Title Deed Preparation Process for Plot No.

15, Block "D" -Kinondoni Municipal

Authority, Dar es Salaam

Based on the Tanzania land registration procedures, a comprehensive response to queries as an

Authorized Land Officer (ALO): The process follows the Land Act 1999 and Land Registration
Act 2004 framework:

a) Procedures to Follow

[Link]
 Client has to submit an application letter for title deed preparation
 Receive the client's application along with all required documents from Kwetu
Property Developers to the land officer so as to open file, whereas file number
will be awarded as well as transaction number (KND)
 Verify the authenticity of the surveyed plot documents, including the survey plan
and sale agreement

 Conduct a search at the local land office to confirm no prior claims exist on the
property

 Land officer has to make physical inspection of the plot to confirm boundaries
match the survey plan
 A client should fill land form number 19 to be signed by the Authorized land
officer
 Land officer will be required to scan all documents including sale agreement, land
form no.19 for approval to the authorized land officer and preparation of a control
number for payment
[Link] DATA
 Here all particulars of a client will be uploaded by the land officer to the
Integrated Land Management Information System (ILMIS) such as names of the
client, Number of the plot,
 Terms of allocation which currently is 99 years according to the late president J.P
Magufuli, where previously were three terms of ownership named 33 years for
residential purpose and small businesses, 66 years for commercial purpose, 99

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 years especially for large investments. The big reason was to gain renewal fees
 There are four ownership periods which are 1st January, 1st April, 1st July and 1st
October.

[Link] PLANNING OFFICE

Because the plot was already surveyed thus a town planner have to access and demarcate
the land use according to the town planning drawing of a registered survey, the following
are shows town planner's main functions regarding a surveyed plot:
 Planning and Land Use Designation; The planner evaluates the surveyed plot to
determine its most appropriate use of the plot. This might be residential,
commercial, industrial, recreational, or mixed-use, based on the town's
comprehensive plan and zoning regulations.
 Site Analysis and Assessment; Using the survey data, the planner analyzes the
plot's physical characteristics (topography, soil conditions, access points,
utilities), environmental features (vegetation, water bodies, ecological
sensitivity), and surrounding context (neighboring properties, infrastructure,
existing development patterns).
 Zoning and Regulation Compliance; The planner ensures the plot complies with
local zoning laws and building codes. If development is proposed, they verify
that the intended use aligns with zoning requirements or determine if variances or
rezoning are necessary.
 Environmental and Social Impact; The planner considers potential environmental
impacts and community effects, ensuring that development respects natural
features, protects heritage sites, and contributes positively to neighborhood
character and livability.
 In essence, the surveyed plot is the physical foundation, and the planner's role is
to translate that spatial information into sound, strategic decisions that benefit
both the property owner and the wider community.

[Link] OFFICE

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 After the town planner's assessment, the valuation office plays a crucial role in
determining the financial obligations associated with the surveyed plot.
 Determining Land Value and Premium ("Kodi"); The valuation office assesses the
plot and calculates the premium based on established land rates according to the
official land rate schedules that vary by location, zone, and land use classification.
Areas with higher demand, better infrastructure, or premium locations command
higher rates per square meter or unit area.
 Property Valuation; Using the survey measurements and the applicable land rates,
the office determines the total value of the plot. This provides the basis for
calculating any premiums or development charges owed.
 The premium represents an additional payment required beyond the base land
value. It compensates the local authority or government for granting development
rights, improving infrastructure to serve the plot, or recognizing the plot's
enhanced value due to public investments in the area.
TO THE AUTHORIZED LAND OFFICER
Role of the Authorized Land Officer (Commissioner's Representative at the municipal
level)
 Once the valuation office has determined the premium amount, the assessed
information is forwarded to the authorized land officer at the municipal level, who
acts as the commissioner's representative. This officer's responsibilities include:
 Receipt and Documentation; The land officer receives the valuation assessment
and establishes official records of the determined premium and land rent
obligations for the surveyed plot.
 Receipt Printing and Issuance; The officer is responsible for printing official
receipts for payment of land rent and premium. These receipts serve as legal
documentation of the property owner's financial obligations and proof of payment
when settled.
 Payment Processing; The land officer manages the collection and recording of
payments from property owners. Once payments are received, appropriate
receipts are issued, and records are updated in the municipal land registry.
 Legal Authorization; As the commissioner's representative, the land officer has

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 the authority to certify and validate these financial obligations, making the
receipts legally binding and recognized documents within the municipality.
 Record Keeping; The officer maintains comprehensive records linking the
surveyed plot, its valuation, assessed premiums, and payment status, which
becomes part of the official municipal land administration system.
 This step essentially formalizes the financial obligation and creates the official
payment mechanism, bridging the valuation process with actual revenue
collection and ensuring proper governance of land transactions at the municipal
level
PREPARATION OF PLOT HISTORY AND CERTIFICATE OF OCCUPANCY
This is a critical step in formalizing land ownership and use rights; after processing
payments and establishing records, the authorized land officer prepares two essential
documents:
i. Plot History; The land officer compiles a comprehensive historical record of the
surveyed plot that includes: Survey details and measurements, Previous
ownership history (if applicable), Valuation assessment and determined premium
amount, Payment records and receipts, Land use classification and zoning
designation, Any encumbrances, restrictions, or conditions affecting the plot
ii. Certificate of Occupancy; This official document certifies that: The plot has been
properly surveyed and registered, All required premiums and land rent have been
paid (or payment arrangements are in place), The holder has legal right to occupy
and use the plot according to the designated land use, The plot complies with
municipal regulations and planning requirements, The certificate serves as proof
of legal occupancy and title protection, Submission to Commissioner for
Verification — The land officer forwards both documents to the commissioner for
official review and verification.
The commissioner examines these documents to ensure: All procedures have been properly
followed, all financial obligations have been satisfied, the plot history is complete and
accurate, The Certificate of Occupancy is justifiable and legally sound, Once the
commissioner verifies and approves these documents, they become official records that
establish the holder's legal right to the plot

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 CERTIFICATION BY LAND REGISTRATION OFFICER
The land registration officer receives the verified Certificate of Occupancy (CRO) from the
commissioner and the land registration officer certifies the CRO, transforming it into an official
title deed.
TITLE DEED ISSUANCE
Once certified, the CRO officially becomes a title deed, a legal document that establishes
ownership, defines property boundaries, and protects the holder's rights to the land.
Finally, the property owner (client) must Visit the land registry office with proper identification

This completes the entire land administration process from survey to final ownership
documentation

b) Types of Documents to Prepare and Their Contents

[Link] Resolution (from Kwetu Property Developers Ltd)

 Body Resolution Protects the buyer by confirming that Kwetu Property Developers
Ltd had legitimate authority to sell the property and that the sale was properly
authorized at the corporate level.
 Corporate board or management resolution approving the sale, Authorization to
transfer the property to the buyer, Confirmation that the company has legitimate
ownership rights, Company seal and signature of authorized representative(s), Date of
resolution, Board meeting minutes reference, Legal authority for the transaction,
Proof that the company has proper corporate standing to sell

[Link] Search from BRELA (Business Registration and Licensing Authority)

 BRELA Search Verifies the seller's legitimacy and active status, protecting against
fraud and ensuring the company has legal capacity to conduct the transaction. It
proves the company is not defunct, suspended, or operating illegally.
 Verification that Kwetu Property Developers Ltd is an active, registered company
 Current registration status and validity, Company registration number, Date of
registration and renewal status, Authorized directors and company officers,

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 Registered business address, Type of business (property development), Confirmation
of good standing with no suspension or cancellation, BRELA official seal and
signature, Date of search certificate
[Link] Agreement
Purchase price agreed upon, Buyer and seller identification, Property description and
location, Terms and conditions of sale, Payment terms and schedule, Date of agreement
and signatures, Witnesses and notarization

[Link] Form No. 19 (Application for Registration of Title)

Applicant's full details and identification; Plot description and survey reference, Basis of
claim to the land (purchase from Kwetu Property Developers Ltd), Declaration of
ownership intent, Signature and date of applicant, Land officer's receipt and processing
stamp, Reference number for tracking the application, Confirmation that form has been
received and processed

[Link] of Payment

Official confirmation that all premiums and land rent have been paid; Itemized
breakdown of amounts paid (Premium amount, Land rent amount, Any processing or
administrative fees), Payment date and method (cash, bank transfer, etc.),
Receipt/transaction reference number, Land officer's or municipal cashier's signature and
stamp

[Link] Assessment Report

Surveyed plot dimensions and area, Applicable land rates per unit area, Total land value
calculation, Premium/Kodi amount determined, Land rent obligations, Breakdown of
charges and fees, Official valuation seal and signature

[Link] Receipt/Invoice (from Land Officer)

Official receipt number and date, Payer identification (Kwetu Property Developers Ltd
initially, then buyer), Amount of premium paid, Amount of land rent paid, Balance (if
any outstanding), Land officer's certification and stamp, Date of payment

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[Link] History Document (from Land Officer)
Complete chronological record of the plot, Previous ownership details, Survey
information and dates, Valuation details, Payment history and receipts, any liens or
encumbrances, Land use classification history, administrative actions taken, Official
compilation and certification
[Link] of Occupancy (CRO)

Official certification of legal occupancy rights, Plot identification and survey reference,
Holder's name and identification details, Land use classification and permitted uses,
Confirmation that premiums and rent are paid, Any conditions or restrictions on use,
Validity period (if applicable), Land officer's signature and municipal seal, Date of
issuance.

[Link] Deed (Final Document from Land Registry)

Certified conversion of the CRO, Unique title deed number and reference, Owner's name,
identification, and address, Complete plot description and boundaries, Survey plan
reference, Area in square meters, Land use classification, Confirmation of payment of all
obligations, Statement of ownership and rights, Any registered restrictions or easements,
Land Registrar's official seal and signature, Date of registration, Registry reference and
index number

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c)Role of the Authorized Land Officer (ALO)

The authorized land officer (Afisa Ardhi Mteule) is a specially designated representative of
the commissioner at the municipal level with higher authority and specific responsibilities:

i. Verification and Signing of Land Form No. 19; Receives and officially verifies Land
Form No. 19, Examines completeness and accuracy of the application, Signs and
stamps the form with authority to authenticate it, this signature carries the
commissioner's delegated authority, officially registers the application in the system
ii. Preparation and Authorization of Government Dues; Calculates all government dues
and fees, Prepares the official government dues statement/invoice, Signs the dues
document with authority, His signature on government dues makes them legally
binding, ensures compliance with official fee schedules, Issues the dues demand to
the applicant
iii. Approval and Transfer of Ownership; Conducts final verification that ownership can
be legally transferred, Reviews all documentation and confirms legitimacy, Verifies
that Kwetu Property Developers Ltd had authority to sell, Confirms all financial
obligations are satisfied, Makes the authoritative decision to approve ownership
transfer, Signs the ownership approval with official commissioner authority, This
signature officially transfers ownership rights to the buyer, His approval is the legal
mechanism that finalizes the transfer
iv. Official Authorization and Certification; Acts with delegated commissioner authority,
His signatures and stamps carry weight of government authority, can authenticate and
certify documents on behalf of the commissioner, Provides the legal foundation for
subsequent steps in the title deed process
Associated Fees and Charges and the Associated Payment Modality
 Fees include:
i. Application fee; TZS 5,000
ii. Premium
iii. Certificate of occupancy fee; TZS 25,000
iv. Stamp duty; Applied on the sale agreement as per the Stamp Act - calculated at
1% on the agreed sale price

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 v. Land rent depending on location of the plot, area of the plot and use of the plot.
vi. Registration Fee: Variable based on property value, typically a percentage of the
transaction value
 Payment Modality:
The fees payment at Kinondoni Municipality is indeed done through a control number
system.

c) Client's Role in the Process

Mr. Mawazo Masumbuko Chitembo should:
i. Submit Complete Documentation: Provide all required documents from the
developer without delay
ii. Payment of Fees: Ensure timely payment of all prescribed fees and charges
iii. Attend Verification Meetings: Be available for any queries or clarifications
needed during processing
iv. Collect the Title Deed: Collect the final title deed from the municipal office
within the specified timeframe
v. Verify Accuracy: Review the title deed carefully to ensure all details are correct
before acceptance

d) Necessary Documents from Kwetu Property Developers

Kwetu Property Developers Ltd must provide:
i. Surveyed Plan with survey number: Original or certified copy showing plot
boundaries, dimensions, and location
ii. Sale Agreement: Executed and signed agreement of sale containing terms and
conditions
iii. Body Resolution; Official corporate authorization document, Board or
management resolution approving the sale to the buyer, confirms that authorized
representatives have legal power to sell, Company seal and signatures of
authorized directors/officers, Date of resolution meeting, Proof of proper
corporate governance, Reference to board meeting minutes
iv. Official Search from BRELA (Business Registration and Licensing Authority)

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 v. Company Registration Verification: Confirms that Kwetu Property Developers
Ltd is a legally registered company through accessing the Active Status,
Registration Number, Date of Registration, Company Directors, Registered
Address, Type of Business (Confirms the company is registered as a property
developer), Good Standing (Certifies the company is in good standing with no
adverse actions), BRELA Official Seal and Signature, Search Date
vi. Tax Compliance Certificate: Evidence that the developer has complied with tax
obligations
vii. ID documents of representatives: Director/authorized signatory identification for
verification
e) Processing Timeline
According to standard procedures in Tanzania, the processing period is typically Seven
(7) days from the date of complete application submission, provided: All required
documents are submitted, all fees are paid, no complications or disputes arise, the land
office is not overloaded with applications.

f) Treatment of Marital Status Change (Post-Purchase Marriage)

Since Mr. Mawazo married after purchasing the plot from Kwetu Property Developers,
the treatment during title deed preparation would be:

However, considerations include:

1. Matrimonial Property Regime: Tanzania recognizes different property regimes. If the

couple operates under a community of property regime (default under customary law),
spousal rights may arise

2. Registration Options:

 Option A (Recommended): Register in his sole name as purchaser, with a note

indicating marital status at registration date

 Option B: If both parties consent, register jointly with both as proprietors

3. Spousal Consent Requirement: If joint registration is contemplated, the wife must:

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  Provide written consent

 Present proof of identity

 Be examined separately to confirm genuine consent (to prevent fraud)

4. Documentation Required:

 Marriage certificate (certified copy)

 Wife's national identification

 Joint consent document (if joint registration is chosen)

5. Legal Implications:

 Sole registration protects his pre-marital acquisition rights

 Joint registration provides spousal security but requires both signatures for future
transactions

 The choice affects inheritance and matrimonial property division in case of

divorce

Recommended Procedure: Register in Mr. Mawazo's sole name, noting the marriage date,
unless both parties expressly request joint registration with proper legal counsel.

g) Procedures for Subsequent Sale of the Plot

If Mr. Mawazo decides to sell the plot to capitalize on the value increase from obtaining the title
deed, the following procedures apply:

1. Pre-Sale Preparation:

 Ensure title deed is in his possession and is legitimate

 Verify no restrictions or encumbrances on the property

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 Identify a potential buyer

 Prepare a valuation of the current property value

2. Sale Agreement Preparation:

 Engage a lawyer to draft or review the sale agreement

 Include agreed purchase price, payment terms, and conditions

 Specify date of transfer of possession

 Include representations and warranties from the seller

 Define dispute resolution mechanisms

3. Buyer's Due Diligence:

 The buyer should conduct a land registry search to confirm clear title

 The buyer verifies identity and documents

 Site inspection to confirm plot details

4. Transaction Processing:

 Both parties sign the sale agreement

 Stamp duty is calculated on the new sale price and paid to TRA

 Buyer's registration application is submitted to the ALO

 All documents are submitted to the municipal land office

5. ALO's Role in the Transfer:

 Verify the seller's current ownership via title deed

 Confirm no outstanding disputes or mortgages

 Process the buyer's registration application

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  Cancel the current proprietor entry for Mr. Mawazo

 Register the new proprietor (buyer)

 Issue a new title deed to the buyer

6. Post-Sale Obligations:

 The seller must deliver all original documents to the buyer

 Local authority is notified of the change in proprietorship

 Property tax records are updated

 Any utility connections are transferred to the new owner

7. Specific Documents Required:

 Original title deed from Mr. Mawazo

 Sale agreement (stamped)

 Identification of both seller and buyer

 Proof of payment by the buyer

 Transfer application form

Timeline: The complete sale process typically takes 14-30 days depending on completeness of
documentation and verification requirements.

Note: As ALO, I would ensure that all procedures are followed transparently and that both
parties understand their obligations and rights throughout the transaction.

Summary: This process ensures secure property rights, protects all parties, complies with
Tanzania's legal framework, and establishes clear ownership records in the land registrypage

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