Circular No. 02/2025, Office Procedure for Providing Suitable Facilities to the General Public
The Head of the Tamil Nadu Government Registration Department issued Circular No. 02/2025, Letter No. 20635/G3/2025, dated 15 May 2025, directing Sub-Registrar Offices to provide chairs and speak to visitors only while they are seated. The instructions apply across the department's 587 Sub-Registrar Offices and are subject to supervisory and CCTV monitoring.
What the circular governs
Circular No. 02/2025, Letter No. 20635/G3/2025, dated 15 May 2025, sets standards for receiving members of the public at offices under the Tamil Nadu Government Registration Department. The department provides services including document registration, marriage registration and copies of encumbrance certificates. The circular focuses on seating and respectful interaction when visitors present requests to registration officials.
Who is affected
The Tamil Nadu Government Registration Department states that many people visit its 587 Sub-Registrar Offices every day. The instructions directly apply to Sub-Registrars, Assistants and Junior Assistants who meet visitors. Deputy Heads of the Registration Department and District Registrars are responsible for monitoring compliance.
Property buyers, owners and other members of the public visiting a Sub-Registrar Office should receive the prescribed seating when speaking with these officials.
Required facilities and conduct
Every Sub-Registrar Office must follow these requirements:
- Chairs must be placed opposite the Sub-Registrar's desk.
- Chairs must also be placed opposite the desks of Assistants and Junior Assistants who receive public requests.
- At least two chairs must be provided in front of each official.
- Sub-Registrars must ask members of the public to sit before speaking with them.
- Officials must not keep visitors standing while responding to them under any circumstances.
The Tamil Nadu Government Registration Department notes that similar directions and advice had already been given during review meetings. CCTV observations, however, showed that the practice was not being followed in many offices.
Monitoring and departmental action
Deputy Heads of the Registration Department and District Registrars have been instructed to supervise compliance. CCTV available at the office of the Head of the Registration Department and at offices of Deputy Heads may also be used for monitoring.
Failure to follow the instructions may result in appropriate departmental action. Sub-Registrars must acknowledge receipt to District Registrars, District Registrars must report receipt to Deputy Heads, and Deputy Heads must send their acknowledgement to the office of the Head of the Registration Department.
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Common questions
Should I be given a chair when meeting a Sub-Registrar?
Yes. Sub-Registrars must speak to members of the public only after seating them and must not keep them standing while answering.
How many chairs must be available in front of an official?
At least two chairs must be placed in front of each Sub-Registrar, Assistant or Junior Assistant who receives requests from the public.
Does the seating requirement apply to all Sub-Registrar Offices?
Yes. The circular addresses the 587 Sub-Registrar Offices operating under the Tamil Nadu Government Registration Department.
What can happen if an office does not follow these instructions?
Compliance may be checked by supervising officials and through CCTV. The circular states that violations may lead to appropriate departmental action.
