Letter No. 25600/C1/2018, Verification of Prior Registered Documents
The Head of the Tamil Nadu Registration Department issued Letter No. 25600/C1/2018 dated 13 June 2018 to clarify how prior registered documents must be checked during property registration to prevent fraudulent registrations. It requires prompt verification, certification and scanning of the first page, prohibits registration offices from retaining originals for scanning, and provides exceptions for documents held by lenders, promoter sales, government bodies and other specified cases.
What the clarification governs
Letter No. 25600/C1/2018 dated 13 June 2018, issued by the Head of the Tamil Nadu Registration Department, explains how Sub-Registrars must verify prior registered documents presented in connection with immovable property registrations. The guidance follows Circular No. 25600/C1/2018 dated 7 June 2018 and responds to questions received from the public.
Verification and return of originals
The Tamil Nadu Registration Department directs registration officers to:
- Check the original prior registered document at the time of registration.
- Write "verified" on its first page, add the date and obtain the Sub-Registrar's signature.
- Scan only that page and return the original immediately.
- Never retain an original prior document in the registration office for scanning.
Until the software permits an attachment to be scanned before the main document, the certified first page must be scanned and stored separately. The file must carry the number of the document being registered. Where two prior documents are checked, separate numbered references must be used.
When an original may not be required
Letter No. 25600/C1/2018 provides these clarifications:
- If the original is deposited with a nationalised bank, private financial institution or non-banking financial company registered with the Reserve Bank of India, a certificate from that institution identifying the document is sufficient. The certificate must be scanned as the reference document.
- For a newly created plot development or apartment project, the promoter's original prior document is required only for the first sale. Later promoter sales do not require it. A buyer reselling a plot or apartment must present the original prior document for verification.
- Prior documents need not be requested for conveyances made by government departments, local bodies and listed government organisations, including the Tamil Nadu Housing Board, Tamil Nadu Slum Clearance Board, SIPCOT, Chennai Metropolitan Development Authority, Tamil Nadu Police Housing Corporation, SIDCO, Tamil Nadu Industrial Investment Corporation, TIDCO and ELCOT.
- Where a partition or similar document identifies the person retaining the original, that original is compulsory for registration involving the property allotted to that person, but not for property allotted to others.
Laminated or fragile documents
For a laminated original, the first page may be scanned without adding the "verified" endorsement. If a thick, fragile or laminated document cannot be scanned, the registration officer must record that fact on white paper, sign it and scan that statement instead.
This summary is generated from the source document to help you find what is relevant. The PDF above is authoritative. For advice on your own property, use LandLens One or speak to a qualified professional.
Common questions
Can a Sub-Registrar keep my original prior document for later scanning?
No. Letter No. 25600/C1/2018 dated 13 June 2018 directs the registration office not to retain an original for scanning. It must be checked during registration, its first page scanned as applicable, and the original returned immediately.
What can I submit if my original document is deposited with a bank or lender?
You may submit a certificate from the nationalised bank, private financial institution or Reserve Bank of India registered non-banking financial company holding the original. The certificate must identify the document, and it will be scanned as the reference document.
Must a promoter produce the original parent document for every plot or flat sale?
No. For a new plot development or apartment project, the original prior document is required only for the first sale by the promoter. A purchaser who later resells the plot or apartment must present the original prior document for verification.
What happens if a laminated original cannot be marked or scanned?
A laminated document may have its first page scanned without the "verified" endorsement. If it is too thick or fragile to scan, the registration officer must sign and scan a written statement recording that it could not be scanned.
