LANDSHILOH · DUE DILIGENCE
Conflicting parcel records should be documented and reconciled, rather than resolved by choosing the most attractive number or map. A discrepancy register identifies the sources, the decision affected and the professional work needed to explain the difference.
Build a discrepancy register
Give a discrepancy its own entry rather than hiding it in meeting notes. Record the conflicting sources, the decision affected, the reviewer and the evidence needed to reconcile them. For example, a survey, legal description and assessor map may show different acreage figures. Keep the figures and their purposes visible until the appropriate professional explains the difference.
Use four statuses: not investigated, evidence received, reviewed with limits, and resolved for the stated decision. The last label should name the decision and reviewer. A document’s arrival is not equivalent to a favorable professional conclusion.
Preserve both versions before seeking clarification
Save the original documents with their dates, references, exhibits and qualifications. State the apparent disagreement precisely: an acreage figure, a route location, an improvement description or a status. Explain how the difference could affect the intended use or transaction. Do not edit a source image to make it agree with another record.
Identify the appropriate reviewer for the issue. A surveyor, title professional, authority or other specialist may need different supporting material. Record the review scope and response, then update the working plan and marketing information where appropriate. Close the register entry only for the question actually answered, leaving related matters open when they require separate evidence.
Working record
For each decision gate, keep the evidence, reviewer, date and remaining condition together. A completed task and a favorable conclusion are different entries.
- Conflicting sources and dates
- Precise disagreement
- Effect on the planned decision
- Reviewer and scope
- Explanation and remaining limitations
Illustrative example
An assessor display lists ten acres while another document describes a different area. The register preserves both figures and asks for appropriate reconciliation. It does not automatically adopt the larger figure to produce a lower price per acre.
Fictional example for explaining the process, not a listing, valuation or approval.
Does the newest record automatically replace the older one?
Not necessarily. Currency is one factor, but source purpose and authority also matter. Ask the appropriate professional how the records relate to the particular question.
General education from LandShiloh. Apply current records and appropriate professional review to the particular parcel, jurisdiction, proposal and transaction. This article does not supply an approval, legal opinion, financing commitment or property certification.