COMPUTERISATION, INSPECTION AND 
SEARCHES AT THE PUBLIC REGISTRY _g S.L.56.03 1
SUBSIDIARY LEGISLATION 56.03
COMPUTERISATION, INSPECTION AND 
SEARCHES AT THE PUBLIC REGISTRY 
REGULATIONS
15th January, 2001
LEGAL NOTICE 261 of 2000 as amended by Legal Notices 63, 289 and
316 of 2001, and 6 of 2002.
Title.
Inspection and Searches at the Public Registry Regulations.
Interpretation.
requires-
Cap. 56.
"Agent" means any person in the regular employment of a notary
public or a representative of a Government Department, nominated
for the purposes of these Regulations;
"Agreement" means the Agreement relating to the
computerisation programme of the Public Registry, signed between
the Government of Malta and the Company on the 12th October,
1999 and laid on the Table of the House on the 19th October, 1999;
"applicant" means any person applying to inspect or to seek
information from the record;
"appointed day" means the 15th January, 2001;
"company" means that company contracted by the Government
and recognised by the Director as his delegates for the
computerisation programme of the Public Registry and the word
"company" shall also include any delegate of the company
recognised by the Director;
"computerisation" means the computerisation of all records
relating to enrolments and registrations presented in terms of
articles 12 and 14 of the Act including also the computerisation of
information, indexes, records, production of documents, lists and
other information required by the Act and includes the storage and
reproduction of the same in computer format or by any other
mechanical means;
"Director" means the relevant Director appointed in virtue of
article 3 of the Act;
"officer in charge" means an officer employed by the company
for the purposes of these Regulations;
"official search" includes an application for, or a certificate
issued, in terms of these Regulations and in terms of articles 26 and
28 of the Act, as well as the verification of any other searches
issued before the appointed day;
"regular client" means that person who, or organization which,
carries out regular business in terms of these Regulations and is
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COMPUTERISATION, INSPECTION AND 
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assigned an Applicant Code for the purpose of the Second
Schedule;
"records" includes indexes, notes, order books, lists, and
registers, whether original or not and whether hand written, typed,
microfilmed or reproduced by any other mechanical means or in
computer format;
Cap. 55.
Cap. 12.
"researcher" means a person holding a warrant to exercise the
notarial profession in terms of the Notarial Profession and Notarial
Archives Act, a person holding the warrant of advocate or legal
procurator in terms of the Code of Organization and Civil
Procedure, an agent, as well as any person carrying out research for
cultural, historical or educational purposes approved by the
Director;
"updating" means the bringing up to date of an official search
issued up to ninety days prior to the submission of the request for
its updating;
"verification" means the checking and certification of searches
issued before the appointed day and includes the checking and
certification of notes of reference in respect of particular notes of
preference not forming part of an official search application.
Computerisation 
process.
3. (1) The company shall, on behalf of the Director, and
under such directions as the Director may give, convert all manual
indices, registers, notes and lists which are to be compiled in terms
of the Act, or kept by the Public Registry under any other law, in
such a way that the images and index database, purchased by the
Government in terms of the Agreement, are augmented and
supplemented on a regular basis.
(2) Any registration in compact disc or other computer format
and, or the reproduction therefrom, whether in the print medium or
other computer or mechanical output, shall be deemed to be a
record kept in terms of the provisions of the Act.
(3) The indexes and lists mentioned in the Act as well as copies
of any document or record filed in the Public Registry in
accordance with the Act or produced in virtue of the same Act, may
be computer-generated.
Inspection.
Amended by:
L.N. 289 of 2001.
4. (1) Any researcher, not being a notary public, advocate or
legal procurator, wishing to inspect the records, shall apply to the
Director in terms of the First Schedule to these regulations, and the
applicant whose application is accepted, shall be issued with a
special card signifying the Director’s acceptance of the application.
Such card shall be valid for one calendar year form its date of issue.
(2) An inspection shall include the right to take down notes, in
pencil and in one’s own handwriting, or to request photocopies of
the registers or notes, provided that the Director may give such
directions as may be necessary to ensure that the inspection shall
not interfere with the computerisation programme.
(3) The reproduction of records by electronic means and, or
the taking of photographs thereof, is prohibited.
(4) No person may appoint more than two agents, but the same
COMPUTERISATION, INSPECTION AND 
SEARCHES AT THE PUBLIC REGISTRY _g S.L.56.03 3
agent may be appointed by different persons.
(5)  The Director may, by notice, establish the days when and
times during which such inspection may be carried out.
Applications.
Amended by:
L.N. 289 of 2001.
5. (1) The application forms in respect of an official search
into transfers and liabilities, in respect of public wills, updating, or
the verification of searches issued before the appointed day, shall
be those specified in the Second Schedule, as the case may be, and
such application shall:
( a ) be typewritten by mechanical and, or electronic
means;
( b ) be free from discoloration and blemishes; and
( c ) be printed in A4 format and contain an indication
whether any annexes are attached to the first page.
(2)  Where it is necessary to remove, vary or add any words
before the form is lodged, the person lodging that form shall make
such variation or addition by means of a note at the end of the form;
in any such case such person shall cancel the words which it is
desired to remove or vary in such a manner as to leave the words so
cancelled still legible, and shall make a note stating the number of
words so cancelled or as the case may be, that other words are
substituted for those cancelled inserting the new word or words
immediately after the words so substituted; in the case of a mere
addition of words, such person shall make a mark at the place
where the addition is to be made and a note at the end of the form
containing the expression "words added" and shall insert
immediately thereafter the words to be added. Such notes are to be
signed by all the parties signing the application.
(3) Following such arrangements as may be made with the
Director, the applications mentioned in subregulation (1), may also
be submitted in computer format and, or sent by telephonic or
electronic means, in which case the provisions of subregulation (2)
shall  mutatis mutandis  apply.
(4) An application cannot be cancelled later than twenty-four
hours after its submission.
(5) Applications may be submitted during such times as the
Director may, by notice, establish in the Gazette, so however that
where applicant makes use of electronic mail he will be entitled to
submit the application even outside such established times, so
however that the application shall, for the purpose of regulation
6(5), be deemed to have been submitted on the next following
working day whenever the electronic mail is transmitted outside
such established times.
(6) The Director is obliged to provide the applicant with an
acknowledgement, and such acknowledgement, which may also be
in electronic format, will constitute proof of the parameters that
constitute the search
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Certification.
Amended by:
L.N. 289 of 2001;
L.N. 316 of 2001;
L.N. 6 of 2002.
6. (1) The company shall, when an application is submitted to
the Director in terms of these Regulations, provide the Director
with drafts, drawn up in accordance with the Act, of:
( a ) certificates indicating enrolments relating to public
wills enrolled in the name of the person on whom the
search is carried out; or
( b ) lists compiled from the indexes mentioned in article 24
of the Act or kept by the Public Registry under any
other law, in which case the company shall also deliver
a copy of the relative entries, including the updating of
same, as well as the verification of searches issued
before the appointed day, when so ordered by a court;
or
( c ) lists compiled from the indexes mentioned in article 24
of the Act or kept by the Public Registry under any
other law, in which case the company shall also deliver
a copy of the relative entries, when so requested by
any other person, except for the purposes of updating
same; or
( d ) lists compiled from the indexes mentioned in article 24
of the Act or kept by the Public Registry under any
other law, in which case the company shall also deliver
a copy of the relative entries, when so requested by
any other person, for the purposes of updating same;
and, or
( e ) lists compiled from the indexes mentioned in article 24
of the Act or kept by the Public Registry under any
other law, in which case the company shall also deliver
a copy of the relative entries, when so requested by
any other person, for the purposes of verifying
searches issued before the appointed day.
(2) The officer in charge shall duly authenticate the draft and
upon such authentication, the draft will be deemed authenticated by
the company in terms of the Agreement.
(3) The Director shall endorse the drafts of the certificates,
lists or copies mentioned in subregulation (1), unless there is
sufficient reason to withhold such endorsement and on such an
endorsement, the certificate, list or copy shall be deemed to have
been compiled in terms of the Act, and for the purposes of the Act,
each application shall have a unique order number which shall be
reproduced in the certificate.
(4) Where an official search is required in terms of article 28
of the Act, and the applicant limits such search in respect of a
particular property, or where the applicant requests that the search
should not include records having the same search parameters as
requested, but with different maternity, the documents supplied by
the Director, shall not be considered as a certificate in terms of
these Regulations or in terms of article 26 of the Act.
(5) The Director shall, unless circumstances otherwise require,
make available the certificates within the times specified herein,
COMPUTERISATION, INSPECTION AND 
SEARCHES AT THE PUBLIC REGISTRY _g S.L.56.03 5
but in no case earlier than two working days:
( a ) in the case of a search into public wills, the certificate
shall be ready or sent by post within seven working
days;
( b ) when the application is a new search, the certificate
shall be made available within ten working days;
( c ) when the application refers to an updating, the
certificate shall be made available within three
working days;
( d ) when the application refers to verification of searches
issued prior to the appointed day, the certificate,
together with the lists and records submitted with the
application in terms of the Second Schedule to these
regulations, shall be made available within eighteen
working days, so however that where the verification
is limited to the checking and certification of notes of
reference in respect of particular notes of preference
not forming part of an official search application, the
certificate shall be made available within seven
working days;
( e ) any regular client may reach an arrangement with the
Director whereby such regular client will be entitled to
submit, on good cause being shown to the satisfaction
of the Director, an application for a new search or for
updating, as referred to respectively in paragraphs ( b )
and ( c ),  and when the regular client makes such a
request, the Director may, notwithstanding what is
stated in this subregulation, make available,
(i) the new search within three working days; and
(ii) a computer print-out of the lists, relating to a
period of thirty days prior to two working days
from date of order,  compiled from the indexes,
on the next following working day, or, where the
request is made before 9.00 a.m., by noon of the
same day, while the relative copies will be made
available within two working days,
Cap. 56.
and in such case, the regular client shall pay double the
total fees normally due, provided that where any
period herein-mentioned is not respected, including
those instances where the provisions of subregulation
(6) apply, the regular client shall only pay the fee
established in Section C of the First Schedule of the
Public Registry Act, even if the search or updating is
ready before any period mentioned in paragraphs ( b )
and ( c ).
(6) The time periods mentioned in the preceding paragraph
shall commence from the day following the receipt of the
application, but the Director may, on good cause being shown, not
adhere to such time periods and shall in such case inform the
applicant accordingly. Where the amount of entries within the same
group, excluding common notes, exceeds thirty in number, this
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fact, in itself, constitutes a good cause for the purposes of this
paragraph.
Special periods.
Added by:
L.N. 289 of 2001.
6A. The Director may, by notice in the Gazette, designate
special periods, not being more than three in number in each
calendar year and each period not being longer than five
consecutive working days, during which the time periods
mentioned in regulation 6(5) shall, notwithstanding the provisions
of the said subregulation, commence to run from the first working
day following the said special period. The twenty-four hour period
mentioned in regulation 5(4) shall likewise so commence.
Applications held 
in abeyance.
Added by:
L.N. 289 of 2001.
6B. (1) Any regular client ordering official searches via
eletronic mail, may reach an agreement with the Director whereby
the Director binds himself to inform the applicant whenever the
number of entries in the search result will probably exceed such
number as may have been agreed, and in any such case, any search
submitted by the applicant which exceeds the established number
shall be held in abeyance for a maximum period of seven days from
the date of application. 
(2) Where the applicant fails to confirm the order, the search
application shall be deemed to have been withdrawn, but in such
case the minimum application fee established in paragraph C1 of
the First Schedule to the Act shall still be due.
(3) Where the order is confirmed within the seven-day period
mentioned in subregulation (1) -
( a ) no additional fee shall be charged for such
confirmation; and
(b) the time periods mentioned in regulation 6(5) shall be
deemed to commence from the date of such
confirmation.
(4) Where such agreement is applicable, the twenty-four hour
period mentioned in regulation 5(4) shall only apply after the
submission of the order, but shall not apply following the
confirmation mentioned in the preceding subregulation.
Fees. 7. (1) The fees payable shall be the fees shown in Section C
in the First Schedule to the Act.
(2) Fees may be paid and transmitted by electronic means in
terms of arrangements made with the Director.
(3) Payment shall be effected only when a certificate is issued,
provided that - 
( a ) the full amount payable in respect of a request for a
certificate relating to wills shall be paid on
application; and
( b ) in any case where the applicant is not a researcher or a
regular client, a non-refundable charge of six liri shall
be made with every application.
(4) The Director may refuse to process further applications
when an applicant fails to pay for the official search on delivery of
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SEARCHES AT THE PUBLIC REGISTRY _g S.L.56.03 7
the service, provided that the Director may also issue a notice
informing the applicant that until settlement of the amounts due is
effected, a deposit of one hundred liri shall be due on every new
application submitted by the applicant or his agent. The said notice
shall be sent by registered mail.
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COMPUTERISATION, INSPECTION AND 
SEARCHES AT THE PUBLIC REGISTRY
FIRST SCHEDULE
(Regulation 4)
REQUESTS
Name, surname, ID card number
Employment No. (in the case of an agent)
Why inspection is required
VAT number
Date of request
(FOR OFFICE USE) 
Request accord
Fee paid
Permit Issued on
Valid up to
COMPUTERISATION, INSPECTION AND 
SEARCHES AT THE PUBLIC REGISTRY _g S.L.56.03 9
A. (Transfers/Liabilities) - Firms
Searches re Firms
*Indicates that information must be submitted
(1) Applicable where applicant wishes to group a number of searches together.
(2) When applicant requests that search is to be limited “re property”. In such a case,
the provisions of regulation 6(4) apply.
(3) When application is not submitted by a regular client, the Applicant Code need not
be included.
B. (Transfers/Liabilities) - Individuals
Searches re Individuals
* Indicates that information must be submitted
(1) Husband’s name must be stated when search refers to a married woman, in which
case, her maiden surname should also be indicated. Likewise, Father’s name must, in
this case, include the surname.
(2) Applicable where applicant wishes to group a number of searches together.
(3) When applicant requests that search is to be limited “re property” or different
maternity excluded, in so far as such exclusion is involved. In such a case, the
provisions of regulation 6 (4) apply.
(4) When application is not submitted by a regular client, the Applicant Code need not
be included but enough information is to be inputted in order to identify the
Amended by:
L.N. 289 of 2001. SECOND SCHEDULE
(Regulation 5)
Company Name* From To
Company Number Liabilities
Group Number (1) Transfers
Remarks (2) Ground-rent redemptions
Applicant Name *
Applicant Code (3)
Surname* From To
Name* Liabilities
Husband (1) Transfers
Father* (1) ) Ground-rent redemptions
Mother*
Place of Birth*
Group Number  (2)
Remarks (3)
Applicant Name *
Applicant Code (4)
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COMPUTERISATION, INSPECTION AND 
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applicant.
C. Searches into Wills
Searches re Individuals
*Indicates that information must be submitted
(1) Husband’s name must be stated when search refers to a married woman, in which
case, her maiden surname should also be indicated. Likewise, Father’s name must, in
this case, include the surname.
(2) See fees shown in Section C in the First Schedule to the Public Registry Act, Cap.
56. Other fees apply when “From” date antedates 1972.
(3) Date of death.
(4) Result will be mailed at this address.
(5) Only applies when application is submitted by a regular client and is to be collected
by same.
D. Verification of Searches issued before the appointed day
Searches for verification
* Indicates that information must be submitted.
(1) When application is not submitted by a regular client, the Applicant Code need not
be included.
(2) Applicable where applicant wishes to group a number of searches together.
(3) When compiling the list, the applicant is to make use of the following Codes, or
where the verification is limited to the checking and certification of notes of
reference in respect of particular notes of preference not forming part of an official
search application. Moreover, when applicant requests that search is to be limited “re
property’’, or different maternity is excluded, the provisions of regulation 6(4) shall
apply.
Surname* From To
Name* *(2) * (3)
Husband (1)
Father* (1) )
Mother*
Place of Birth *
Applicant’s Name and 
address* (4)
Applicant Name (5)
Applicant Code (5)
Applicant Name*
Applicant Code (1)
Group Number (2)
List included* (3)
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SEARCHES AT THE PUBLIC REGISTRY _g S.L.56.03 11
Codes to be used in compiling the list - 
I       - Enrolment
H      - Privileges and hypothecs
GH   - Gozo Notes of hypothecs
GI    - Gozo Notes of Enrolment
CE   - Redemption of ground rent
GPP - Warranty of Peaceful Possession
GCE - Gozo Redemption of ground rent
D/M - Different Maternity
D/P  - Different Property
HR   - Renewed Hypothecs
HL   - Legal Hypothecs
R     - References
S     - Judicial Sales (the current year and previous two years)
P     - Planning Authority
$     - Money Laundering
A    - Order re  Inter Vivos  Alienation of Matrimonial Home
M   - Prohibitory Injunction
E    - Exclusion from Administration of Community of Acquests
N    - Personal separation
D    - Dangerous Drugs Ordinance, Cap. 101
C    - Article 401 (1) (g) of the Companies Act, Cap. 386
Q    - Change in surname in terms of article 4(5) of the Civil Code, Cap. 16
The applicant shall submit, together with the application, a list of the progressive
numbers, including any references, that are to be verified.
