Official guidance, Tamil Nadu land law
Circular No. 24129/C1/2021, Photograph of Document Writer or Advocate, 2021
The Inspector General of Registration of the Tamil Nadu Registration Department issued Circular No. 24129/C1/2021, dated 4 August 2021, requiring registered documents to carry a printed photograph and signature identifying the document writer, advocate or other person who prepared the document. The procedure applies from 9 August 2021 and is intended to help registration officials investigate and prevent fraudulent documents.
What the circular changes
Circular No. 24129/C1/2021 of the Tamil Nadu Registration Department adds an identity requirement for the person who prepares a document presented for registration. The department introduced the procedure because investigations had found documents containing signatures falsely attributed to document writers or advocates, making the actual preparer difficult to identify.
The procedure applies from 9 August 2021. It is relevant to document writers, advocates, people preparing documents through Registration Department online facilities, parties presenting documents, and registration officials.
Requirements for the final page
Circular No. 24129/C1/2021 requires the final page of a document to contain:
- The name of the document writer or advocate who prepared it.
- The licence number of the document writer or advocate.
- A scanned passport-size photograph of that person, printed as part of the document near those details.
- The document writer's or advocate's signature beside the printed photograph.
The circular explains that document writers record their name and licence number and sign the final page under the Tamil Nadu Document Writers Licence Rules, 1982. It states that advocates follow the same method when preparing documents.
Documents prepared online or privately
Circular No. 24129/C1/2021 also covers documents prepared by a person using the facility or draft documents available on the Registration Department website. The preparer's photograph must be printed in the place where that person signs as the preparer.
If a document is privately drafted without using the website facility, it must be signed as prepared by a document writer or advocate.
Checks by registration officials
Circular No. 24129/C1/2021 directs a Sub-Registrar who doubts whether the printed photograph belongs to the named document writer or advocate to call that person to the office. Registration must proceed only after questioning the person and confirming that the photograph is theirs.
District Registrars and Deputy Inspectors General of Registration must ensure that Sub-Registrars follow the procedure. The circular also requires acknowledgements of receipt to be collected through the registration administration.
Existing identity safeguards
The Tamil Nadu Registration Department notes that photographs and left thumb impressions were already compulsory for parties to sale documents, and for the person presenting other documents such as mortgages, leases, settlements, gifts, wills and powers of attorney. Identifying witnesses were also required to have specified personal details recorded and their identity cards scanned.
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Common questions
From what date must the preparer's photograph appear on a document?
The procedure under Circular No. 24129/C1/2021 applies from 9 August 2021.
Where must the document writer's or advocate's photograph appear?
A scanned passport-size photograph must be printed on the final page near the preparer's name, licence number and signature.
Can I prepare a document using the Registration Department website?
Yes. If a person uses the website facility or its draft documents, that person's photograph must be printed where they sign as the preparer.
What happens if the Sub-Registrar doubts the preparer's photograph?
The Sub-Registrar must call the document writer or advocate to the office, question them and confirm that the photograph is theirs before registering the document.
