2d bar-coded SDLT1 Return failures

Since the introduction of 2d bar-coded SDLT Returns, we have been manually keying forms that fail to scan, to avoid delays in sending out certificates. But the numbers of 2d barcode scanning failures are growing. Approximately 3,000 - 4,000 each month are now manually keyed - creating more delays and using precious resources that could be better diverted elsewhere.

From 1 June 2007 we will start sending incomplete or incorrect returns back to customers - where possible, with an explanation as to why the form did not scan. A replacement form will then need to be re-submitted.

We appreciate this will cause some practitioners more work in the short term. However it will give us the opportunity to explain to agents - who at present are largely unaware that their forms are failing to scan - where the problems lie. This will help them get their forms right first time in future, which will be mutually beneficial.

So that customers are prepared for the change in approach (which has been agreed in consultation with the Law Society and other representative bodies) we will send a letter to those for whom we key a return from 19 March to 31 May 2007, explaining that the service will be withdrawn from 1 June.

If practitioners fail to send a replacement return back within the 30 day time limit, their client will be liable for a penalty. To avoid that happening, we undertake to return the incorrectly completed form immediately, and to warn the practitioner of this possibility.

To avoid having 2d bar-coded forms returned, make sure you haven’t made a common error.

The most common reasons that forms fail to scan:

  • a manual amendment or entry to a one of the minimum information required questions on the SDLT1 - these are not captured in the barcode
  • a ‘mix & match’ of pages, some containing the barcode and some that do not
  • Agent’s copy sent in error
  • the printer’s ink supply is incorrectly balanced, causing the barcode to become corrupted and unreadable
  • the printer is not set properly for this application (some forms print with a wide black margin which prevent them from being scanned)

The first, second and third bullets are user error. Any alteration made after the form is printed is not captured within the barcode. All pages in the form must contain the same bar -code.

For the fourth and fifth bullets, the printer/display settings may need to be adjusted.