You can use Request Copy to request copies of land records that are not already available in Landonline. These records will be searched manually by Toitū Te Whenua staff, and once found, scanned and emailed to you.
You can also use Request Copy to request an improved scan of a record where the quality is unsatisfactory.
You can only order 1 document per request. You must create a separate request for each additional record you require.
Fees for a manual search can be found here:
Landonline search products fees
See also: Requests
Can’t find what you’re looking for?
If you search for a title and can’t find what you are looking for, send a request through Request Copy.
If the search result includes restricted information, Web Search will display the same messaging as if the title doesn’t exist.
If you believe an item exists but is not being displayed because it is hidden, please email the Hidden Titles team at hiddentitles@linz.govt.nz .
See the bottom of the Web Search screen under Can’t find what you’re looking for? for details.
How to create a Request Copy request
1. Select Request Copy
Select Request Copy from either:
the link at the bottom of the search panel under “Can’t find what you’re looking for?”
the link in the message under Order options when you have searched for a record and no order options are available
the requests application, opened from the 9-dot menu at the top left of your screen.
2. Complete Request details
You must enter:
- the Land district – select from the drop-down menu.
- the Record type – select from the drop-down menu. If an appropriate record type is not listed, select Other Record.
- the Record number – type in the record number for the item you are ordering.
Warning:
Only enter the record number for 1 item. If you need more than 1 item, create a request for each.
You cannot use the characters “&” “,” “+” or “;” in this field.
Enter as many details as possible in these fields:
- Instrument/Plan Type - if known, enter the type of record. For example, Discharge, Mortgage, Deed, Status declaration etc. This is a free-text field.
- Related title/plan - if known, enter the number of any related record where the Record Number you are requesting was sighted. This is usually the title reference or plan associated with the document you need, but could be from another type of record for example, from an instrument. This is a free-text field, and you can enter multiple record numbers here if needed. In the case where the requested document cannot be found, including the related record number will allow staff to search the record to see if there is an error in the recording of the document or the request.
- Comment - enter any relevant or additional comments to assist in identifying or locating the record in the comment field. This field is for supporting information about the item being requested and should not be used to request additional items.
Enter a Client reference if required. This will not affect the current client reference in Web Search.
Check the Certified Copy checkbox if you require a certified copy of the record for use in Court or for other evidentiary reasons.
3. Check and edit Contact details
The Contact details section prepopulates with the user profile details of the account you are logged into. You can switch firms by selecting the drop-down arrow next to your name in the top right corner of the screen.
Check the details and edit them if needed. For example, if you are creating a request on behalf of someone else.
You can enter any contact person’s name, email, and phone numbers – these do not need to match the Requestor.
4. Send the request
Once you have completed the request and contact details, select Send to send the request to Toitū Te Whenua for processing. Select Discard to delete your draft request. You cannot save an unsent Request Copy request.
Once the request is sent, you will be taken back to the Requests dashboard.
You have ordered a property record, but the quality is unsatisfactory
There are three possible causes for an unsatisfactory print of a property record:
1. The image in Landonline is unsatisfactory
If you zoom in to the image on screen and see that the image does not clearly show the information as you would expect you should send a Request Copy request and raise this as an issue for Toitū Te Whenua to address. Toitū Te Whenua will look at getting a better image into Landonline, but in the interim we will supply the information in hard copy.
2. The printed hard copy does not meet your expectations
Check to see if the image viewed on screen is satisfactory. If it is, then you should check your printing equipment and make sure that it is capable of printing to the same quality as the image file.
3. The original is poor quality
The scan is Landonline depends on whether the original is of sufficient quality to allow for a reasonable scan to be made. Sometimes, the original has deteriorated so much that a scan of satisfactory quality cannot be made. In these instances, the microfilm aperture card has a much better image of the plan as these were originally captured in the early 1970's. Since then, the originals have been handled so much that natural deterioration has occurred. One of the goals of Landonline is to try to reduce the handling of the original documents. When you send a Request copy request for an improved scan, Toitū Te Whenua will let you know if there are any issues with completing your request.