PRACTICE DIRECTIONS

LEASE EXECUTION UNIT APPTICATIONS LODGEMENT

A. INTRODUCTION

The Director of Lands, Survey & Records is now issuing Practice Direction as an initiative to properly administer the management of land lease dealings lodged to seek ministerial approval and signature. And due to the ongoing concern for incomplete applications which often resulting in document being requisitioned, and complaints from lodging parties for unauthorized follow-up and collection of approved applications from this unit. The Practice Direction is issued purposely to guide all clients having interest in Land dealings and seeking information on all processes required to lodge specific application. This is a new initiative considered to assist our valuable clients in considering the requirement and the expectations the Department of Lands to provide professionally, the service requested. There will be some strict measures to be adopted just to ensure that all application lodged with this unit is properly managed accordingly.

PRACTICE DIRECTION No.1

AUTHORISED LODGEMENT PARTY

For any lodgments of application(s) made by, Real Estate Agent or Law Firm representative or individual, will be the only authorized personals to follow-ups and will be responsible for collecting any approved Land Transactions. 
lndividual referred to above, refers to clients representing himself or herself and those appointed by him/her, through a letter signed giving approval for lodging and collection of any lodged and proved application(s) 
All clients lodging applications to seek ministerial consents for approval, are required to produce the following requirements;

Lodgments Requirements:

l. For new lease - Urban Land (LR Form 4)
a) Triplicate copies of 43 LR Form 4 - Lease Form completely executed with copies of approved survey plan signed by parties to the agreement and lease schedules also initialed by all parties.
b) A copy of Land Management & Planning Committee (LMPC) "Approval Letter"
c) A copy of Council of Minister's (COM) "Approval Letter"
d) A copy of a Valuation Certificate
e) Receipt copy of Advance Land Rent
f) A Receipt copy of Lease Execution Fee - VT 17,500

II. For Derivative Lease(s) - (LR Form 4)​.
a) Triplicate copies of A3 LR Form 4 - Lease Form completely executed with copies of approved survey plan signed by parties to the agreement and lease schedules also initialed by all parties. 
b) A copy of Surrender of Head Lease 
c) A copy of Consent to Surrender 
d) A copy of Land Management & Planning Committee (LMPC) "Approval Letter"
e) A copy of "30 Days' Notice" letter of Surrender to the Survey Section 
f) Backdated Land Rent and Advance Land Rent + a copy of Valuation Certificate (if, Minister of Lands & Natural Resources is the " Lessor") 
g) (A copy a "Surrender of Lease Consultation form" (Consult with Disputing parties) (Applicable only to Disputed Rural Land where the Minister of Lands & Natural Resources is the "Lessor") 
h) A receipt copy of Lease Execution fee - VT 17,500 

lll. For a Sublease (LR Form 5)
a) Triplicate copies of 43 LR Form - Sublease Form completely executed signed by parties to the agreement and lease schedules also initialed by all parties. 
b) A copy of Head Lease to be attached for submission 
c) A copy of Valuation Certificate 
d) A receipt copy of Sublease 
e) A receipt copy of Sublease Admin Fee - VT 11,500

lV. For Variation of Condition of a Lease (LR Form 6)
a) Triplicate copies of43 LR Form 6- Variation of Condition of a Lease Form completely executed signed by parties to the agreement and initialed by all parties. 
b) ALL vacant land should and must insert "5 years development clause" upon request for lease extensions before Ministerial approval 
c) Lease subject to 2006 Land Rent Review must state the review in the Variations 
d) A copy of Head Lease to be attached for submission 
e) A copy of Valuation Certificate 
f) A receipt copy of Variation of Condition of Lease Admin Fee - VT 11,500

V. For a Surrender of a Lease (LR Form 7)  
a) Triplicate copies of A3 LR Form 7 - Surrender of Lease Form completely executed signed by parties to the agreement and initialed by all parties. 
b) A copy of consent signed - LR Form 20 
c) A copy of Head Lease to be attached for submission
d) LMPC Approval letter 
e) A copy of the '30 Days' letter to Survey Section 
f) A receipt copy of Surrender of Lease Admin Fee - VT 11,500

Vl. For Ministerial Consent on any land dealings (LR Form 20)
a) Triplicate copies of 44 LR Form 20 
b) Complete & signed application form - DOL Form 3 
c) Copy of Lease Register (for transfer(s) only) 
d) Receipts of outstanding Property Tax (Port Vila Municipality Council + SHEFA Province) and outstanding Land Rent (Enforcement Unit - Lands Deportment, MOLNR) 
e) A receipt copy for consent fee - VT 3,450 
f) lf transfer of lease, a copy of Sales and Purchase Agreement upon request 
g) identification of transferee(s): 
   1. lf company, provide a copy of certificate of incorporation and or Memorandum of Article of Association 
   2. lf individual- provide copy of identification; Passport, National lD or driver's license 
   3. A copy of a Residence Permit (applicable to Foreigners intending to purchase land) and, a letter appointing a representative in Vanuatu. 

"THIS PRACTICE DIRECTION IS EFFECTIVE AS OF
1st day of August 2024"