Circular Na.Ka.No. 54841/C1/2018-2, 14 December 2018
The Tamil Nadu Registration Department issued Circular Na.Ka.No. 54841/C1/2018-2 dated 14 December 2018, directing registration offices to provide digitally signed encumbrance certificates and certified copies with quick codes within fixed deadlines. It covers certificates prepared from both computerised and non-computerised records and requires daily monitoring by senior registration officials.
What the circular governs
The Tamil Nadu Registration Department Circular Na.Ka.No. 54841/C1/2018-2 dated 14 December 2018 sets delivery deadlines for encumbrance certificates and certified copies. It applies to documents carrying a quick code and the registration officer’s digital signature, including documents delivered through an applicant’s online login.
The online facility was inaugurated by the Chief Minister of Tamil Nadu on 10 December 2018. Applicants can apply online and receive eligible digitally signed encumbrance certificates and certified copies through their login.
Who it affects
Circular Na.Ka.No. 54841/C1/2018-2 affects people applying for encumbrance certificates or certified copies from registration offices. Property buyers, owners and professionals may rely on these documents when checking registered transactions or obtaining copies of registered documents.
The instructions also apply to registration officers responsible for preparing and delivering the documents. District Registrars and Deputy Inspectors General of Registration must monitor pending cases through the management information system every day.
Delivery deadlines
The Tamil Nadu Registration Department prescribed the following time limits:
- An encumbrance certificate prepared from computerised data must be digitally signed, given a quick code and sent to the applicant’s login within 3 days. The day on which the application is approved is excluded.
- An encumbrance certificate for a non-computerised period must be prepared and delivered within 4 days. The day on which the application is approved is excluded.
- A certified copy prepared from computerised data must be digitally signed, given a quick code and sent to the applicant’s login within 3 days. The day on which the application is approved is excluded.
- A certified copy relating to a non-computerised period must be prepared and delivered within 3 days. The day on which the stamp paper is supplied is excluded.
Monitoring and delay
Circular Na.Ka.No. 54841/C1/2018-2 states that delays in these services will be viewed seriously. District Registrars and Deputy Inspectors General of Registration must review the relevant management information system reports daily and ensure that the public receives encumbrance certificates and certified copies within the prescribed periods.
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Common questions
How quickly should I receive an online encumbrance certificate from computerised records?
It must be prepared and sent to your login within 3 days, excluding the day on which the application is approved.
What is the deadline if the encumbrance certificate covers a non-computerised period?
The certificate must be prepared and delivered within 4 days, excluding the day on which the application is approved.
When should a digitally signed certified copy reach my login?
A certified copy prepared from computerised data must be sent to your login within 3 days, excluding the application approval date.
Who checks whether registration offices meet these deadlines?
District Registrars and Deputy Inspectors General of Registration must review management information system reports every day and ensure timely delivery.
