Circular No. 423/C1/2024, Instructions on informing document presenters
The Head of the Registration Department, Tamil Nadu, issued Circular No. 423/C1/2024 on 8 May 2024, directing Sub Registrars to keep document presenters properly informed about the status of documents submitted for registration. It also instructs registration offices not to make people visit repeatedly over minor errors that can be corrected immediately.
What the circular governs
Circular No. 423/C1/2024, dated 8 May 2024, is guidance from the Head of the Registration Department, Tamil Nadu, to all Deputy Heads of Registration, all District Registrars responsible for administration and audit, and all Sub Registrars. It deals with how registration offices must communicate with people who submit documents for registration.
The Registration Department had received reports that document presenters were being made to visit offices repeatedly because of minor errors, without proper reasons. It had also found that presenters were not being told when Sub Registrars sent correspondence about their documents to other officers or Sub Registrar offices.
Reason for the instructions
The circular refers to a case involving a sale certificate properly prepared by a bank and sent to a Sub Registrar for the required action. The Sub Registrar decided that the property was outside that office's jurisdiction and forwarded the document to another Sub Registrar office.
Neither the bank nor the document presenters were informed about the transfer. The matter reached the court, and the Madras High Court recorded its criticism and regret that the document presenter had suffered as a result.
Instructions to registration offices
Circular No. 423/C1/2024 requires Sub Registrars to prevent similar cases and follow these practices:
- Properly inform document presenters about the status of documents submitted for registration.
- Communicate relevant developments when a document is sent to another officer or another Sub Registrar office.
- Do not make document presenters visit repeatedly because of minor errors that they can correct immediately.
- Ensure that people submitting documents are not left without information about how their documents are being handled.
Who may be affected
The guidance is relevant to property buyers, owners, banks and other people or organisations presenting documents at registration offices. If a document is transferred because the property falls under another office, or if a minor correctable error is found, the presenter should be informed rather than left to discover the position independently.
The circular also asks the Deputy Heads of Registration to acknowledge receipt.
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Common questions
Must a Sub Registrar tell me if my document is sent to another registration office?
Yes. Circular No. 423/C1/2024 requires Sub Registrars to properly inform document presenters about the status of submitted documents, including correspondence or transfer to another office.
Can a registration office make me return repeatedly for a small mistake?
The circular says document presenters must not be made to visit repeatedly for minor errors that can be corrected immediately.
Why did the Registration Department issue these instructions?
The department had received complaints about people being inconvenienced over minor errors and not being informed about communications concerning their documents. It also cited a bank sale certificate case in which the lack of notice caused hardship and led to criticism from the Madras High Court.
Which registration officials received the circular?
It was addressed to all Deputy Heads of Registration, all District Registrars responsible for administration and audit, and all Sub Registrars.
