How to conduct an official land search in Kenya (step-by-step)
Buying land? An official land search confirms ownership, encumbrances and legal status before you pay. Below is a clear, step-by-step guide for both online and in-person searches with legal checks to reduce the risk of fraud.
Quick overview (why it matters)
A land search verifies that the title deed number (or parcel/plot number) exists in the Lands Registry, shows the registered owner(s), and flags charges, caveats or disputes. This is the single most important due-diligence step before any transaction.
Step 1 Gather the required details & documents
Before you start you should have at least one of the following: the title deed number, parcel/registration number, or a precise property description (county, sub-county, location). Bring copies of the seller’s ID and KRA PIN if you’re doing a manual search. These are commonly requested for filing the search.
Step 2 Choose online (recommended) or manual search
Online (fastest): Use the official Lands digital platforms Ardhisasa (Ministry of Lands portal) or the national eCitizen service to request a land search and download the result. These portals centralise land-registry services and are increasingly the primary channel for title checks.
Manual (older records / county offices): Visit the local Land Registry where the property is registered. Request and complete the Land Search form (often referred to as Form RL 26) and submit copies of the title deed and IDs as required. Manual searches remain necessary for older or rural records that aren’t digitised.
Step 3 Fill the search form and pay the fee
Online: Log into eCitizen or Ardhisasa, choose Ministry of Lands → Land Search, enter the title number or parcel details, and complete payment (M-Pesa, card or bank). Manual: submit RL 26 at the registry counter. There is a nominal official fee for a land search commonly quoted around Ksh 500, but always confirm the current rate on the Lands portal or with the registry (fees are periodically updated).
Step 4 Receive and read the search report carefully
The official search result will show: registered owner(s), title type (freehold/leasehold), encumbrances (mortgages), caveats, pending transfers and land area. If the document shows any caveat, charge or an unexpected owner, do not proceed with payment until the issue is resolved. Ask the registry to explain any technical entries you don’t understand.
Step 5 Confirm the physical title deed & perform anti-fraud checks
Compare the search report to the seller’s physical title deed (matching title number, owner names, and parcel details). Beware of forged or altered deeds. Fraudsters sometimes produce convincing fakes. When in doubt, request a certified copy from the registry and consider hiring a conveyancing lawyer or licensed surveyor to verify the plot coordinates and boundaries.
Step 6 Next steps after a clean search
If the search is clean: proceed with a sale agreement, pay via traceable methods, and start the transfer process (sale agreement registration, transfer documents and stamp duty where applicable). If there are encumbrances, get written clearance from the charge holder or resolve disputes legally before transfer.
Practical tips & red flags
- Always insist on an official search receipt and a certified printout from Ardhisasa/eCitizen.
- Red flags: title number mismatches, multiple recent transfers, caveats, mortgages not disclosed by seller, and sellers who refuse a registry check.
