Circular (Translated Version) No.33912/R3/2021 dated 09.10.2021

What the circular does

Circular (Translated Version) No. 33912/R3/2021 dated 9 October 2021 provides the administrative process for conducting Registration Grievance Redressal Camps. The Office of the Inspector General of Registration, Chennai, issued it following Government Order Ms. No. 118, Commercial Taxes and Registration Department, dated 29 September 2021.

The camps are intended to receive registration related complaints directly from members of the public and arrange action or solutions through registration officials.

Who it affects

The Registration Grievance Redressal Camp procedure affects members of the public who want to submit registration related grievances, including property registration complaints. It also assigns responsibilities to Deputy Inspectors General of Registration, District Registrars, District Registrars (Audit), Assistant Inspectors General of Registration, Sub Registrar Offices and supporting staff.

Priority must be given to:

• Senior citizens.
• Persons with physical disabilities.
• Women.

Camp schedule and public facilities

Registration Grievance Redressal Camps must be conducted every Monday at all offices of the Deputy Inspector General of Registration and District Registrar.

Key arrangements include:

• Camps must begin at 10.00 am and run until 1.00 pm.
• Petitions must be received from everyone who attended by 1.00 pm.
• The location must be spacious, ventilated and easily accessible.
• Seating, drinking water and toilet facilities must be provided.
• White sheets, pens, pencils and other basic stationery must be available at reception.
• Reception staff must assist petitioners, answer basic questions and direct them to the camp officer.

Petition handling and follow up

Each petition must be entered in the grievance register. Acknowledgement must be placed on the petitioner's copy or provided on a white sheet if no copy is available.

Petitions that cannot be resolved immediately must be entered in the Personal Register of the concerned Sub Registrar Office. Where an existing file already covers the same issue, action continues in that file, while the grievance petition remains pending until the result is communicated to the relevant Deputy Inspector General of Registration or District Registrar.

Petitions are classified as land grabbing matters involving a 68(2) inquiry, other inquiry matters, matters capable of immediate resolution, computerisation matters or other matters.

Monitoring and reporting

District Registrars must send camp abstracts to the Deputy Inspector General of Registration. Consolidated weekly reports must be sent to the Office of the Inspector General of Registration before Tuesdays, and monthly reports must be sent before the fifth of every month. Camp officers may use email and telephone contacts to seek immediate solutions.