notices can be accepted through this process.
• To produce a readable copy, the quality of attached documents is critical. Dealings or instruments of poor quality will not be accepted.
• Have attached a "Request to accept paper lodgement" form for any mandated Instruments that must otherwise be lodged electronically using an Electronic Lodgement Network (ELN).
• Have attached a "Lodging Summary Form". It is important to complete this form to confirm lodgement order, reconcile fees and include a contact email address for correspondence.
• The applicant in the generic dealing must be a transacting party of the attached paper transactions represented by the lodging subscriber.
• The controlling party of the certificate of title must choose to receive an electronic certificate of title.

For guidance on how to lodge a Generic Residual Document (GRD), please refer to Customer Information Bulletins 200, 201, 202 and 203. When lodging through this method, there are two folios that the transaction should be lodged against:

• 12207/425 must be used for any instrument type that can be lodged electronically using SPEAR including plans of subdivision, other plans under the Subdivision Act 1988 and other applications that involve a plan of survey, for example applications under section 60 of the Transfer of Land Act 1958 (TLA) (adverse possession) and section 99 of the TLA (boundary realignment). For eligible instrument types please refer to the SPEAR website.
• 12198/325 must be used for all other instrument types.

These folios should not be used for any other transaction types.

Prior to uploading any scanned PDF transaction, a subscriber must ensure that all requirements from other agencies have been satisfied (for example, if an instrument is dutiable, duty must be dealt with prior to lodgement). The certifying subscribers must retain all the original documents and supporting evidence that may later be subject to compliance examination by the Registrar.

Please also make sure that you are following ELNO guidelines in relation to Section 104 submissions. These guidelines can be found on the webpage of the ELNO you are using.

LUV Customer Information Bulletins

Submitting a GRD involves using a secure delivery service (PEXA) to submit a ‘paper’ dealing for assessment by Land Registry Services. Once received by our teams, the case is assessed, and a determination made as to whether it can be lodged or refused.

As the GRD requires manual processing by our team, typically a lodgement will take significant additional time to be assessed. If the dealing is lodged, you will be sent an automatic email with the Lodgement Summary and Receipt from the substantive lodgement. If the dealing is refused, you will be sent an automatic email with the refusal.

There are many reasons that we may not be able to lodge your GRD. Below we have provided a couple of the commonly overlooked items to support you in successfully completing your transaction in a timely manner.

Nomination of Title to Paper Instrument

If the folios referred to in the paper instruments attached to the GRD require nomination of the certificates of title, the subscriber must ensure that relevant nominations are lodged prior to using the generic residual document.

If a nomination is required and the certificate of title is electronic (eCT), the nomination must be lodged in a separate workspace using the volume and folio number(s) referred to in the paper instruments. This is the same method previously used to nominate a title to a paper instrument before the generic residual document was available in PEXA.

If the certificate of title is paper, i.e. a pCT, you will need to convert the certificate of title to an eCT by emailing the form Application to convert a paper certificate of title to an electronic certificate of title CPCT  available on the fees, guides and forms page to advice.enquiries@servictoria.com.au.  Once the certificate of title is converted to an eCT it can be nominated to the paper instruments using PEXA.

Complete and Correct Documents

Once a dealing has been lodged through the GRD process, we are unable to make any changes to the instrument. Please ensure that you check the instruments being lodged for completeness and correctness before submission.

Supporting Documents Provided

Unlike other dealings that are submitted through PEXA, when submitting via the GRD you must supply all of the supporting documents required to register your dealing for examination by our teams. These supporting documents are required even if your matter was previously lodged through as a regular electronic dealing.

Supporting documents may include statutory declarations, consents, probates, and letters of administration. Please refer to the relevant guide on the fees, guides and forms page for information specific to your matter.

Please make sure that the submitted PDF's are of good quality and only in the .pdf file format.

Evidence to support lodgment through Generic Residual Document

The GRD process is generally only available for lodgments that cannot be made through a regular workspace on PEXA or Sympli. Please ensure you attach a "Request to accept paper lodgment" form for any mandated Instruments that must otherwise be lodged electronically using an Electronic Lodgment Network (ELN).

If the reason for your GRD submission is not available on that form, please supply a covering letter explaining your request to submit through this channel. If you encounter an error message on PEXA or Sympli and are unable to lodge through the regular workspace, please provide a screen shot of the error message received with your application through the GRD process.

Relodging a withdrawn application

If you need to relodge an amended application that was previously withdrawn, you must use the instrument that was provided by the Victorian Land Registry upon withdrawal, not a print off from the PEXA or Sympli workspace. We are unable to accept lodgments in this format.

The new instruments must be wet signed and re-dated in all panels where signing was done electronically before submission. If an individual who previously signed a document is not available, someone else within the same firm can sign on their behalf, being sure to update signer’s name as well as the wet signature and date.