Deeds Office Volumes

Pretoria Deeds Office
Dated 5th August 2022
7.04am

Systems restored in PTA deeds office.
Services will hopefully return to normal

Kind Regards
Allen West

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Pretoria Deeds Office
Dated 4th August 2022
9:47am

There will be very limited services in the Deeds Office in Pretoria for the next few days.

Kind Regards
Allen West

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Pretoria Deeds Office
Dated 2nd August 2022
Afternoon

I would like to inform you that due to electricity cut at our sister building where our servers are housed, we will hv limited services tomorrow however office remains open. I apologize for inconvenience.

Only registrations will be done.

Pretoria Deeds Registrar

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Pretoria Deeds Office
Dated 12th July 2022

REGISTRARS CIRCULAR 02 /2022
PURCHASE PRICE AND TRANSFER DUTY RECEIPT (FORCED SALES AND SALES AS A RESULT OF AN AUCTION)

  1. PURPOSE
    The purpose of this Notice is to provide a broader picture in determination of transfer duty payable and the determining values applicable in respect of the acquisition of property, especially in instances where the full consideration on the transfer duty receipt is more than the purchase price declared in the Power of Attorney. (For example: with forced sales or sale as a result of an auction)
  2. BACKGROUND
    Uncertainty prevail as to the indication of amounts paid on Transfer Duty, with regard to the calculation of both purchase price and additional costs and how it should reflect in the Deed of Transfer, Power of Attorney and Transfer Duty Receipt.

    In the ordinary case of sale and purchase of fixed property the price paid is deemed to be the value of the property for transfer duty purposes. Transfer duty is always payable on the higher amount, be it the value or the purchase price.

    The price paid at a sale by public auction, however, includes the amount paid and also the amount of any additional consideration where the purchaser agrees to pay certain other expenses of the seller as part of the conditions of sale. Examples include payments for arrear rates and municipal service charges, bond payments, collection and legal charges etc. The Transfer Duty Act also specify further payments that must be added to the consideration payable (Section 6(1)), for example commission.

    The purpose of this provision is to add to the value for transfer duty purposes any other payment by the purchaser which will be for the benefit of the seller. In other words, the consideration is split into various components, but the total consideration will be subject to transfer duty.

According to CRC 7/ 1969, deeds registries will only be responsible to see that the details of the transferor, the transferee and the description of the property on a transfer duty receipt are correct in order to identify the relevant transaction.
It is not the duty of the registrar of deeds to verify amounts paid. (RCR 32/1970).
It is the responsibility of the conveyancer to ensure the purchase price in the PA tally with the purchase price in the Offer to Purchase; and that the correct amount on transfer duties is paid.

  1. EXAMINATION PROCEDURE
    Examiners must as from the date of implementation of this circular, examine deeds keeping the following in mind:
    In the Deed of Transfer: The Consideration Clause must set out all the amounts that made up the full consideration amount paid in the Transfer duty receipt (CRC 7/2010 and CRC 2/2016)
    For example: “. finally acknowledging the full consideration to be calculated on the Purchase Price of R…………. and additional consideration (arrear rates, commissions) of R……………. to the total amount of R. ”

    In the Power of Attorney:
    The Purchase Price as set out in the Deed of Transfer.
    Further payments that must be added to the consideration payable (as set out in the deed of transfer) is often not yet available at the time of signing of Power of Attorney by the seller on auction.
    In the Transfer Duty receipt:
    The full consideration amount as set out in the Deed of Transfer (The various components need not be specified)

Registrar of Deeds – Pretoria
Dated: 12th July 2022

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Pretoria Deeds Office
Dated 28th June 2022 – 11:20

Dear All

Latest News from Registrar of Deeds :

Electricity is back, office will be operating full capacity tomorrow.

We will be lodging and registering tomorrow.

Kind Regards
Allen West

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Pretoria Deeds Office
Dated 28th June 2022 – 7:00

The Deeds Office Pretoria and other buildings remain closed today. No further updates available yet. City Council last indicated the problem may be resolved by Thursday. The Registrar of Deeds Pretoria issued a statement yesterday to confirm that Conveyancers will be informed as soon as there are any further developments. She is in constant contact with the Local Authority and other departments. The Pretoria Attorneys Association will also advise its members as soon as the situation changes.

There are several buildings affected by the flooding of the substation housed in the basement of the Gauteng Provincial Government Building. According to a communiqué of the Divisional Head; Strategic Communication in Tshwane, the remedial work will, at best, only be completed by Thursday.

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Pretoria Deeds Office
Dated 27th June 2022 – 7:00

As you by now know , the deeds office in Pretoria is closed until further notice

I will keep you updated on any news regarding the re- opening

In the interim kindly obtain extended Rates Clearance Certificates an HOA consents—as there will be a back log when the office re- opens

Kind Regards
Allen West

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Pretoria Deeds Office
Dated 23rd June 2022 – Evening

The deeds office Pretoria will remain closed as no feedback was obtained at close of business today. (The office has no electricity.)
I apologize for inconvenience.
Audrey Gwangwa

Contributed by: Allen West

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Pretoria Deeds Office
Dated 8th June 2022

Notice to Examiners

In terms of regulation 68(1e) (a), publication in the prescribed form (jjj) is a prerequisite for the issue of a certified copy (va) of a lost or destroyed deed.

This publication should always refer to the correct facts related to the application.

The correct names, property description, title numbers should appear in the publication, despite where, in some instances, the particulars might be indicated incorrectly in the title; and despite a then subsequent 4(1)(b) DRA application, rectifying an error in the name or description of a person or property, being lodged in the same batch.

The publication in the newspaper or gazette in such instances should always follow the correct facts, and not the (incorrect) title.

Examiners are urged to ensure compliance with this notice.

Date: 07/06/2022

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Pretoria Deeds Office
Dated 8th June 2022

Please note on the following practice to be followed in the Deeds Office, Pretoria :

When advertising for a certified copy of a deed, in terms of regulation 68(1) of the Deeds Registries Act 47 of 193, the correct names must be disclosed in the advertisement to be published in the newspaper, irrespective of whether a section 4(1)(b) amendment is to be registered simultaneously  with the necessary application for the certified copy.

The previous practice was to follow the title deed , prior to the amendment thereof.

Kindly inform all and sundry to prevent rejections and costs

Kind Regards

Allen West

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Johannesburg Deeds Office
Dated 31st May 2022

Registrar’s Notice No. 5/2022: To Deeds Office Clients

Re: Access Control and Pre-Linking Arrangements

1. Purpose

1.1 To notify all clients of the way-forward pertaining to access and pre-linking of deeds and documents from 01 June 2022.

1.2 This notice should be read with all previously issued Registrars Notice     12/2021.

2. Access control.

2.1 The arrangement pertaining to access remains unchanged as follows:

All stakeholders (Attorneys, Notaries and Prep Clerks) will continue be allowed in the Deeds Office building under the following strict protocol and condition:

Only one (1) Prep Clerk per conveyancer will be allowed in the Prep-Room in order to adhere to acceptable social distance.

Messengers   will   be   allowed   to   hand   in   documents   to   their  respective correspondence on 26th floor and to the deeds office on 22nd  Floor Registry Section.

2.2 Conveyancers must notify the office by sending any change and new arrangements for their nominated Prep Clerks to the email address indicated on clause 7 in a formal letter containing names of all outgoing and new Prep Clerks working for their firms and a plan on how they will be rotated them to allow everyone an opportunity to work during this alert level.

2.3 Security will strictly monitor the number of clients entering the building to ensure that the area is not over crowded.

3. Pre-linking, consultations and removal of notes

3.1 Pre-linking     for lodgement will temporarily be conducted internally on 26th Floor pigeonholes/ boxes in front of Lodgement Section      (subject to strict adherence to social distance) while the office is busy finalizing the long term plan of erecting pigeonholes/boxes in the Prep-Room.

3.2 The current arrangement regarding removal of notes, consultation on appointment Scan Back’s, expeditions and ADHOC will remain in place.

4.    Emails to be used for serving of documents and setting appointments:

For appointment with  Examiners and   Assistant  Registrars:  please follow the list placed in the execution room.

Changes of Prep clerk who can access the Deeds Office and appointment with Senior Managers (Deputy Registrar of Deeds and Registrar): lesedi.moche@dalrrd.gov.za or agnes.kibe@dalrrd.gov.za.

Arrangement of Deeds Office process tours: success.mlotshwa@dalrrd.gov.za:

Serving of documents (JJJ, KKK, notices of motion etc) electronically: jhbcorrespondance@dalrrd.gov.za.

This notice will be effective from Thursday, 1st June 2022.

REGISTRAR OF DEEDS: JOHANNESBURG 
DATE: 31 May 2022

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Deeds Office Registrar
Dated 18th May 2022

When the new Companies Act 71 of 2008 became operative in 2013, the Chief Registrar issued circular 28 of 2013 to deal with various practical aspects when there are transactions relating to companies lodged for registration.

That circular has now been repealed and replaced with circular 1 of 2022.

The circulars and content are essentially similar, except for provisions regarding the amalgamation or merger of companies – see clause 4.7 in this regard.

Kind Regards

Allen West

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Johannesburg Deeds Office
Dated 1st April 2022

REGISTRAR’S NOTICE 2 OF 2022
ATTENTION: ALL EXAMINERS

INTERDICT 1-1158/2022C
INTERDICT 1-1158/2022C has been noted against properties registered in the name of City of Ekurhuleni and it’s predecessors
in title. The interdict was noted at the request of CITY Ekurhuleni to stop unlaw transfers of properties registered in the name of the
City Council.
Due to an error in data capturing the interdict also appears against properties registered in the name of private owners. Data is in the
process of rectifying the error.
Examiners please do not raise notes with respect to interdict I1158/2022C where the owner is a private owner. The interdict must
be purged from the private registered owner’s property.

Registrar of Deeds Johannesburg

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Deeds Office Registrar
Dated 30th March 2022

OFFICE OF THE REGISTRAR OF DEEDS, PRETORIA, PRIVATE BAG X 183, CORNER PRETORIUS AND BOSMAN STREETS, PRETORIA, 0001.TEL: (012) 338 7000, FAX: (012) 338 7103 

REGISTRARS CIRCULAR 01 OF 2022
RECTIFICATION OF ERRORS

1.PURPOSE 

To regulate the procedures for the rectification of errors in various section and during the examination of lodged deeds. 

2.BACKGROUND

Rectification on delivered deeds, rectification of errors encountered after registration and during examination as well as rectification on the data records are four distinct processes and must be dealt with to enhance service delivery and to prevent fraudulent and unauthorised activities on original title deeds and data records. 

3. PROCEDURES FOR DEALING WITH THESE DIFFERENT ERRORS

3.1 Data errors 

Errors encountered on data records (print outs) will be dealt with at the information section. Rectifications of this type must not be presented to Data section directly. Firms must submit 3 Memos/letterhead, setting out the contents of the data error as well as the request of what needs to be rectified. 

– One for acknowledgement of receipt which will be filled by the information section. 

– A second one to be sent to Data section to attend to the error. 

– A third one to return to the firm after rectification in compliance of the error The last mentioned memo will be returned to the firm together with the proof of amendment or the rejection of the request with reason for not amending the error, in the pigeon hole of the relevant firm. The turnaround time will be +- 3-4 days depending on the type of error as well as staff resources available. Any problems or complaints should be directed to the manager of the section.

3.2 Errors on winded/ghost convey/and other search engines from data vendors 

These websites and Data vendors are not the responsibility of the Registrar of deeds and may not be considered as proof of facts or records in the Registrars possession. The Registrar of Deeds cannot be responsible as to the correctness and completeness of such information. The Deeds office is not in the position or authorised to correct errors on these search engines. 

3.3. Rectification on delivered deeds (after delivery errors) All and only original deeds on which rectifications are required may be handed to the nominated official or their manager in their absence in the deeds office for correction of errors. Each request must be embodied on a letterhead of the firm, along with the firm number and details. The letter must be lodged in triplicate if a signed copy for acknowledgement of receipt is required. Corrections on deeds can only be done once verification on deeds view and DRS systems have been done. Upon collection of the rectified error a control sheet must be signed as proof by the relevant firm. The turnaround times for this type of rectification is +- 3-4 days depending on the type of error. Problems encountered should be taken up with the manager of the section. 

NB: Please take note that matters on rejected deeds by examiners and deeds lodged in the system are not catered for in this paragraph, see 3.4 below. The Assistant Registrar/manager when dealing with these types of rectifications must take cognisance of the SOP (standard operating procedure) 3/2017. Any error or omission on registered deeds which require an act of registration in terms of the Deeds Registries Act and Sectional Titles Act are excluded from being able to be ratified. 

3.4. Errors on lodged or rejected deeds. Errors on deeds encountered during examination is the duty of the relevant junior, senior examiner and his /her Assistant Registrar to investigate, verify and apply corrections of the error on all deeds received during the examination process. Non- compliance in this regard must be reported to the senior examiner or the Assistant Registrar or both. In the case of non-compliance on all 3 levels of examination, to be reported to the Deputy Registrar. 

3.5. Errors Encountered after registration, but before delivery (before delivery errors) The relevant firm will receive a notification of the error, either telephonically or by notice placed in the firm’s pigeonhole. the ideal situation would be for the Assistant Registrar or manager in charge of this section to telephonically contact the firm/conveyancer to enhance compliance/correction of the error. 

NB: A date will be indicated on the notice by when the rectification must be attended to (the turnaround time) which is very important because this affects the target of 10 days turnaround on the operational plan from date of registration. No second or third notices/or numerous unanswered telephone calls will be entertained as this will negatively affects the office reporting targets, deeds will be rejected procedurally incorrect and the firm account will be suspended as a last resort if the Firm/conveyancer refuses to comply. 

NB: The Assistant Registrar/manager when dealing with these types of rectifications must take cognisance of the SOP (standard operating procedure) 3/2017. Any error or omission on registered deeds which require an act of registration in terms of the Deeds Registries Act and Sectional Titles Act are excluded from being able to be rectified. 

3.6 Errors encountered on registered deeds relating to numbering section mistakes All and only original, registered /delivered deeds on which rectifications are required, must as from April 2022 be handed to the supervisor/or dedicated appointed official of numbering section with a letterhead/memo in triplicate requesting the rectification and indicating the nature of the error. The letter must be lodged in triplicate if a signed copy for acknowledgement of receipt is required. Corrections on deeds can only be done once verification on deeds view and DRS systems have been done. Upon collection of the rectified error a control sheet must be signed as proof by the relevant firm. The turnaround times for this type of rectification is +- 3-4 days depending on the type of error. Missing numbers not inserted in codes and extending clauses, office seal not affixed, incorrect numbers, registration dates and sequence of numbers etc. Only numbering related errors may be rectified by numbering section and no other matters/errors will be entertained. 

NB: The supervisor/dedicated official must first ascertain if the deeds are registered before any errors are rectified, especially the affixing of the office seal and only original deeds can be rectified. The supervisor /dedicated official must first ascertain from the deeds tracking and DRS systems if the deeds are indeed registered before rectification of any sort. Rectified deeds must be scanned to update the office record before returning it to the conveyancer ‘firm. 

A turnaround time of 1-4 days can be expected depending on the nature of the error and availability of the DRS, DOTS systems. 

3.7 Errors /Omissions on Permanent filed Deeds (TR/VB/DT) The conveyancer of a firm will return the original deeds to the supervisor/dedicated official of the TR section to enable the section to complete the necessary endorsement or to rectify any errors on the permanently filed deed/title or bond. A letterhead/ memo in triplicate should be submitted to the TR section, referring to the date, title and nature of the error/omission. – TR section will keep one memo as part of their POE. – The second memo will be endorsed/signed with a date and stamp submission to the office and return to the conveyancing firm. ~ The third memo will be delivered with the deeds after rectification/omission had been attended to. The rectified TR, VB, DT must be scanned before delivery. A turnaround time of 3-4 days can be expected depending on the nature and amount of errors, as well as the availability of the system whereby the firm may collect the rectified errors/omissions from the TR section and signing receipt thereof. RC 21/2016, RC 4/206 and Notice to Examiners dated 29/08/2005 are all hereby withdrawn. 

This Circular will come into operation as from 04/04/2022 

Registrar of Deeds
Pretoria
20/03/2022

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Deeds Office Registrar
Dated 30th March 2022

New schedule of fees are applicable as of the 1st April 2022.

View the new schedule of fees in PDF format.

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Johannesburg Deeds Office
Dated 16th March 2022

REGISTRAR’S NOTICE NO. 6 
TO : EXAMINERS AND CONVEYANCERS RE: REMOVAL OF NOTES ARRANGEMENTS 

1. Purpose 

1.1 To notify all examiners and conveyancers of the revised arrangements pertaining to removal of notes following an ongoing challenge experienced by conveyancers. 

1.2 This notice withdraws all provisions indicated in all previous notices regarding the removal of notes during the current state of disaster period. 

2. Placing of Deeds in the Hive boxes. 

2.1 Conveyancers must attend or respond to all notes raised timeously, should there be a need to question notes raised; same must be done by attaching a Scan-Back form with clear motivation and reasons consideration by examiners. 

2.2 Conveyancers must place Deeds with open notes in the relevant Hive/Team’s box in the execution room between 08HO00am and 09H30am. 

2.3 Conveyancers are not allowed to put any deeds after expiry of this time frame, such must be put back to Prep as a “Holdover’. 

2.4Should there be a need to have the note removed urgently or discussed, conveyancers must call the relevant examiners using extension list provided for in the execution room and consult in examiner’s office. 

2.5 Should a note still not have been attended to by 10:30am conveyancers or Clerks may approach the examiners directly in their office without an appointment to have the note removed to avoid delays. The said conduct must be reported to the Assistant Registrar in the Hive. 

3. Removal of notes by Examiners 

3.1Examiners must indicate their names and Hive on the cover of the Deeds, furthermore examiners must clearly delete the previous examiners names should they receive a re-lodgement bearing the names of other examiners. 

3.2All examiners must remove their notes daily between 09H30am and 10:30am from the hive box placed in the execution room (26′ Floor). 

3.3Should there be a rotational arrangement to avoid crowding, same must be in writing (roster) and submitted to the Assistant Registrar to monitor same compliance. Examiners will be expected to sign a register as an indication that they attended to their respective hives notes. 

3.4In the absence of a Junior examiner, the Senior examiner must attend to the said Junior examiners notes and the procedure will be the same when the Senior Examiner is absent, the Assistant Registrar must attend to the hives notes. 

3.5Assistant Registrars must monitor compliance in their hives and take corrective measures to enforce compliance. 

This notice was effective from Wednesday, 17′” March 2022. 

ACTING REGISTRAR OF DEEDS: JHB 
P ZWARTLAND 
Date: 15/03/2022

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Ekurhuleni Metropolitan Municipality – Withdrawn Notice
Dated 22nd March 2022

From: Mr Zuko Mani : 

Revenue Area Manager

Finance Revenue — Boksburg CCC 

NOTICE TO THE TRANSFERRING ATTORNEYS 

Please note the notice below has been withdrawn with immediate effect.

Kindest Regards 

Boksburg Area Manager

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Ekurhuleni Metropolitan Municipality
Dated 17th March 2022

From: Mr Zuko Mani : 

Revenue Area Manager

Finance Revenue — Boksburg CCC 

NOTICE TO THE TRANSFERRING ATTORNEYS 

Please note that as from 1 April 2022, no application for rates clearance certificate will be taken without an occupational certificate or the letter from owner’s building inspector will be accepted. 

Kindest Regards 

Boksburg Area Manager

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Cape Town Deeds Office
Dated 1st March 2022 – 14:48

Please note that the Deeds Office Cape Town  will resume normal business operations tomorrow, 2 MARCH 2022.

Conveyancers will however  only be allowed entry at 8:30am.

Allen West

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Cape Town Deeds Office
Dated 1st March 2022 –
10:14

We have received communique from the Deeds office Cape Town that an official has tested positive for Covid, thus the office has to close for decontamination.

The office will therefore be closed today, 1 March 2022.

Allen West

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Cape Town Deeds Office
Dated 23rd February 2022 – 6:40

URGENT NOTICE
Due to a COVID 19 positive case at the Deeds Office, the office will unfortunately be closed today for decontamination.
We apologize for the inconveniences caused.

Kind regards
Insaaf Davids and Jospeh Dreyer
Western Cape Deeds Office: Compliance Officers.
Deeds Registration
Department of Agriculture, Land Reform and Rural Development
Tel: 021 464 7680
Website: http://deeds.dalrrd.gov.za
e-mail: insaaf.davids@dalrrd.gov.za

Pretoria Deeds Office
Dated 15th February 2022 – 11:49

Electricity has been restored – Deeds office Pretoria will reopen on 17 February.

Thanks for understanding

Audrey

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Pretoria Deeds Office
Dated 15th February 2022 – 07:15

Dear All

Kindly find the response by Audrey Gwangwa to the closure of the Deeds Office

Morning.

I was asked by conveyancers to respond to certain  questions.

1.       The reason is nonpayment of services to City of Tshwane

2.       I am not sure of amount owed but I saw R839 000. Department will put up a media statement

3.       I do not know why it was not paid

        4. Department of Public Works is responsible for payment

         5.   I have not received any communication as yet on this matter but was informed the matter is receiving attention.

         6.   I do not know when will the office open again.

Any further queries can be directed to me.

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Pretoria Deeds Office
Dated 14th February 2022 – 12:15

Please take note City of Tshware has disconnected electricity at Merino building which houses Deeds Office Pretoria.

Wait for further communication, but we do not promise anything at the present moment.

Audrey Gwangwa

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Finance Department – Revenue, City of Ekurhuleni
Dated 31st January 2022 – 12:00

To: The Chief Registrar, The Registrar Johannesburg Deed Office, The Registrar Pretoria Deeds Office 

From: Finance Department – Revenue, City of Ekurhuleni

31 January 2022 

Re: The Municipal Property Rates Act No. 6 of 2004. 

1. In terms of section 89(3) of the above to Act, registrars of deeds are compelled to call for rates clearance certificate within the transfer of all “property” as defined in section 1, as from 2 July 2009. 

2. As interim measure, and until a final arrangement as to the rating of property is made, the following measures will apply: 

2.1 Registrars of Deeds need not insist on rate clearance certificates for rights registered against immovable property, as provided for in the definition of property. This will have the effect that no rates clearance certificate need be called for the registration of inter alia, exclusive use areas, cessions of real rights of extension, cession of lease agreements and the cession of servitudes. 

2.2 With regards to the transferring of sections simultaneously with the opening of the sectional title register of phase development, the clearance certificate for land will suffice for the registration of simultaneous transfers within sectional title scheme. Thus no separate clearance certificate will be required for units transferred simultaneously with opening of register. 

3. As already alluded to, the above is an interim measure until such time that Municipal Property Rates Act is amended to accommodate above-mentioned. 

4. Kindly note that the above measures only cover “property” within the jurisdiction of the City of Ekurhuleni. 

5. This notification would be valid until 31 December 2022 or until such time before said date when alternative measures are put into place. 

Regards

Pauline Sibiya 
Acting Divisional Head: Revenue 
City of Ekurhuleni

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Johannesburg Deeds Office
Dated 21st January 2022 – 8:50

The Chief Registrar 
The Registrar Johannesburg Deed Office 
The Registrar Pretoria Deeds Office 

Date: 13 December 2021 

RE: The Municipal Property Rates Act No. 6 of 2004: 

1 In terms of section 89(3) of the above referred to Act, registrars of deeds are compelled to call for rates clearance certificates with the transfer of all “property” as defined in section 1, as from 2 July 2009. 

2 As an interim measure, and until a final arrangement as to the rating of property is made, the following measures will apply:

2.1 Registrars of Deeds need not insist on rates clearance certificates for rights registered against immovable property, as provided for in the definition of property. This will have the effect that no rates clearance certificates need be called for the registration of inter alia, exclusive use areas, cessions of real rights of extension, cession of lease agreements and the cession of servitudes. 

2.2 With regard to the transferring of sections simultaneously with the opening of the sectional title register of phase development, the clearance certificate for the land will suffice for the registration of the simultaneous transfers. Thus no separate rates clearance certificate will be required for the units transferred. 

3 As already alluded to, the above is merely an interim measure until such time as final measures are put into place. Registrars will be informed in writing when the final measures are to become operative. 

4 Kindly note that the above measures only cover “property” within the jurisdiction of the City Council of Johannesburg. 

5 This notification would be valid until 31 December 2022 or until such time before said date when the above measures are put in place. 

Regards 

Jacques Maart 
Deputy Director Clearances
City of Johannesburg

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Pretoria Deeds Office
Dated 24th January 2022 – 15:15

Afternoon 

Please take note that scan into numbering is not working and that banks will not be updated with registrations.

Kind Regards
Allen West

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King Williams Town Deeds Office
Dated 18th January 2022

Registrar’s Circular No. 1 of 2022 – Description of Exclusive Use Areas

1. The purpose of this circular is to clarify the description of Exclusive Use

Areas in a deed lodged for registration.

2. Due to the inconsistency in describing the Exclusive Use Areas in deeds

lodged for registration, it has become necessary to give guidelines as to the

description of these areas in deeds lodged for registration in this office.

3. The basis of each registration is the description on the Sectional Plan

which must be followed.

4. The type of exclusive use area as delineated on the sectional plan must be

referred to (RCR 72/2012). E.g. The exclusive area delineated on the plan

as Y2 where legend Y stands for yard must be described as follows in a

deed:

a) “Exclusive Use Area Yard Y2”

b) “Exclusive Use Area Parking P2”

c) “Exclusive Use Area Garden G2” in all deeds lodged for registration.

5. This will apply to all deeds lodged for registration after the date of this

circular.

Acting Registrar of Deeds in King Williams Town
18th January 2022

RINGBINDER 44

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Cape Town Deeds Office
Dated 18th January 2022 – 7:30

Good Day,

Two of SGO staff members were exposed to persons who tested positive and as a result, Deeds Office Western Cape will be closed until further notice.

From our side we will have the lifts and the security area decontaminated as soon as possible.

Further communication will follow.

J Dreyer

Covid Compliance

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Limpopo Deeds Office
Dated 12th January 2022 – 7:16

Dear Colleagues
Kindly be informed that the Polokwane Deeds Office and Surveyor General’s Office will be temporarily closed with effect from today, the 12th of January 2022 due to a reported positive COVID-19 case.
The office will undergo deep cleaning and decontamination process in line with COVID-19 regulations.

We will be informed of re-opening of the office in due course.

Kind Regards
Allen West

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Pretoria Deeds Office
Dated 3rd January 2022 – 10:21

Good Day

Please note

The Pretoria Deeds Office systems are off.

Apparently a SITA problem.

No Lodgments, prep or execution today .

Anton Theron

Kind Regards

Allen West

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Pretoria Deeds Office
Dated 30th November 2021 – 15:28

Message from Registrar

The decontamination process has been finalized and post assessment will be done later tonight.

The office will be open tomorrow 01 December. 

Deeds that have been on execution and rejected will be reinstated tomorrow.

 We thank you for your assistance

Kind Regards
Allen West

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Pretoria Deeds Office
Dated 30th November 2021 – 8.49

Morning Conveyancers

This is to inform you that we have another positive Covid 19 case of an Assistant Registrar who was executing yesterday.  We are left with no choice but to close office with immediate effect as most of you are contacts. You are urged to test immediately if you have been in contact and not feeling well.

We apologise for inconvenience  caused by our closure.

Allen West
Tonkin Clacey

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Pietermaritzburg Deeds Office
Dated 29th November 2021 – 6:43


Closure for decontamination and disinfection

We have just been notified that the Pietermaritzburg Deeds Registry offices will be closed on Monday the 29th November 2021 for decontamination purposes and hope to re-open on the 30th November 2021. 

We will keep correspondents updated of developements. 

CHRISTINE SPEIRS 
J LESLIE SMITH & COMPANY INC 

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Pretoria Deeds Office
Dated 23rd November 2021 – 7:07

Please take note that post decontamination assessment has been done
and the office will be ready for occupation this morning.

Regards
Allen West

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Pretoria Deeds Office
Dated 22nd November 2021 – 09.40

Dear All 

Deeds Office Pta closing due to covid case. Only urgent registrations

Kind Regards
Allen West

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Pretoria Deeds Office
Dated 17th November 2021 – 06.40

Good Morning 

The Deeds Office Pretoria will be up and running this morning

Kind Regards
Allen West

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Pretoria Deeds Office
Dated 16th November 2021 – 06.55

Please take note that the electricity and water in our building remain cut and unfortunately the office will remain closed. Our minister and minister of public works are on talks and will update you should there be any positive development.

Audrey Gwangwa
0794958351

Allen West

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Pretoria Deeds Office
Dated 15th November 2021 – 06:50

Dear Colleagues

This is to inform you that City of Tshwane has cut electricity supply to our building Merino, and no activities can be performed in Pretoria Deeds office until further notice. We apologies for inconvenience caused. We will update you on developments.

Audrey Gwangwa

Kind Regards
Allen West

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Tshwane By-Law – Dated 9th November 2021 – 2:40PM

Registering new properties in a township after the township has been proclaimed in terms of section 16(9) of the LUM By-law of the City of Tshwane

In order to take out either CRT’s or Transfer Erven out of a township the Registrar may not do so without a section 16(10) of the LUM By-law confirmation of compliance with the conditional approval and services provision.

This is read with section 53 of SPLUMA and section 16(10) of the LUM By-law can therefore state that for purposes of the By-law and SPLUMA the section 16(10) of the LUM By-law is issued and shall be regarded as the section 53 in terms of SPLUMA.

To ensure that the registrar is aware of all the registration transactions that have to register the Conditions of Establishment should accompany the section 16(10) of the LUM By-law.

If the developer wants to immediately or simultaneously wants to open a sectional title register with the first registration of newly created erven as a result of the township, they can do so but in addition to the section 16(10) of the LUM By-law which is also the section 53 of SPLUMA they will also require a section 28(9) of the LUM By-law from City Planning confirming that the sectional title scheme complies with the land use rights.

If they register or transfer properties resulting from the township first and then later wants to do a sectional title they must in all events over and above the above present the registrar with a section 28(9) of the LUM By-law from the Municipality.

Kind Regards

Allen West

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Pretoria Deeds Office
Dated 19th October 2021 – 10:57

There is currently a 4 day backlog at distribution. This will increase with the Civil incident yesterday as several examiners are now in isolation.

Anton Theron

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Pretoria Deeds Office
Dated 19th October 2021 – 6:57

Please take note that decontamination of Pta office is complete and a post decontamination assessment WAS conducted and the office will be ready for occupation this morning.

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Pretoria Deeds Office
Dated 18th October 2021

Kindly be informed that the Deeds Office, Pretoria, is closed  due to a positive COVID case.

Will keep you updated of the opening once we know the outcome.

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King Williams Town Deeds Office
Dated 1st October 2021 – 7:40

Good Afternoon

Notice to deeds office staff and clients

1. The following serves as a notice to all staff and clients of the closure of the deeds office after a positive case of COVID-19 was reported to management.

2. As a result of this delete office: King Williams town will be closed with immediate effect for decontamination purposes. Staff and clients will be notified of the reopening of the deeds office.

3. For enquiries please contact the following senior managers:

Mr Datini Fatyela 082 050 9399

Mr Gene Nitsky 078 370 4751

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Cape Town Deeds Office
Dated 30th August 2021 – 14:50

Dear All

Please note that as from 1 September 2021, the CT Deeds Office will accept daily lodgments.

We would like to thank everyone for their cooperation  and understanding during this time.

Kind Regards
Allen West

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Pretoria Deeds Office
Dated 18th August 2021 – 8:30

Morning

The deeds office is open and fully functional today

Kind Regards

Allen West

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Pretoria Deeds Office
Dated 16th August 2021, reported 17th August 7:30

Find urgent message from Registrar of Deeds Pretoria :

Good Day colleagues

Please note that the Merino Building that houses Surveyor General and Pretoria Deeds staff has been exposed to Covid -19.
The office will therefore be temporarily closed for decontamination process in line with health protocols.

Further information will be communicated after a post decontamination assessment has been conducted.

Please note that only execution of urgent matters will be available.

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Cape Town Deeds Office
Dated 6th August 2021 13:50

Please note the following as at 6 Aug 2021:

•             Deeds distributed to 1st level Examination- Deeds lodged 2 August 2021

•             Deeds distributed to 2nd level Examination- Deeds lodged 23, 26 , 27 July 2021

The office is currently prioritizing examination and registration of deeds and as a result delivery of deeds will unfortunately be delayed.

Please take note of RN4/2021, expedited delivery will only be considered 21 days after registration.

Kind regards

Insaaf Davids
Western Cape Deeds Office: Deputy Registrar of Deeds

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Polokwane Deeds Office
Dated 5th August 2021 – 15:30

Dear Colleagues

Kindly be informed that the Polokwane Deeds Office  and Surveyor General’s Office will be temporarily closed with effect from today, the 05th of August 2021 due to a reported positive COVID-19 case.

The office will undergo deep cleaning and decontamination process in line with COVID-19 regulations.

We will be informed of re-opening of the office in due course.

Kind Regards
Allen West

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Pietermaritzburg Deeds Office
Dated 3rd August 2021 – 10:35

This notice is to inform Conveyancers and members of the public that the office is closed due to a Covid-19 positive case and for deep cleaning to be done.

For further information you can contact:
Mr Pico Moshodi – 060 582 7630
Mr Sandile Duma – 071 606 6585
Ms Busi Mdunge – 071 600 0821

Registrar of Deeds in Pietermaritzburg.

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Cape Town Deeds Office
Dated 3rd August 2021
– 10:00

Dear All

Please note the following important information.

Due to the current backlog on examination, the CT management have agreed that the office will accept lodgment’s on the following days:          Monday, Wednesday, Friday

Lodgment time is from 8:00am to 10:00am.

Please note this will be effective from 2 August 2021.

Please note that next week Monday, 9 August is a public holiday. Lodgments will therefore only be accepted on Wednesday and Friday.

The above measure with be in place until further notice.

Kind regards,
Insaaf Davids
Western Cape Deeds Office: Deputy Registrar of Deeds
Tel: 021 464 7680
e-mail: insaaf.davids@dalrrd.gov.za

Kind Regards
Allen West

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Pretoria Deeds Office
Dated 3rd August 2021

Good Morning

Kindly see the following communique from Registrar of Deeds Pretoria :

Please take deeds  rejected solely on expired rates clearances as the only note, and all deeds rejected for held over too long at prep  should be forwarded to Mrs Jooma for corrective maintenance with new printouts.

Conveyancers are advised to notify deputies, Mrs Jooma, Mrs Sibanyoni of unnecessary delays of deeds in movement of deeds at tracking points as soon as possible.

Please follow Covid 19 regulations and stay safe

We thank you for your continued cooperation. 

UPDATE ON PTA DEEDS BACKLOGS

EXAMINATION

Junior Examiners…22 July 2021

DATA

Capturing 20 JULY backlog.  28 July current.  So later registered deeds might be captured

Micro

No backlog

Scanning 19 July 2021

Kind Regards
Allen West

Pretoria Deeds Office
Dated 30th July 2021

Please see communique from the Registrar of Deeds Pretoria:

Conveyancers

We are doing a cleanup of system and checking of unusual movements of deeds in system. Please be notified that we are closing down on deeds fast tracked in system due to backlogs. We are monitoring unnecessary delays of deeds in our systems and rectifying them. We will be closing accounts of firms whose deeds are flying through system and tampering with our plans to eradicate backlogs.

No conveyancers are allowed at data and micro with immediate effect.

No conveyancer must respond to calls by examiners to come rectify deeds because they will reject if not attended to .

No deeds office staff are allowed to call you for deeds except managers and deputies . If in trouble call management.

Exception reports are drawn and checked daily to monitor movement of deeds.

All sections will update you in lifts on progress in their sections. Please notify us of any delays in your deeds.

Please adhere to Covid 19 regulations.

Do not share barcodes.

Thanks for your continued support

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Pretoria Deeds Office
Dated 29th July 2021 – 7:15

Good Morning

Message from Pretoria Registrar re the Covid incident of yesterday:

Post contamination assessment has been done and office is ready for occupation

Kind Regards
Allen West

Pretoria Deeds Office
Dated 29th July 2021 – 12:00

Good morning colleagues. Update on Pta Deeds

Examination

Junior Examiners …15 July ( if your deeds were lodged before 15 July and there is no movement please contact myself, deputies, Mrs Jooma or Mrs Sibanyoni.

Juniors are doing 2 days’ work for 2 days on 3rd day deeds are returned and 2 days’ work is given returned on Friday. This means no deed must be held by junior for more than 3 days.

We are capturing 14 July and 15 July”

Kind Regards
Allen West

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Johannesburg Deeds Office
Dated 26th July 2021 – 14:30

The 26th floor at the JHB Deeds Office has been decontaminated.

A readiness assessment will be conducted at 8:00 tomorrow morning.

Staff will be able to access the 26th floor from 8:15 and clients from 9:00. 

Service times will be extended.

Apologies for the inconvenience caused

Kind Regards
Allen West

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Johannesburg Deeds Office
Dated 26th July 2021 – 7:00

Good Day

The office has received confirmation that one of the conveyancers who was in the office on Friday has tested positive for covid 19. The conveyancer indicates visiting all sections on the 26th floor. After a risk assessment has been done a decision was reached to close the 26th floor with immediate effect and arrange for decontamination thereof tomorrow morning.

Can you please share the closure of the 26th floor with the rest of the legal

Kind Regards
Allen West

Pretoria Deeds Office
Dated 21st July 2021 – 15:00

The following message just received :

“The office will be open for operations on Thursday 22 July”

Audrey

Kind Regards
Allen West

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Pretoria Deeds Office
Dated 21st July 2021 – 12:00

Due to a COVID Incident no Preps were put forward this morning.

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Pretoria Deeds Office
Dated 21st July 2021 – 7:00

Good Morning

Current backlog at Pretoria Deeds Office:

Jnr=9333
Snr =1300

This excludes yesterday’s Lodgement of 1379 deeds

Kind Regards
Allen West

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Johannesburg Deeds Office
Dated 20 July 2021 – 7:00

Good morning,

Management received confirmation this morning of a Covid19 positive results from one of the clients who was in the 26th floor.

As a result access to 26th floor “only” will be restricted immediately to clients and staff working in the said floor. A risk assessment will be conducted to determine direct contacts and the areas to be decontaminated on 26th floor.

NB: Only floor 26 is affected by this closure.

We will keep you posted on the Re-opening of the floor.

Please assist circulating the message.

Regards
JHB Management

Kind Regards
Allen West

Pietermaritzburg Deeds Office
Dated 19th July 2021 – 7:00

Pietermaritzburg Deeds Office will be open today.

Daan

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Johannesburg Deeds Office
Dated 15 July 2021 – 7:20

Good Day:

The decontamination and disinfection process of all affected areas was finalised last night  at 18:00pm, as a result the office will open for operation this morning  the 15th July 2021 as follows:

1. The post decontamination assessment will be conducted in the morning at 07:00am.

2. Staff will be allowed entry from 08:00am to finalize work that was not completed today.

3. Clients will be then be allowed from 09:00am.

You will be informed should there be any unforeseen changes

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Johannesburg Deeds Office
Dated 14th July 2021 – 12:00

Dear All

Please note that there has been a covid19 positive case reported by an official who was in the office yesterday. As a result the office will immediately close for decontamination.

You are requested to vacate the building to allow the affected areas to be disinfected asap.

Kind regards
JHB Deeds Management

Kind Regards
Allen West

Pretoria Deeds Office
Dated 14th July 2021 – 7:15

Open

Pietermaritzburg Deeds Office
Dated 12th July 2021 – 8:00

Hallo
 
In Pietermaritzburg the deeds office has closed owing to riots. Most practices will also not open.

Pmb Deeds Office will reopen on the 19th July 2021.
 
Dr Daan Steenkamp

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Pretoria Deeds Office
Dated 12th July 2021 – 7:15

Dear Colleagues.

Thank you to all of you have offered to assist with the problems of regular closures of the Pretoria Deeds Office. I repeat that the management of The Deeds Office Pretoria is doing all possible to limit closures within the existing protocols they are subject to. We are thus grateful for that and that conveyancers are still not restricted in the number allowed to enter. This however comes with the responsibility of not entering the building if you have any symptoms or have been exposed to Covid positive persons. By doing this the closures can be limited because the moment it comes to the knowledge of the management that a Covid positive case entered the building they have to follow the decontamination process. We also ask you not to lodge matters where your clearance is soon to expire because with the current backlog of approximately 25000 Deeds your matter will not come up for prep before the clearance expires thus just causing a further increase of backlog. We suggest that clearances should be valid for at least a month from date of lodgement. Thank you to all members for the responsible way you assist our colleagues in the Deeds Office.

Stay safe.
Anton Theron obo PAA JAA and GAA

PS Please note the M-Floor (Archives Section) at Merino Building has been successfully decontaminated after being exposed to COVID-19. Post decontamination assessment was conducted and it was established that the section is now ready to be occupied. The entire building is, therefore, ready for occupation. Staff is therefore requested to report for duty , Monday, 12 July 2021.

Kind Regards
Allen West

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Pietermaritzburg Deeds Office
Dated 8th July 2021 – 18:00

Evening Colleagues
Please take note that Deeds Office Pietermaritzburg is closed until further notice, after a COVID-19 positive case was reported . Daan Steenkamp

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Johannesburg Deeds Office
Dated 9th July 2021 – 7:10

Good Morning

Please be advised that all affected areas (entire 26th floor) were successfully decontaminated and disinfected.
The office readiness assessment was conducted and the office was declared ready for to be accessed as per required cooling period for chemicals used.

The office is officially opened for services today 09/07/2021.

Kind Regards
Allen West

Pretoria Deeds Office
Dated 9th July 2021 – 7:00

Good Morning

Please note Merino Building that house PTA Deeds and SG officials is temporarily closed due to exposure to COVID-19.
The office will not be accessible today 09 July 2021.

You will be informed about the return to office once the decontamination process has been finalized.

Kind Regards
Allen West

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Johannesburg Deeds Office
Dated 8th July 2021 – 9:20

Dear JHB Clients,

Please note that management just received confirm of a Covid19 positive case from one of the clients
who was in the office yesterday as a result the affected floor 26th floor will be closed for decontamination.

Access will be immediately restricted in respect of 26 Floor.

Regards
JHB Management

Kind Regards
Allen West

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Pretoria Deeds Office
Dated 7th July 2021 – 7:25

Good day colleagues

Please note that the Merino Building has been successfully decontaminated and post decontamination assessment was conducted and a decision was taken that the building is now ready for occupancy.
Staff is therefore informed to report for duty on 07 July 2021.

Keep safe all the time..

Regards
Rakoli

Kind Regards
Allen West

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Pretoria Deeds Office
Dated 6th July 2021 – 7:00

Good day colleagues

Please note that the Pretoria Deeds Office has been exposed to Covid-19. The building is therefore temporarily closed and cannot be accessible.

You will be notified about the reopening of the building after decontamination process has been finalized.

Regards
Rakoli
06.07.2021

Kind Regards
Allen West

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Pretoria Deeds Office
Dated 5th July 2021 – 11:50

Prep clerks reduced from 43 to 15  allowed in Deeds Office Pretoria with immediate effect.

May cause delays with lodgment and other linking’s.

Management of Deeds Office requests cooperation from all.

The measure is necessary in keeping with current Covid protocol.

Anton Theron obo PAA JAA and GAA

Kind Regards
Allen West

Johannesburg Deeds Office
Dated 5th July 2021 – 8:50

Notice to JHB Deeds Clients:

Please take note that from 05-09 July 2021 the office will only grant Special Final Black Book on Rate Clearance which expires on the date of request.  Any other reason will not be granted. This is due to isolation of over 70% of officials at DATA due to  two Covid19 positive cases reported over the weekend.

This will assist with efficient flow of work while we are under staff.

Clients must put deeds forward a day before as per normal procedure.

Your cooperation will be highly appreciated.

Regards
JHB Management

Kind Regards
Allen West

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Pretoria Deeds Office
Dated 5th July 2021 – 8:00

OFFICE OF THE REGISTRAR OF DEEDS Private Bag X183, Pretoria, 0001; Tel: 012 338 7000; Fax: 012 338 7103

EXAMINERS NOTICE 05/2021

Interim procedures affecting RCC ‘s and VA applications

1. PURPOSE

To set out a procedure a to regulate acceptance of new rates clearances certificates and provide clarity when a copy of a newspaper is lodged

2. BACKROUND

A. During a stakeholder engagement by management and the PAA committee (Conveyancers) raised the following concerns:

Rejection of deeds which had been on the system for a long period / or lodged timeously and yet rejected because the RCC had lapsed. The delays caused by the backlog and Covid-19 has resulted in the turnaround times for making deeds available on prep being affected negatively.

B. A second problem was the uncertainty and uniformity for rejecting VA applications where the conveyancer lodge a certified copy of the advertisement, in some cases the conveyancers cannot obtain the original depending on the news paper and the area of advertisement.

3. IMPLEMENTATION

A. LAPSED RCC

Examiners are advised to asses the Rates clearance certificate lodged and compare with the date of lodgement of the deeds, especially in cases where a VA application is part of the batch, as sometimes the copy required is a “PDF” and can take weeks to obtain. Senior examiners are encouraged to determine if the deeds were in the system longer than 10 working days, and not reject the deeds if the rates clearance

expired during examination, but rather make a prep note to lodge a new clearance before registration.

Examiners are also advised to accept a new clearance certificate during examination accompanied by a tracking printout whereon a deputy registrar has given consent to insert the new RCC that indicates that the deeds are in the system longer than 10 days.

The examiner must link the new RCC and the tracking together with the old RCC as documents in the deed.

B. LOST COPY (VA)

VA applications must have a certified copy of the newspaper clipping as well as the original newspaper advert or just the original newspaper advert. The examiner must be able to establish the date, which newspaper as well as the content of the advert. Snippets of a page of the newspaper clipping where the date and the advert has been cut out, separated and pasted on a page is not acceptable the whole page must be lodged.

In cases where the conveyancer only lodged a certified copy which complies with the requirements the examiner may make prep/personnel note to the conveyancer to present the original before registration and mot reject the deeds.

This notice will be effective immediately

4. IMPLEMENTATION DATE 28 June 2021

Acting Registrar of Pretoria Deeds Office

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Johannesburg Deeds Office
Dated 2nd July 2021 – 15:15

Dear JHB Deeds Clients,

Please be advised that the Johannesburg Deeds Registry has been exposed to a Covid-19 positive case of an official the service has been requested decontaminated this afternoon.

As a result the office has been closed with immediate effect.
Further up dates will be communicated in due course.

Kind Regards
Allen West

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Pretoria Deeds Office
Dated 2nd July 2021 – 14:00

Dear All

Please note the following:

  1. Matters lodged on the 9th of June is now starting to come on prep (there may be a few exceptions);
  2. The backlog is still over 20000 and the turnaround time for deeds will not improve in the short term, due to the slow pace of implementation of overtime work;
  3. The concession regard inserting of clearances on prep will only be allowed if your clearance is, or was, valid for at least 21 days from date of lodgement;
  4. Matters being lodged now must have clearances valid for at least 30 days to allow the concession of inserting clearances on prep;
  5. Data section has less than 50% of staff at the office and there will thus be long delays in updating records with data.
  6. Rectifications of data will take much longer than before;
  7. Not all firms have permanent conveyancers in the deeds office and many make use of prep clerks. The number of prep clerks allowed into the deeds office has been reduced and it often happens that firms who make use of their services find it difficult to have their deeds in the relevant pigeon holes for linking to lodge etc. We often find that the allegation is made that a firm has placed deeds in the pigeon holes for linking, only to find that it is not correct. It is not necessarily due to dishonesty but merely they believe it was done. Our staff check the pigeon holes regularly and if Aubrey says the deeds were not there for linking, it will factually be correct.
  8. Many matters have been scanned at various points, for instance data, distribution, prep, numbering, data capturing and delivery whilst it is actually not at that specific point. The tracking system is, in other words, not at all times accurate. Many deeds will now show “delivery” whilst it has not yet been thrown out;
  9. There will be delays between distribution of deeds to various levels of examination. It may be that a p/out will show it has been scanned to level 1 or 2 but then take a few days before the examiner actually receives/examines the deed. This will, for instance, be due to the rotation of staff and limited staff in the ofiice;

We will try to keep you informed of further developments.

Anton Theron

OBO PAA/ JAA / GAA

Kind Regards

Allen West

Pretoria Deeds Office
Dated 2nd July 2021 – 10:30

Dear All.

Clearances must be valid for 30 days from date of lodgment to qualify for the concessions to lodge a new clearance on prep.

It will thus be advisable to only lodge matters where you have a clearance valid for at least 30 days.

Anton

Kind Regards
Allen West

Pretoria Deeds Office
Dated 1st July 2021 – 7:00

Good Morning

Herewith the latest update:

Please note that the Merino Building that houses Surveyor General and Pretoria Deeds staff has been decontaminated after being exposed to Covid -19 and a post decontamination assessment was conducted and a decision was taken that the building is ready to be occupied.
Staff is therefore informed to report for duty tomorrow 01 July 2021.

Regards
Rakoli

Kind Regards
Allen West

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Pretoria Deeds Office
Dated 30th June 14:33

Dear Colleagues.

There has been another infection in the Deeds Office Pretoria and the process of decontamination will start asap.
The office will probably be closed tomorrow unless the assessment is done early.
I suggest that members wait for further communication before coming to the Deeds Office Pretoria tomorrow.

Anton Theron
obo PAA JAA and GAA Property Committee

Kind Regards
Allen West

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Pretoria Deeds Office
Dated 30th June 2021 – 14:00

Dear All.

With very limited staff. The PTA Deeds Office registered 2600 deeds today. Taking into account that they closed on Monday evening, reopened this morning after the challenge of protocols etc., and only being able to advise staff to return to office after clearance of the building after 07h00, it is a wonderful example of commitment to duty and co-operation.

The PAA, JAA and GAA extend our warmest gratitude to the staff of the Deeds Office Pretoria and all members who assisted to make a difference against heavy odds.

Sincerely. Anton Theron obo the PAA JAA and GAA Property Committees

Kind Regards
Allen West

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Pretoria Deeds Office
Dated 30th June 2021 – 7:00am

(A message from Acting Registrar : Pretoria Deeds)

The office has been decontaminated and a post contamination assessment was performed this morning and the office is ready for business.

However the registrar cautions that due to a number of staff in self-isolation, some services might be disrupted, however the office will try assist clients as much as they can. We apologies for inconvenience that might have been caused by constant closure of office.

…….Message from Anton Theron

Dear Messrs Ndlovu, Gwangwa, Damons and Ms Hurter.

Thank you again for the constructive meeting

We confirm the following

  1. Matters may be blackbooked and registered on the day it comes on prep without further permission being required.
  2. Special arrangements for examination of Deeds at home by examiners will be arranged and further details will follow. Conveyancers will be requested to be patient and allow the system to be perfected in time.
  3. a circular will be distributed regarding inserting clearances on prep where they have lapsed during the time spent in the Deeds Office.
  4. Deeds currently on prep can also be blackbooked and put forward when the Deeds Office reopens.
  5. Matters on prep where the time periods for registration have lapsed will automatically be extended and if rejected will be subject to corrective maintenance.
    6 matters put forward on Monday for registration will remain up for execution when the Deeds Office reopens.

Kind Regards
Allen West

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Pretoria Deeds Office
Dated 29th June 2021 – 7:10am

I have spoken to Acting Registrar Mr Ndlovu who confirmed that the PTA office will be closed today due to another infection.

Further communications will follow.

Anton Theron
obo PAA JAA and GAA Property Committee

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Johannesburg Deeds Office
Dated 29th June 2021 – 7:00am

Dear JHB Deeds Clients,

Please be advised that the affected areas were successfully decontaminated yesterday afternoon. However due  to unforeseen delays, the office readiness for occupation assessment is scheduled to take place this morning at 07:00am. Therefore access to the building will be allowed as follows:

• Cleaners: 07:20am

• Deeds Office Staff: 08:00am

• Clients 08:30am

Special arrangement will be made for extended registration and other services

Very Important

JHB Management received a report that some clients are forcefully allowing Prep Clerk on 26th Floor which is against Registrars Notice 8/2021 which stated clear that no Clerk are allowed on 26th Floor this includes the lift foyer. This action undermines of Covid19 and security protocol implemented by management and will not be taken lightly. Clients are requested to follow all protocol implemented as it is for the benefit of all and drastic action will be taken against the affected clients.

Kind Regards
Allen West

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Pretoria Deeds Office
Dated 28th June 2021 – 10:45am

Dear Colleagues

Please excuse quality of this email. It is being sent on cell phone.

The following applies:

1 – only matters where clearances expire today can be put forward for registration today. The same will apply for the next few days,

2 – there will be a general circular to examiners to make prep notes on matters that have been in the system for 10 working days and longer to allow new clearances to be inserted on prep. They should thus not be rejected

3 – the whole numbering section is in self-isolation and further info will follow on impact of this

4 – whole prep section in self-isolation and preps will be slow. Management doing all they can to address this

Management is working on plan to see what can be done regarding black booking and data. Request has been made for all to co-operate and avoid unnecessary consultations on 4th floor.

Colleagues are requested to assist management during this period and not to overload the system. More communication will follow.

Regards
Anton Theron
For Property Committees of the GAA, PAA and JAA

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Johannesburg Deeds Office
Dated – 27th June 2021 (Sunday) – 16:00

Due to today being a Sunday the required quotes for decontamination today was received very late, making it impossible to appoint a service provider who could provide the service this evening. Decontamination and the readiness for occupation assessment will be conducted tomorrow. We apologize for the inconvenience. Please inform the fraternity of tomorrows office closure.

Further updates will be communicated tomorrow

Kind Regards
Paulina Zwartland
Deputy Registrar of Deeds: Johannesburg
paulina.zwartland@dalrrd.gov.za
Tel. No. 011 843 8311

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Dated – 25th June 2021 7:00Pretoria Deeds Office

Kindly find the notification of the closure of the Pretoria Deeds Registry and the response thereto from Anton Theron:
Please note that the office (Pta Deeds) was exposed to a Covid-19 positive case.  The office is temporarily closed
You will be informed about the return to office once the decontamination process has been finalized.

Response
Dear Mr Ndlovu and Mr Gwangwa.

I hope you are doing well and in good health. The latest information about your staff and infections is noted with great pain and concern.
We hope they all recover fully. We know you have many challenges and offer all assistance from the Associations.
It will be a great help to be informed of progress today with the decontamination and possibility of overtime work the weekend to enable us to prepare our members on the impact of the latest challenge. You are in our thoughts and may you and your staff find strength in these difficult times.

Thank you for keeping us informed thus far.

Best wishes.
Anton Theron for PAA JAA and GAA

~

Dated – 24th June 2021 16:00Pretoria Deeds Office

Mr Anton Theron,  as representative of the GAA, PAA and JA, had a further meeting with Mr Ndlovu and Mr Gwangwa today during which the following was discussed and confirmed:

  1. The backlog of deeds lodged and awaiting distribution is approximately 21000;
  2. Deeds Lodged on the 7th and 8th of June are currently being distributed to first examiners. It is thus likely/possible that these deeds will not be on prep for registration before the end of June;
  3. Deeds lodged after the 7th and 8th of June will mostly not be registered before the end of the month;
  4. There is no finality regarding our request to lodge clearances on prep and a communication in this regard will follow in due course. It will only be allowed, if permission is granted, on matters where it is quite clear that the clearance would not have lapsed under normal circumstances;
  5. The conveyancers are urged not to lodge matters where clearances are valid for less than 1 month. With the current backlog these matters may not be registered before the clearances expire;
  6. Further overtime for examiners is still under discussion;
  7. A team list will be circulated shortly to enable conveyancers to discuss notes and rejections with ARs;
  8. Arrangements will be made to have a person on the first floor to remove examiners notes to avoid unnecessary contact with examiners;
  9. Corrective maintenance will only be considered if the relevant notes have been discussed with the examiner, or his AR, and the note has been removed. No matters should be placed in the “corrective maintenance box” if this has not been complied with;
  10. The situation regarding the number of prep clerks to be admitted to the third floor has not been finalised and further communications will follow;
  11. Rotation of staff/examiners will continue and may affect turnaround times.

We will endeavour to keep you updated

Kind Regards
Allen West

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