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Frequently Asked Questions

General

Q1: What is e-Memorial Form?
A:

It is an electronic template of the memorial form for registration of instrument with the Land Registry. The e-Memorial Form, which is available for downloading on the Land Registry's website free-of-charge, can be saved into one's computer for direct input of memorial particulars. The following two versions of e-Memorial Form equipped with different functions are available for use:

  1. Enhanced e-Memorial Form with Auto-fill Function (Internet Connection Required)

    After user enters a Property Reference Number and clicks a button, the program will retrieve the corresponding address, undivided shares (of subdivision registers only) and lot number(s) from Integrated Registration Information System (IRIS) Online Services and auto-fill the information in the e-Memorial Form for user’s reference.
  2. Enhanced e-Memorial Form (Data Import) with Auto-fill Function (Internet Connection Required if user opts to use the Auto-fill Function)

    The e-Memorial Form (Data Import) is specifically designed to support Excel worksheets. Multiple memorial forms can be prepared in one go by importing memorial data from an Excel worksheet. To facilitate user in preparing the memorial data, an Excel file containing a blank template (embedded with simple checking function) and guidance notes, is also available for free downloading and use. User may opt to retrieve the corresponding address, undivided shares (of subdivision registers only) and lot number(s) from IRIS Online Services and auto-fill the information in the e-Memorial Form for reference when the memorial data in the Excel file are imported to respective memorial forms.

After filling up the particulars, the memorial form has to be printed out and certified for lodging with the Land Registry. Like the printed form, each printed copy of the e-Memorial Form has a unique serial number and a corresponding barcode at the lower part of the form for identification purpose. Blank memorial forms should not be printed out and then photocopied since such copies will all contain the same serial number.

 
Q2: What is the workstation requirement for using e-Memorial Form?
A:

The recommended configuration of computer is as follows:

The recommended configuration of computer
Operating SystemWindows 7 or above
RAM2GB or above
Software

Adobe Reader (Traditional Chinese) DC or above, and the corresponding Adobe Reader Font Pack.

Adobe Reader and the Font Pack are available for free downloading at the following respective locations:

Adobe Reader for Windows
http://get.adobe.com/tw/reader/

Adobe Reader DC Font Pack
https://helpx.adobe.com/hk_en/acrobat/kb/windows-font-packs-32-bit-reader.html

The e-Memorial Form program has to be added to the trusted list of Adobe Reader before you can use the e-Memorial Form the first time. Please click here to view the step-by-step procedure for adding the e-Memorial Form to the trusted list.

Additional Software for e-Memorial Form (Data Import)

Microsoft Office 2010 or above to facilitate transfer of data between Excel file and Adobe Reader.

Also, please click here to view the points-to-note for preparing the source Excel file.

AccessoryLaser printer with at least 600 x 600 dpi resolution
OthersInternet connection and the "Transport Layer Security" (TLS 1.2) are required for using the auto-fill function of the enhanced e-Memorial Form / e-Memorial Form (Data Import).
Q4: How to download the e-Memorial Form and the Excel template provided by the Land Registry ? Do I have to download them every time for completing each new Memorial Form?
A:

The e-Memorial Form and Excel template can be downloaded by clicking the following links:

For lodging solicitors : e-Memorial Form, e-Memorial Form (Data Import), Excel Template
For government departments : e-Memorial Form, e-Memorial Form (Data Import), Excel Template

You may also download the e-Memorial Form by clicking the "e-Memorial Form" icon on the Land Registry's homepage. You only need to download once for every personal computer. Once downloaded, the saved templates can be used on the computer to prepare any number of memorials.

 
Q5: What are the advantages of using e-Memorial Forms rather than the pre-printed forms?
A:

The use of e-Memorial Form has the following advantages:

  1. Once downloaded, the saved templates can be used repeatedly.
  2. Embedded on-screen guidance notes, simple validation rules and spell check on every input field help reduce the possibility of "withheld deeds".
  3. Local save function for saving completed/partially completed forms in users' computers for follow-up action and record keeping.
  4. Designed with pre-set fillable and printable format so that the printable area requires no adjustment for printing on A4 size paper.
  5. The e-Memorial Form is free-of-charge while the pre-printed memorial form is charged with $15 per 100 sheets.
  6. The enhanced e-Memorial Form with an auto-fill function enables users to retrieve property particulars (i.e. address, undivided shares (of subdivision registers only) and lot information) of up to 100 Property Reference Numbers (PRNs) from IRIS Online Services, together with built-in selection lists providing common descriptions/categories of nature of instrument, consideration, identification document and capacity, help save input effort and improve accuracy.
  7. The e-Memorial Form (Data Import) enables bulk input of memorial data and generation of multiple memorial forms in one go. The auto-fill function of the enhanced version allows users to retrieve property particulars (i.e. address, undivided shares (of subdivision registers only) and lot information) of up to 5 Property Reference Numbers (PRNs) from IRIS Online Services for each e-Memorial Form when the memorial data in the Excel file are imported to respective memorial form(s), thus saving input effort and time.
Q6: Will the pre-printed memorial forms cease for sale in future?
A:

We have no plan to cease the sale of the pre-printed memorial forms at present.

Q7: When will the old version of e-Memorial Form be ceased for use?
A:

The Land Registry has released two earlier versions of the e-Memorial Form in 2009 and 2012. The 2009 version (released on 10 July 2009) has expired on 31 December 2020 and should no longer be used for lodging with the Land Registry for registration starting from 1 January 2021. The 2012 version (i.e. the e-Memorial Form (Data Import) released in January 2012 and the e-Memorial Form with auto-fill function and enhanced system resilience released in July 2012) which have been downloaded by users can continue to be used for the time being.

Users are recommended to download and install from our homepage the latest versions of e-Memorial Form (i.e. the enhanced versions of e-Memorial Form and e-Memorial Form (Data Import) released on 26 March 2018 [for lodging solicitors] [for government departments]) for use.

If you are not sure which version of the e-Memorial Form you are now using, you may refer to Q28 under "General" to find the version information of the e-Memorial Form concerned.

Q8: Is there any option of e-submission of the e-Memorial Form to the Land Registry electronically?
A:

The e-Memorial Form should be printed out after data input and the hard copy should be verified in accordance with Regulation 7 of the Land Registration Regulations before it is lodged for registration with instruments like the pre-printed form. The Land Registration Ordinance is at present exempted from the Electronic Transactions Ordinance. For details, please refer to the "Electronic Services".

 
Q9: Can I change the font size and/or font type in a particular field of the e-Memorial Form?
A:

The font size and/or font type selected will be applied to all fields in the enhanced e-Memorial Form.

For the enhanced version of e-Memorial Form (Data Import), you may change the font type of individual memorial form and all the memorial forms of the selected range by selecting the relevant functions on the respective form and the control page respectively.

Q11: If I need to input quite a large amount of data and it is expected that the pre-set space of the form will not be sufficient when the e-Memorial Form is printed out, do I need to take any special steps to input the data?
A:

No. Supplementary sheet(s) with inputted particulars will be generated automatically when the e-Memorial Form is printed out if the space provided is insufficient. For the fields of "Date of Instrument (text field)", "Memorial Number of Transaction Satisfied" and "Stamp Duty", you can specify particulars with cross referencing on a separate sheet and have it stapled onto the form.

Q12: Can I use my own supplementary sheet(s) as attachment to memorials instead of the one(s) generated by the e-Memorial Form program?
A:

You are recommended to use the supplementary sheet(s) generated by the e-Memorial Form program as far as possible as we have printed page number for each page of that memorial form. Also, the key particulars entered on the e-Memorial Form can be captured in the 2D barcode.

Q13: Can we use other software template such as Word/Excel to merge with the e-Memorial Form?
A:

For the enhanced e-Memorial Form, if you have a list of Property Reference Numbers ("PRNs") in Word/Excel format, you can copy and paste the list to the PRN text field and click the "▼" button on the screen for converting the PRNs in table form on the PRN field.

For the e-Memorial Form (Data Import), it is specifically designed to support Excel worksheets. Multiple memorial forms can be prepared in one go by importing memorial data from the Excel file. To facilitate user in preparing the memorial data, an Excel file containing a blank template (embedded with simple checking function) and guidance notes, is also available for free downloading and use. You can click the following links to download the latest versions of e-Memorial Form (Data Import) and the Excel template prepared by the Land Registry.

Q14: Can I print a blank e-Memorial Form out and make several photocopies for lodging different instruments to the Land Registry?
A:

No. Each printed copy of e-Memorial Form will carry a unique serial number for identifying the form. Lodging different instruments with the memorials bearing the same serial number will cause delay in lodging the instruments with us.

Q15: Can I adjust the size of e-Memorial Form on the printed copy?
A:

For printing the form, please ensure you have chosen to print the form on an A4 paper and the printing option to "fit to printable area" before printing. Any adjustment on the size of the e-Memorial Form might result in the printing of unidentifiable serial number barcode or incomplete serial number. The deeds lodgement process would then be adversely affected.

Q16: The serial number barcode and/or serial number printed on the e-Memorial Form is distorted and/or incomplete. What can I do?
A:

Please refer to the answer of Q15 under "General". Please print a fresh copy of e-Memorial Form after resetting the printer. Any e-Memorial Form with distorted serial number barcode and/or incomplete serial number should not be lodged with the Land Registry for registration.

Q17: Will the e-Memorial Form bear the same serial number if the form has been saved and retrieved for data amendment before printing?
A:

The serial number of each printed copy of the e-Memorial Form is assigned according to the printing time rather than the time of saving the form. No matter whether there is any amendment on the saved e-Memorial Form, a new and unique serial number will only be assigned to each printed copy of the e-Memorial Form at the time of printing.

Q18: Can I use the embedded printing function of Adobe Reader for printing the e-Memorial Form?
A:

No, please do not use the embedded printing function of Adobe Reader. Please click the "Print" button on the upper or lower right corner on the input screen of the e-Memorial Form, and the "Print Memorial Form(s)" button on the control page of e-Memorial Form (Data Import) for printing of a proper form with serial number and 2D barcode.

Q19: I note that the parties' details field on the input screen is provided with a number of selection lists. Do I have to use all the selection lists for filling in every item of the parties' details field?
A:

The selection lists provided for parties' details fields on input screen are to cater for instruments of different natures as far as possible. Please make reference to the Land Registration Regulations in filling up the particulars required on the memorial form.

Q20: Can I input all the parties' particulars in one and the same row in the parties' details field of e-Memorial Form input screen?
A:

For clearer presentation on the printed copy of e-Memorial Form, please input one party's particulars in one and the same row in the parties' details field. Please click "+" button to add a new row for entering particulars of another party and so on.

Q21: For any errors spotted on the printed copy of e-Memorial Form, can I simply amend the same on the memorial form directly or do I need to print a fresh copy of the e-Memorial Form with all particulars amended for registration?
A:

If any amendment is required after printing, please amend the information on the e-Memorial Form input screen and then print a fresh copy of the form for registration. By doing so, the data captured in the 2D barcode would be consistent with those shown on the printed copy of e-Memorial Form.

Q22: Why should I add the e-Memorial Form to the trusted list of Adobe Reader before using the e-Memorial Form the first time? What can I do?
A:

In accordance with the security requirements of Adobe Reader, only files and folders that have been trusted can be exempted from the enhanced security's restrictions of Adobe Reader. As such, you are required to add the e-Memorial Form to the trusted list of Adobe Reader before you can use the form the first time. You can follow the step-by-step procedure here to add the e-Memorial Form to the trusted list of Adobe Reader.

Q23: Do I have to download the e-Memorial Form every time to obtain a unique serial number for each new memorial form?
A:

You only need to download and save the e-Memorial Form once for every personal computer. Once downloaded, the template can be used to prepare for any number of memorials. The e-Memorial Form will automatically generate a unique serial number and a corresponding barcode when each form is printed.

Q24: What type of printers can be used to print the e-Memorial Form with 2D barcode? Will I be notified by the e-Memorial Form program if the printer cannot meet the technical requirement?
A:

Any laser printer with at least 600 x 600 dpi resolution can be used for printing the e-Memorial Form with 2D barcode. You may refer to the printer specifications to check if your printer can meet this requirement.

Q25: Why does it take some time (about 20-30 seconds) to start the e-Memorial Form program?
A:

In order to run the e-Memorial Form effectively, your personal computer should meet a specific set of technical requirements. Please refer to the answer of Q2 under "General" for details.

Q26: I cannot get certain Simplified Chinese characters from a font type provided by the e-Memorial Form program. What can I do?
A:

You may try using other font types provided by the e-Memorial Form program to see if the required Simplified Chinese characters are available.

If you have installed Adobe Reader DC, you may also download and install the corresponding Adobe Reader DC Font Pack from the following link for inputting Simplified Chinese characters:

Adobe Reader DC Font Pack
https://helpx.adobe.com/hk_en/acrobat/kb/windows-font-packs-32-bit-reader.html

 
Q27: Why does the size of the 2D barcode printed on the e-Memorial Form vary?
A:

The size of the 2D barcode will vary depending on the volume of memorial data captured in the e-Memorial Form.

Q28: How to identify the version information of e-Memorial Form?
A:

You can find the version information (e.g., "Version Released in March 2018") of e-Memorial Form by selecting the "File → Properties → Description" option at the menu bar on the top of the Form as shown in the following guides:

Q29: What can I do if I cannot input certain Chinese characters into the e-Memorial Form?
A:

You are advised to download the latest version of e-Memorial Form which was released in March 2018 from the LR’s website for use as it supports the proper display of more Chinese characters by the font type "預設" provided in the e-Memorial Form. Besides, please check whether the software Adobe Reader (Traditional Chinese) DC or above is installed in your PC. If not, you are strongly recommended to download the same and the corresponding Adobe Reader Font Pack for use.