Application for Encumbrance Certificate/Certified Copy (01 EC Application Form)
The Application for Encumbrance Certificate/Certified Copy is an official form for requesting an encumbrance certificate or a certified copy relating to a property. The supplied document does not name the issuing department, order number or issue date, and it sets out the applicant, property, search period and document details that must be provided.
What the form is for
The Application for Encumbrance Certificate/Certified Copy is used to request either an encumbrance certificate or a certified copy. The applicant must provide a name, address and telephone number, if any, together with enough information to identify the property and the required search period.
The supplied document does not identify an issuing department, order number, application fee or issue date.
Property information required
The Application for Encumbrance Certificate/Certified Copy asks for:
- Village and street name.
- Old survey number and subdivision number.
- New survey number and subdivision number.
- Survey block, ward and town survey number.
- Old and new door numbers.
- Plot number, flat number or flat name.
- Total site extent, conveyed extent and undivided share.
- Built-up area.
- Northern, southern, eastern and western boundaries.
- Name of the declared owner and the owner's father's name.
- Number of years to be searched, with the start and end of the search period.
The applicant may also provide the number and year of a previously registered document.
Additional details for a certified copy
An application for a certified copy must also give the names of the executant and claimant. It asks for the document number, year, book, volume number and page number.
For copies of wills and authorities to adopt, a copy may be issued only to the executant. If the executant has died, a copy may be issued to another person who provides proof of the executant's death.
For documents filed in Book IV, including powers of attorney, copies may be issued only to the person who executed the document or a person claiming through it.
Survey and partition instructions
The survey number field should contain the resurvey number or ground survey number. Block and ward mean the survey block and survey ward only.
For properties affected by a partition deed, the property details covered by columns 3 to 8 must be supplied separately. For town-surveyed properties, the corresponding previous old survey number or ground survey number must also be entered in the relevant field.
Who should use it
The Application for Encumbrance Certificate/Certified Copy is relevant to an applicant seeking a property-related encumbrance certificate or certified copy. The applicant must date and sign the completed application.
This summary is generated from the source document to help you find what is relevant. The PDF above is authoritative. For advice on your own property, use LandLens One or speak to a qualified professional.
Common questions
What property details do I need for an encumbrance certificate application?
You need identifying details such as the village, street, survey numbers, door or plot details, site extent, built-up area, boundaries, declared owner's details and the required search period.
What extra information is required when requesting a certified copy?
You must provide the executant and claimant names, along with the document number, year, book, volume number and page number.
Can anyone obtain a copy of a will using this form?
No. A copy may be issued only to the executant or, after the executant's death, to a person who provides proof of that death.
How should I describe property affected by a partition deed?
Property details from columns 3 to 8 must be provided separately for properties affected by a partition deed.
