Prepare a transmission in instrument mode

Step 1: Navigate to the prepare transmission page

You access the Prepare transmission page from the Instruments & Roles page. 

To open the page, choose 1 of the following:

a. Select the transmission hyperlink when the instrument details are collapsed.

b. Select the Prepare button when the transmission instrument details are displayed.

c. Select the menu, the 3-dot icon, to the right of the transmission instrument. Then select Prepare instrument from the menu.

Example of where to select to navigate to transmissions.

Step 2: Select instrument mode

By default, Title mode is selected for a transmission instrument.

Select Instrument mode to prepare a transmission for a lessee, mortgagee or other type of interest.

Use Title mode to prepare a transmission in respect of ownership of the titles. See:

Prepare a transmission in Title mode

Button to toggle on to get transmission into instrument mode.

Step 3: Select the transmission type

The Transmission type field will automatically populate with:

Executor/Administrator when there is an individual owner or when the registered owners are tenants in common
Survivorship when the registered owners are joint tenants.

The Transmission type field won't automatically populate when there is a combination of ownership. For example, joint tenants and tenants in common, or when there is corporate ownership. 

Select the down arrow at the end of the Transmission type field to view transmission types and select the appropriate option.

Example of drop down menu to select transmission type.

Step 4: Enter the date the applicant became entitled to the estate or interest

To enter a date either:

type the date directly as dd/mm/yyyy, or
select the calendar icon and find a date from the calendar.

The name of the date field updates depending on the transmission type.

Dates will be recorded as the date acquired on the resulting instrument. For example, when Survivorship is selected the field name will be Date of Death. 

 Transmission types 

Example of calendar to select date for transmission.

Step 5: Select which interest is being transmitted

Select the checkbox next to the interests affected by the transmission.

Only interest holders in a joint group can be selected when the transmission is for:

Survivorship and Survivorship s72 Property Law Act 2007. You must leave at least one surviving interest holder.
Simultaneous Death.
Joint Family Homes.

For Executor/Administrator transmissions, interest holders in a joint group can’t be selected.

Example of how to check boxes to select interest holders.

Manually enter Instrument number

You’ll need to manually enter an instrument number if the instrument you’re affected isn’t listed, such as, for a lease.

Check the Manually enter Instrument number checkbox.
Enter the Instrument number to be transmitted.
Enter the Interest holder names. Use a comma to separate names when there are multiple interest holders.

This instrument will step down to Lodge if these fields are used.

Example of where to check and where to enter instrument number.

Change due to pending dealing

Use the Change due to pending dealing toggle under the Interest holder(s) to edit the current interest holder details or to deal with protected (hidden) titles or instruments displayed.

For example, use when an instrument in a prior dealing is updating who the interest holders will be.

Example of toggle to slide if its change due to pending dealing.

Revert/Update

The names of the interest holders will automatically display. 

You can use the Revert/Update button above the Interest holder(s) section to reset the names, so they reflect the Register and any prior instrument in the dealing.

For example, if the interest holder's name has been edited using Change due to pending dealing it will revert to what is recorded on the Register. Or, if a prior instrument has been added to your dealing which changes the interest holder, using Revert/Update will pull through the updated names.

Example of button to select to revert or update your dealing.

Step 6: Add the applicant details

Depending on the transmission type the applicant may pre-populate:

For Survivorship with the surviving interest holder.
For Official Assignee with the Official Assignee.

To manually enter the applicant

Enter the details into the Name field. Or, if available, select an applicant from the drop-down list.

Select the + Add row to add another Applicant. If using Manually enter Instrument number, separate applicants by using commas.

Select  Add Group to create a group of applicants. This feature is only available for Simultaneous Death or Joint Family Homes situations.

Select the trash can to remove an Applicant.

Drop down menu to select an applicant from.

Add Capacity of the Applicant

Select the Capacity of the Applicant. Capacity is required for transmission types:

Executor/Administrator
Joint Family Home Act 1964 (simultaneous deaths only)
Simultaneous Death Act 1958.

Example of drop down menu to select capacity.

Select the deceased

If prompted, select which deceased person each applicant is representing as their executor or administrator. Selection is required for transmission types:

Simultaneous Death Act 1958
Joint Family Home Act 1964 (simultaneous deaths only).

Example of dropdown menu for selecting deceased.

Step 7: Enter further details to clarify the intent of the transmission, if needed

Skip this step and go to step 9 if you don’t need to clarify the intent of the transmission.

Use the Additional Clauses, Conditions, or Intent field to include additional details to support the transmission.

The Additional Clauses, Conditions or Intent field is a free text field and will cause the instrument to step down to Lodge once used.

Example of field to add extra information to support transmission.

Step 8: Attach a PDF to support the transmission for a manually entered instrument, if needed

Skip this step and go to Step 9 if you’re not uploading supporting documents.

Use the Attach image field to add PDFs to support the transmission if needed.

 You can drag and drop a PDF into the Attach image field. Or you can select Browse and upload a PDF from your files.

 There is no limit on the number of PDFs you can attach, but all attachments together must not exceed 20MB.

 You can view the attached PDF, by clicking on it. Or select Preview instrument to view the compiled instrument and attachments.

 Attaching an image will cause the instrument to step down to Lodge.

Example of field to attach pdfs to the dealing.

Step 9: Check the Summary to review the instrument details

The Summary tab will automatically update and display the affected record of title, the affected owner (the deceased) and the applicants.

To check your transmission select  Save to see the Resulting Encumbrances on the Summary.

Check the summary details are correct.

For a full instrument preview select  Preview instrument.

Example of summary and button to select to preview the instrument.

Step 10: Save the instrument details

To save instrument details select  Save to save information and remain on the Prepare transmission page. The Resulting Encumbrancees only updates on save.

Select  Save and back to save the information and return to the Instrument & Roles page.