These files comprise correspondence, survey drawings and maps, and a variety of forms used to register and evaluate applications for Deeds of Grant. Some files may also contain a note acknowledging receipt of payment for the Deed and a letter granting approval for a Deed to be issued. The date of issue was generally recorded on the front of the file.
The four most commonly used forms are described below: A form entitled Description was used to record the proper location and proportions of the road/allotment/land concerned. The following details were recorded; acres/roods/perches, county, parish, portion number, commencing (situation of land) and dimensions. Book of reference of road (declaration of new road) under the Act of Council 4 William IV, No. 11. This form records the following details: number, portion of road, reputed owner, occupier, character of land, bearings, length in chains, enclosures, cultivation, breadth of road, area and remarks. Requisition for the issue of a Deed of Grant. This form records the following details: date, area, section, date of application, price, selection number, district, portion number, parish and county. These details are followed by a clause granting permission and signed by the Under Secretary for the Public Lands Department. Schedule of roads to be closed. This schedule lists applicant, situation, parish and area.
Also included among these files are a number of miscellaneous correspondence items and memoranda relating to requests made for copies of surveys done by the Survey Office, etc. There may not be a file containing the original correspondence requesting or granting a Deed of Grant. Earlier files (dated pre 1859) include correspondence between the New South Wales Surveyor-General's Office and the Surveyor-General's Office in Brisbane.