What Information Is on a Record of Title in New Zealand? Complete Breakdown

What Information Is on a Record of Title in New Zealand?

If you're buying, selling, or refinancing property in New Zealand, the Record of Title is the single most important document you'll encounter. It's the official register of who owns a piece of land, what rights and restrictions apply, and what financial obligations are attached. Yet most people receive theirs and have no idea what they're looking at.

This guide walks through every section of a New Zealand Record of Title, explaining what each piece of information means and why it matters for your property transaction.

The Header: Title Reference and Status

At the top of every Record of Title, you'll find:

• Title Reference — A unique identifier like "WN42B/123" or "565831". This is how the title is indexed in the land register. You'll need this number whenever you order title documents or reference the property in legal documents.
• Status — The registration status, typically "Registered" for active, current titles. If you see "Cancelled" or "Void", the title has been superseded or revoked.
• Land Registration District — The geographic area where the title is registered (e.g., "Wellington", "Auckland", "Canterbury").

Why it matters: The title reference is essential for ordering any related documents. If you're searching for a property, you can use this reference to quickly pull up all associated records. Order a Record of Title with Diagram for $42.90 to see this information in full.

Section 1: Estate and Ownership

This is the most critical section. It tells you who owns the property and how they own it.

What You'll See

• Estate Type — Typically "Fee Simple" (freehold), but could be "Leasehold", "Cross Lease", or "Unit Estate" for apartment/townhouse titles.
• Owner Names — The full legal names of all registered owners.
• Tenancy Type — If multiple owners, you'll see either:
  • Tenants in Common — Each owner holds a specific share (e.g., 1/2, 1/3). If one dies, their share goes to their estate, not the other owners.
  • Joint Tenants — All owners hold equal shares. If one dies, the others automatically inherit their share (right of survivorship).

What to Check

• Are all owners' names spelled correctly?
• Does the tenancy type match what was agreed in the sale and purchase agreement?
• If the property is in a trust, is the correct trustee named?

Section 2: Legal Description and Area

This section defines the physical land:

• Legal Description — E.g., "Lot 5 DP 12345" or "Section 12 SO 6789". This identifies the exact parcel using survey plan references.
• Area — The land area, usually in hectares or square metres. For cross-lease titles, this may show the exclusive area and share of common property.
• Diagram — When you order a Record of Title with Diagram ($42.90), a plan of the property boundaries is included.

Why it matters: The legal description must match your sale and purchase agreement exactly. Even a small discrepancy (wrong Lot number, wrong DP number) can delay settlement or create legal issues.

Section 3: Encumbrances

This is where most buyers need to pay close attention. Encumbrances are registered rights, restrictions, or obligations affecting the property. Common encumbrances include:

Mortgages

Any registered mortgage will appear here with:

• Mortgagee — The bank or lender's name
• Registration date — When the mortgage was registered
• Instrument number — The document reference (e.g., "Mort 123456.1"). You can order the full Instrument Document for $39.90 to see the mortgage terms.

Easements

Easements grant rights to use part of the land. They can be:

• Right of Way (ROW) — Shared driveway or access rights
• Easement in Gross — Rights for utilities or councils (power lines, drainage, etc.)
• Transmission Easement — For underground pipes or overhead wires
• Drainage Easement — For stormwater or wastewater

Each easement entry shows the burdened and benefited land, the terms of the easement, and the instrument reference. Read our complete guide to easements in gross.

Covenants

Covenants are binding rules about how the land can be used or developed. They might restrict:

• Building height or materials
• The type of dwelling allowed
• Commercial use of the property
• Subdivision or further development

Covenants run with the land, meaning they apply to every future owner, not just the original covenantor. Learn how to check for covenants on a property.

Consent Notices (Section 221 RMA)

Consent notices are conditions imposed by councils under the Resource Management Act when land is subdivided. They're permanent — they can't be removed by future owners. Common conditions include:

• Requirements for building consent before construction
• Restrictions on removing vegetation
• Drainage or stormwater management requirements

Consent notices explained: Section 221 RMA

Caveats

A caveat is a warning that someone claims an interest in the property. It prevents further dealings with the title until the claim is resolved. Caveats can be lodged by:

• Purchasers with a conditional contract
• People with an equitable interest (e.g., someone who contributed to the purchase price)
• Creditors claiming a debt secured against the property

Section 4: Diagram

When you order a Record of Title with Diagram, the document includes a plan showing the property boundaries. This diagram shows:

• The property outline and dimensions
• Any easement areas (shaded or hatched)
• Adjoining properties
• Road frontages

For detailed boundary information, order a Survey Plan ($49.90).

Section 5: Historical Entries

For properties with a long history, the Record of Title may include references to prior instruments, cancelled entries, and historical ownership. These entries show the chain of title and can reveal:

• Previous owners and transfer dates
• Discharged (paid-off) mortgages
• Cancelled easements or covenants
• Past subdivisions or consolidations

To see the full history, order a Historical Title Search ($42.90).

What the Record of Title Does NOT Show

A Record of Title is comprehensive, but it doesn't show everything. Important information that won't appear includes:

• Unregistered interests — Agreements not yet lodged with the land register
• Local council information — Building consents, code compliance certificates, and LIM report details
• Rates information — Current rates, arrears, or water charges
• Physical condition — The title is a legal document, not a building inspection
• Resource consent details — While consent notices appear, the full resource consent doesn't

This is why a Pre-Purchase Package ($189.90) includes multiple documents — the title alone doesn't give the full picture.

How to Get Your Record of Title

Ordering your Record of Title is straightforward. You need the property address or title reference number. Our most popular products:

• Record of Title with Diagram — $42.90 — The standard option for most property transactions
• Guaranteed Search — $45.90 — Provides state guarantee of accuracy, recommended for purchases
• Legal Owner Search — $65.90 — Confirms current registered ownership
• Pre-Purchase Package — $189.90 — Complete due diligence with expert review

Frequently Asked Questions

What is the difference between a Record of Title and a Certificate of Title?

They are essentially the same document. Certificate of Title (CT) was the name used before 2002, when titles were paper-based. Since digitisation, they're called Records of Title (ROT). If you order a "Certificate of Title" today, you'll receive a Record of Title. The content and legal effect are identical. Read our full comparison guide.

Can I get a Record of Title for a property I don't own?

Yes. In New Zealand, the land register is public. Anyone can order a Record of Title for any property, as long as they have the address or title reference. This is important for due diligence — you don't need the owner's permission to search their title. Learn how to search a title for a property you don't own.

How long does it take to get a Record of Title?

Electronic Records of Title are available immediately through our service. Historical titles and instruments may take 1-2 business days. If you need guaranteed results for a property purchase, order a Guaranteed Search ($45.90) for the fastest, most reliable result.