Long Term Lease -Process Manual
- Procedure of Long Term Leasing
- 01. To obtain the relevant reports for submission to the recommendation of Provincial Land Commissioner according to the list of the applicants recommended for providing deeds under Long Term lease by a scattered land Kachcheri
- I. The letter of request of the applicant
- II. Condition report (, the report should be obtained according to the annex No.1 in 04 copies from the Grama Nildhari Division to which the plot of land belongs to)
- III. Tracing (a survey order should be sent to the Kachcheri Surveyor of the Provincial Land Commissioner’s Department after having obtaining the number from the Survey Order Register using the format mentioned in annex 2 )
- IV. Concurrence of the local government institution (Concurrence of the Municipal Council has to be obtained if the land is situated within the Municipal limit, or of the Pradeshiya Sabha, if the land is situated in Pradeshiya Sabha limit)
- V. Appendix No. 19 (annex No.3 )
- VI. Appendix No. 17 (annex No.4 )
- VII. An affidavit ensuring payment of taxes (Annex No.5)
- VIII. Notification el 21 (2) (Annex No. 6)
- 02. Submitting all the documents indicated above in three copies to the Provincial Land Commissioner. All documents should be correctly perfected.
- 03. The Provincial Land Commissioner must submit the above document to the Commissioner General of Land, and after having obtained the approval to issue of land under long term lease, the Divisional Secretary must be notified thereto.
- 04. According to the letter of approval the Commissioner General of Lands
I for obtaining the plan, a survey order through G.A.F( ආ.ඒ.අ.) 8 format (annex 7)should be submitted to the Superintendent of Survey, in two copies. Copies of the covering letter should be forwarded to the Commissioner General of Lands, Provincial Land Commissioner, and to the lessee
N.B: A certified copy of the letter of approval should be sent to the Commissioner General of Lands
- To inform the lessee to pay the relevent charges to prepare the plan when intimation is received thereto from the District Surveyor
- After obtaining the plan
Sending a request to the Chief Valuver to obtain a tax report for the relevant year in which lease is approved as indicated in the letter of Commissioner General of lands. Copies of the covering letter should be forwarded to the Commissioner General of Lands, Provincial Land Commissioner, and to the lessee
N.B : A certified copy of the letter of approval should be sent to the Commissioner General of Land
- iv. To obtain the lease tracings, two copies on G.A.F 118 (ආ.ඒ.අ.118) format should be submitted to the District Superintendent of Survey .one copy should be submitted to Commissioner General of Lands
N.B : A certified copy of the letter of approval should be sent to the Commissioner General of Lands
v.. To inform the lessee to pay the relevant survey charges to prepare the lease tracing when intimation
is received thereto from the District Superintendant of Survey.
- vi. After obtaining the tax report-
According to the letter of the Commissioner General of Land, calculating the tax from the year of approval of the land for leasing upto the present year of calculating of the relevant annual rent charges and term charges/fine payments and submitting it for the colony officer for corrections and later send for the approval of the Divisional Secretary.
- When approval is given, to inform the lessee to pay the tax charges as per lease agreement. (An example is attached as annex No.9) A copy should be sent to the Grama Niladhari
- To file a certified copy of the receipt in the Long Term Lease File upon paying the tax
- Inform the Grama Niladhari to hand over the undisputed possession of the land by annex No. 10 after having paid tax.
- x. After handing over the possession, inform the Commissioner General of Lands through the Provincial Land Commissioner the date of handing over of the undisputed possession of the land with a certified copy of the valuation report and a certified copy of the receipt on tax payment
- xi. To file the letter of the District Superintendant of Survey in the file which informs the lease diagram has been sent to the Commissioner General of Land. The Lease Diagram number in this is really important.
- When the Commissioner General of Lands send the draft of the deed of lease with four copies for revision, check the correctness of the deed of lease and call the lessee and get his signature in the relevant places of the copy of the deed of lease, inserting the National Identity Card Number and its date of issue, with signatures of two witnesses and refer it back to the Commissioner General of Lands with the official seal
- After receiving the deed of lease, register it in the Registrar Office and the original copy should be given to the lessee. Duplicate copy of it should be filed in the Deed of Lease File. Certified copy of the deed of lease should be forwarded to the Provincial Land Commissioner and one should be in the file which is maintained under the name of the lessee.
- Ledger copy prepared according the Circular No 96/05 of the Commissioner General of Lands should be annexed to the File of Ledger copies.
- Lessee should be informed in writing, one month prior to the date of paying the tax as ordered in the deed of lease
- A certified copy of the tax payment receipt should be attached in the file maintained under the name of the lessee
- To enter the details of the tax paid in the relevant ledger folio, with the signatures of the subject clerk and the staff officer.
- Name of the tax payer should be included in the register after paying the tax
- The amount of tax monthly received should be informed to the Commissioner General of Lands
- The Circular No 96/05 of the Commissioner General of Lands related to recovery of taxes should be studied well and take action accordingly.
