How To Register A Land In Uganda

WHAT IS LAND?

Land is the solid surface of Earth that is not permanently submerged in water. Most but not all land is situated at elevations above sea level and consists mainly of crustal components such as rock, sand, soil, and sometimes ice.

HOW TO REGISTER A LAND IN UGANDA?

After you have purchased your piece of land – now it’s time to transfer your land title into your names. The process seems complicated on the outside but when you look closer, it is simplified into a few steps explained below using land in Kampala as a case study – let’s dive in.

REQUEST A SEARCH AND CONSENT FORM


The first step in registering land is always requesting this form. The ministry of Land gives you a request form where you fill out the details about the land to be searched.The registry also provides a Bank Advice Form, which is used to pay cash in the bank for this search. This form serves two purposes as it is the same form used during the payment of taxes. Even in cases of freehold ownership, one does not have to request consent to transfer. This form will be used to determine the amount of tax payments owed and to make payments.

PAY SEARCH FEE


After obtaining the Bank Advice Form, you can go ahead and make a payment in the designated bank upon which a receipt is granted. This receipt has to be presented at the registry before the search is conducted.

CONDUCT THE SEARCH AND DRAFT THE AGREEMENT


After payment, the search is conducted at the registry. The receipt of payment for the search has to be presented before the search can be conducted. It is also at this point that one picks up the consent to transfer application.After this, an agreement is drafted. This is usually drafted by a lawyer and although it is not mandatory, this is common practice.

VALUATION OF PROPERTY


This is usually done by the Chief Government Valuer’s office. This is to mainly determine the value of the property for transfer purposes, assessment purposes, and also for payment of stamp duty.

OBTAIN CLEARANCE FORM AND ASSESSMENT OF STAMP DUTY


After the valuer has approved the cost of the property, the file is taken to URA where an assessment form for stamp duty is provided. However, anyone purchasing land valued at more than Shs 50m must provide an income tax clearance indicating their source of income for tax purposes.

PAYMENT OF STAMP DUTY


Stamp duty is then paid in the designated commercial bank. Here, it is required that payment is only made at the designated commercial bank. The bank then notifies URA that the payment has been made. There is a reconciliation process between the bank and the revenue authority which takes three working days.

CONSENT TO TRANSFER BY THE LAND BOARD IN KAMPALA


The transfer forms are then taken to the land board in Kampala for consent. Here, the receipts of payment of consent forms must be presented. However, if companies are involved in the transaction, they must file with the companies registry for a special authorization which costs a fee of 20,000 shillings.

ASSESSMENT OF REGISTRATION FEES


The sales agreement is then presented to Kampala Capital City Authority to approve the registration fee. An assessment form is then provided with a registration fee to be paid at the designated bank. The documents include a signed sales agreement, a receipt of payment of the stamp duty, and the company’s resolutions to buy and sell.

TRANSFER DOCUMENTS ARE THEN KEPT AT THE REGISTRY OF LANDS


The transfer documents are later stored at the Registry of lands and then transmitted to the Registrar who passes the instrument of transfer. It is then later sent to the commissioner in charge of land registration for verification.The registrar cancels out the old owner and replaces him with the new owner in handwriting. The buyer and seller are required to provide passport photos for this process.To round it up, land transfer documents include receipts of payment for registration fees and stamp duties, plus passport photos of both the seller and buyer of the property.

REGISTRATION OF LAND HAS THE FOLLOWING BENEFITS

• It provides conclusive proof of ownership of land by issue of certificates of titles;
• It establishes certainty of ownership, location of land and other rights on land;
• It provides higher priority and legal protection to registered interests compared to
unregistered interests;
• It makes it easier to transact and invest in land, and to increase investment
opportunities.
• It provides easy access to information about land;
• Contents of the register are guaranteed by the State to be correct, which means that any
rightful holder of land may receive indemnity from the State for loss of his interest in
land because of error in the register; .
The purpose of this publication is to disseminate land registration procedures and fees to
smallholder farmers and the general public with the aim of strengthening their security of
tenure.

HOW TO CARRYOUT A PHYSICAL SEARCH ON A LAND TITLE?

Step 1
Make a written Request for a search to the Office of Titles giving the description of the Land:

  • For Mailo County, Block & Plot no;
  • For Leasehold Leasehold Register Volume & Folio No;
  • For Freehold Freehold Register Volume & Folio No.
    Step 2
    The application is presented to the Office of Titles and stamped ‘received’. It is approved by a
    Registrar of Titles on behalf of the Commissioner. The application is forwarded to the Records
    Section to retrieve the file, then the bearer is sent to pick a pay slip and pay UGX 10,000/=. The
    Cashier informs the bearer which bank to make the payment.
    Step 3
    The applicant pays that amount in the bank and obtains a receipt that is presented to the Office
    of Titles. On verification of the receipt, the registry copy is retrieved and a search letter signed
    by a Registrar of Titles is issued to the applicant within three working days after presenting the
    Bank receipt.
    Documents required: Application letter for a Search Fees paid through the bank: UGX
    10,000/= (Search fee)

HOW TO CARRY OUT A SUB DIVISION ON LAND?

Step 1
The Applicant must have in his/her possession a duplicate Certificate of Title, fully filled
Mutation Form, and two authentic Passport photographs of the owner (seller). The Mutation
Form must have been stamped by the registered Surveyor, fully filled by the registered owner,
dated and signed by all the necessary Parties.
Step 2
The Applicant presents the Originals and a Photocopy of the documents to the Mailo registry
for checking and approval of the subdivision, in order to proceed. The documents are received
and the photocopy is stamped ‘Received’ and returned to the Applicant.
Step 3
The Applicant checks after 5 working days to pick the documents. The applicant presents the
photocopy of the documents stamped on received and on collection it is stamped ‘Returned’.
Step 4
On presentation of the Approved Mutation Form from the District Surveyor, with an Area
Schedule, Receipts of checking fees, Deed Plan fees, registration fees, and the duplicate
Certificate of title and passport photographs, and a set of photocopied documents, the
Applicant submits them to the Mailo registry. The photocopy is stamped ‘Received’ and
returned to the applicant.
Step 5
The applicant is asked to check after 10 25 working days.

HOW TO REGISTER A COURT ORDER?

Step1
The Applicant must have in his/her possession a duly sealed and authentic certified copy of a
Court Order or Decree.
Step 2
The Applicant picks a bank invoice to pay 10,000/= as registration fee from the Cashier.
Step 3
The Applicant presents the Court Order and Receipt, with a photocopy of the same, to the
Office of Titles for registration of the Court Order. The photocopy is stamped ‘Received’ and
returned to the Applicant.
Step 4
The Applicant checks after 10 working days to confirm entry of the Court Order upon the
Register.
Documents required: Court Order and General Receipts of Payment.
Fees paid: Registration fees UGX 10,000.

HOW TO ACQUIRE A SPECIAL CERTIFICATE OF TITLE/ REPLACE A LOST OR
DAMAGED TITLE?

Step 1
The Applicant must have in his/ her possession an application for a Special Title, Statutory
declaration attached to application duly filled, signed by the applicant and witnessed by a
Commissioner for Oaths and two Passport photographs of the person requesting for the Special
Certificate of Title. The Applicant must have paid UGX 15,000/= as Registration fees and UGX
10,000/= as Stamp Duty (UGX 5000/= on the Application & UGX 5,000/= on the
declaration).
Step 2
The Applicant presents the full set of original documents and a photocopy of the same to Office
of Titles for processing. The Photocopy is stamped ‘Received’ and returned to the Applicant.
Step 3
The Applicant checks with the Office of Titles after 5 working days to pick a letter to the Uganda
Gazette for notification of the public on the impending issuance of a Special Certificate of Title.
Step 4
After 30 days notification, the Applicant presents a receipt for the Gazette to the Office of Titles
for confirmation of the publication.
Step 5
The Office of Titles verifies the receipt and the Gazette notice and proceeds to issue a Special
Certificate of Title.
Step 6
After 10 days, the Applicant upon presentation of the photocopy stamped ‘Received’ collects
the Special Certificate of Title. The Photocopy is Stamped ‘Returned’ on completion.

HOW TO CONVERT A LEASEHOLD TO A FREEHOLD LAND TITLE?

Step 1
The Applicant must have in his/her possession fully completed Forms 4, 5, 10, 19 & 23 in
duplicate, a set of 3 authentic deed plans, Duplicate Certificate of Title, 3 Passport
Photographs, Receipts of Payment and a forwarding letter requesting for a conversion from
Leasehold to Freehold title signed by the District Land Officer of the respective District where
the land is located.
Step 2
The Applicant presents the full set of original documents and a photocopy of the same, to
Department of Land Administration for Checking. The Photocopy is stamped ‘Received’ and
returned to the Applicant. The Applicant checks with the Department of Land Administration
after 10 working days to confi rm their approval or rejection, and is given a letter advising
him/her on the fees to be paid.
Step 3
Once approved, the documents are forwarded to Office of Titles for issuance of a Freehold
Title. The Applicant checks after 10 working days if there is a Surrender Deed/Agreement to be
processed.
Step 4
The Applicant presents the photocopy given to him/her by the Department of Land
Administration stamped ‘Received’ and identification documents on collecting the Freehold
Title after 20 working days. The applicant signs and the Photocopy is stamped ‘Returned’ on
completion.
Documents required: Forms 4, 5, 10, 19, & 23, Duplicate Certificate of Title, set of Deed Plans,
set of Passport photographs, General receipts of Payment and a Requesting letter.
Fees paid at the Ministry:
Stamp duty-UGX 5,000/= and Registration fees for the Surrender Deed UGX 10,000/=;
Registration fees UGX 10,000; Assurance of Title UGX 20,000/=; issuance of the Title UGX
20,000.

HOW TO TRANSFER LAND UNDER LEASEHOLD AND FREEHOLD?

Step 1
The Applicant must have in his/ her possession fully completed set of Transfer forms which
include a Transfer form and two Consent forms, A photocopy of the duplicate certificate of title
and two authentic Passport photographs of the buyer and seller.
Step 2
The Applicant presents the documents to the Valuation Division for valuation assessment for
Stamp duty. The Applicant checks with the Valuation Division within a period of 3 working
days to pick the form and proceed to pay stamp duty and registration fees in the Bank. Stamp
duty is 1% of the value of the land as assessed by the Chief Government Valuer.
Step 3
Pay the fees in the Bank, get a receipt and your Transfer form embossed. Get consent from the

HOW TO AMEND A CERTIFICATE AND RECTIFY THE REGISTER?

Step 1
The Applicant makes a complaint to the Office of Titles in writing about the error upon the
Register.
Step 2
The Applicant presents the letter of Complaint to the Office of Titles together with the
Duplicate Certificate of title and a set of photocopies, which is stamped ‘Received’ and
returned to the Applicant.
Step 3
The Applicant checks after 15 working days to confirm the rectification of the Register and the
Duplicate Title.
Documents required: Complaint Letter and Duplicate Certificate of Title.
Fees paid: No fees required.

HOW TO AMEND A CERTIFICATE AND RECTIFY THE REGISTER WITH NOTICE?

Step 1
The Applicant makes a complaint to the Office of Titles in writing about the error upon the
Register.
Step 2
The Applicant presents the letter of Complaint to the Office of Titles and a set of photocopies,
which is stamped ‘Received’ and returned to the Applicant.
Step 3
The Applicant checks after 5 working days to confirm that the Office of Titles has issued Notice
of the intended rectification of the Register.
Step 4
All parties involved receive a letter from the Office of Titles inviting them for a hearing of the
matter before hand.
Step 5
The Office of Titles issues a 21 days notice to confirm the rectification of the Register.
Fees paid: No fees required.

HOW TO ACQUIRE A SUBSTITUTE CERTIFICATE OF TITLE?

Step 1
The Applicant must have in his/her possession a Duplicate Certificate of Title a transaction to
be registered and a request letter for a Substitute, Passport Photograph and a set of Photocopy of
all the documents.
Step 2
The Applicant presents the full set of original documents and a photocopy of the same, to the
Office of Titles for processing of the Substitute Certificate of Title. The Photocopy is stamped
‘Received’ and returned to the Applicant.
Step 3
The Applicant checks with the Office of Titles after 10 working days to confirm the replacement
of the original Registry Copy.
Documents required: Letter of Application for Substitute, Passport Photograph.
Fees paid: No fees required.

HOW TO REGISTER A VARIATION OF A LEASE (FROM THE DISTRICT LAND
BOARDS)?

Step 1
The Applicant must have in his/her possession a letter from the District Land Board for variation
of the Lease, Duplicate Certificate of Title and two Passport photographs.
Step 2
The Applicant presents the documents to the Department of Land Administration for
assessment of revised ground rent and premium per annual and collects the documents after 3
working days to confirm the assessment.
Step 3
The Department of Land Administration forwards the documents to the Office of Titles for
drafting of the Variation deeds.
Step 4
The Applicant collects the Variation deeds after 5 working days and takes them for payment of
stamp duty and Registration fees and endorsement by the District Land Board.
Step 5
The Applicant returns the embossed documents, dated, signed and sealed by the Chairperson
and Secretary of the District Land Board and the owner. A photocopy of all documents is also
submitted, which is stamped ‘Received’ and returned to the Applicant.
Step 6
The Applicant checks after 10 working days to collect the completed Duplicate Certificate of
Title.
Documents required: Letter from District Land Board (DLB) for variation of Lease, Duplicate
Certificate of Title, Variation deeds, set of Passport photographs, and General receipts of
Payment. Fees paid: Stamp duty UGX 5,000/= and Registration fees UGX 10,000.

HOW TO REGISTER A MORTGAGE?

Step 1
The Applicant must have in his/her possession:

  • Two sets of embossed, duly signed Dated and witnessed Mortgages Deeds
  • Duplicate Certificate of Title
  • Two Passport Photographs of the person registering the Mortgage
    Step 2
    The Applicant presents the full set of original documents and a photocopy of the same, to the
    same, to the Office of Titles for processing. The photocopy is stamped ‘Received’ and returned
    to the Applicant. The Applicant checks with the Office of Titles after 10 working days to
    confirm entry of the Mortgage
    Step 3
    The Applicant upon presentation of the photocopy stamped ‘Received’ collects the Duplicate
    Certificate of Title together with a Mortgage Deed. The Photocopy is stamped ‘Returned’ on
    completion.
    Documents Required:
  • Two sets of Mortgage Deeds and Duplicate Certificate of Title
  • Set of Passport photographs and General receipts of payment
    Fees paid at the Ministry/District
    Stamp duty 0.05% of the value of the Mortgage
    Registration fees- UGX 15,000/=. If it is a company, an additional UGX 5,000/= is paid for

HOW TO ACQUIRE A LEASEHOLD LAND TITLE?

Step 1 – At the District

  • The Applicant goes to the District Land Office or Area Land Committee to pick the
    Application Form 8, fill it, attach 4 passport photos and submit them to the Area Land
    Committee after paying the required fees of UGX 10,000/=.
  • The Area Land Committee receives the Application and issues a notice for a public
    hearing using Form 10.
  • The Area Land Committee visits the site and together with the neighbours fill and sign
    the Demarcation Form 23. The Area Land Committee also complies an inspection Report and
    submits the documents to the District Land Office.
  • The District Land officer prepares a technical report and forwards all the documents to
    the District Land Board for approval, after which, the documents are returned to the District
    Land Officer to prepare the lease offer using Form 18. The District Land Officer then forwards
    all the documents to the Ministry of Lands for preparation of the Land Title.
    Step 2- At the Ministry
  • The Applicant must have in his/her possession:
  • Fully completed Forms 8, 10, 18 and 23
  • Area Land Committee Report District Land Officer’s Technical Report
  • 3 Passport Photos
  • A forwarding letter and
  • Receipts of payment of Application fees, premium and Ground Rent.
    Step 3
    The Applicant presents the full set of original documents and a photocopy of the same to the
    Department of Land Administration for checking.
    The photocopy is stamped ‘Received’ and returned to the Applicant. The Applicant checks
    with the Department of Land Administration after 10 working days to confirm their approval or
    rejection.
    Step 4
    If application is approved the applicant goes ahead to make payment of fees to URA; If rejected
    then a letter explaining rejection is written and all documents returned to Applicant for
    correction and re-submission.
    Step 5
    The documents are forwarded to the office of Titles for preparation and issuance of Lease
    agreements. The Applicant checks after 10 working days to pick up the Lease agreements for
    signing and sealing by the Chairperson and Secretary of the Controlling Authority i.e. Uganda
    Land Commission or the respective District Land Board and to pay stamp duty, which is 1% of
    the premium and 1% of the annual rent multiplied by the number of years granted.
    Step 6
    The Applicant presents fully signed and sealed lease documents by the Uganda Land
    Commission or the District Land Board Chairperson and Secretary and Lease agreements
    embossed by URA. The Applicant is given a photocopy of the Lease agreements stamped
    ‘Received’ and checks after 20 working days.

HOW TO ACQUIRE A FREEHOLD LAND TITLE?

Step 1
The Applicant goes to the District Land Office or Area Land Committee to pick the Application
Form 4, fill it, attach 4 passport photographs and submit them to the Area Land Committee after
paying the required fees of UGX 10,000/=
The Area Committee receives the Application and issues a notice for a Public hearing using
Form 10. The Area Land Committee visits the site and together with the neighbours fill and sign
the Demarcation Form 23. The Area Land Committee also compiles an Inspection Report and
submits the documents to the District Land Office. The District Land Officer prepares a
technical report and forwards the documents to the District Land Board for approval, after
which, the District Land Officer forwards the documents to the Ministry of Lands for
preparation of the Land Title.
Step 2
The Applicant must have in his/her possession:

  • Fully completed Form 4, 10, and 23, In case of acquisition of a Freehold by Grant
    from a Controlling Authority, the Applicant fills Form 19
  • Area Land Committee Report
  • District Land Officer’s Technical Report
  • 3 Passport Photos
  • A forwarding letter and it
  • Receipts of payment of Application fees.
    Step 3
    The Applicant presents the full set of original documents in Duplicate and a photocopy of the
    same to the Department of Land Administration for checking.
    The Photocopy is stamped ‘Received’ and returned to the Applicant. The Applicant checks
    with the Department of Land Administration after 10 working days to confirm their approval or
    rejection.
    Step 4
    If approval is given, the Applicant goes ahead to make payment of fees to URA and if rejected, a
    letter explaining rejection is written and all documents returned to Applicant for correction and
    re-submission.

NAMES OF LAND FORMS

  • Form 4: Application for conversion from Customary tenure to Freehold / Grant
    of Freehold
  • Form 5: Application for Conversion of Leasehold out of former Public Land to
    Freehold
  • Form 6: Application for Consent transfer of sub lease public land
  • Form 8: Application for a Leasehold
  • Form 10: Notice of Hearing of Application for Grant of Freehold / Leasehold
  • Form 19: Freehold Offer
  • Form 23: Demarcation Form
  • The mentioned Land Forms are available on the Ministry website (www.mlhud.go.ug) and
    at District Land Offices free of charge;
  • Allocations of land to be registered is assessed and approved by Uganda Land Commission
    and District Land Boards, and processed by Department of Land Administration and
    Department of Land Registration Department (Office of Titles).
  • Deed Plans are processed from Department of Surveys and Mapping and their respective
    District Survey Offices. Mutation forms are also processed by Department of Surveys &
    Mapping and their respective districts Survey Offices and with the approval by the Office of
    Titles.
  • Disputes on land are handled by Courts of Law. The Ministry only mediates complaints that
    can be rectified by administrative measures or where Parties agree; and
  • Capacity building of staff and awareness creation to the Public is handled by the Ministry in
    Conjunction with other line Ministries and Development Partners.