Nowadays, many administrative processes are transitioning to online platforms for convenience and efficiency. One such process is the electronic deposit of notarized private documents on the Land Registry (Registo Predial). This service allows individuals and professionals to securely register legal transactions related to properties through digital means. Here’s a detailed guide on how to navigate this process effectively:
1. Understanding the Scope of Electronic Deposits
The Online Land Registry accepts electronically deposited notarized private documents that pertain to acts subject to land registration, as outlined in Article 24 of Decree-Law 116/2008. This includes documents supporting these acts, which require archiving but are not part of the public record. Additionally, documents containing a creditor’s consent for mortgage registration cancellation can also be deposited electronically.
2. Who Can Request Electronic Deposits?
The following entities have the authority to request the electronic deposit of notarized private documents on the Online Land Registry:
- Land Registries
- Lawyers
- Chambers of Commerce and Industry
- Notaries
- Solicitors
These professionals can formalize legal transactions involving properties by drafting authentication statements and proceeding with the electronic deposit of relevant documents.
3. When to Request an Electronic Deposit
The electronic deposit of notarized private documents, along with supporting documents that require archiving, must be completed by the entity performing the authentication. This process is mandatory and should occur on the Online Land Registry platform on the date of authentication.
4. How to Initiate the Electronic Deposit
The process involves the following steps:
- Fill out the electronic document deposit form
- Attach scanned copies of the required documents
- Ensure the scanned originals are legible and have good contrast
- Use dark ink for signatures to ensure clarity after scanning
- Choose a scanning type (black and white or grayscale) for optimal quality
- Combine all pages into a single file format (JPEG, TIFF, or PDF) with a maximum size of 5 MB
5. Authentication Requirements
A digital certificate proving the professional status of the depositor (lawyer, notary, or solicitor) is essential for authentication.
6. Fee Structure for Electronic Deposits
The cost for electronic deposits varies:
- €20 for depositing a notarized private document or consent for mortgage cancellation, with a 6-month access code
- €15 for associating documents with a previous electronic deposit, with 6-month access to the code
- Additional fees for code identification renewal (€5 for online requests and €10 for in-person requests)
Accepted electronic payment methods include Visa/MasterCard, Multibanco, or e-Banking.
7. Confirmation and Post-Deposit Process
Upon completing the deposit and confirming payment, the system sends email notifications confirming the electronic deposit. These emails contain details such as the authentication entity, submission date and time, deposited documents, and the assigned identification code.
8. Relevant Legislation
The process is governed by the following legal framework:
- Decree-Law No. 116/2008, dated July 4th
- Ordinance No. 1535/2008, dated December 30th
- Fee Regulations for Registries and Notaries
Conclusion
The electronic deposit service on the Online Land Registry streamlines the process of registering legal transactions related to properties, offering a secure and efficient platform accessible to authorized professionals. Understanding the requirements and steps involved ensures a smooth experience when utilizing this valuable online service.
For more information or assistance, please refer to the Instituto dos Registos e do Notariado.
Source: eportugal.gov.pt and IRN Portugal