Circular No. 9114/CS1/18, Sheet Endorsement clarification, 2018
The Head of the Tamil Nadu Registration Department issued Circular No. 9114/CS1/18 on 23 February 2018 to all Sub-Registrars, ending the earlier Page Endorsement procedure on 25 February 2018. From 26 February 2018, every sheet of a document, including the separately attached endorsement certificate, must carry a Sheet Endorsement on its front, with the registering officer's signature and office seal.
Purpose
Circular No. 9114/CS1/18 of the Tamil Nadu Registration Department explains how Sheet Endorsements must be placed under Rule 86 of the registration rules. The earlier Page Endorsement procedure was introduced to ensure that no used page was missed during scanning, particularly when photographs, fingerprints and endorsements were placed on the back of documents.
After photographs, fingerprints and related endorsements began to be generated separately and attached as a final sheet, the Registration Department found that Page Endorsements were no longer necessary. The Page Endorsement procedure therefore ended on 25 February 2018.
Who is affected
Circular No. 9114/CS1/18 directly instructs all Sub-Registrars. It also affects members of the public presenting documents, document writers and advocates because documents must leave enough space for the required Sheet Endorsement and office seal.
The instructions apply to registered documents with multiple sheets and to copies handled by registration offices.
Requirements from 26 February 2018
Circular No. 9114/CS1/18 requires the following procedure from 26 February 2018:
- A Sheet Endorsement must be placed on the front of every sheet, including the separately prepared endorsement certificate attached at the end.
- The endorsement must show the total number of sheets, the individual sheet number, the document number and the year.
- The registering officer must sign the Sheet Endorsement and apply the office seal.
- For a document prepared in Tamil, the stamp must be in Tamil. For a document prepared in English, the stamp must be in English.
- The Sheet Endorsement must be placed at the lower left of the front of the sheet, and the office seal at the right.
- Both marks must appear below the signatures of the parties and must not cover other information in the document.
- The same procedure applies to copies. For copies, scanning the separately generated endorsement certificates alone is stated to be sufficient.
Scanning and office checks
Circular No. 9114/CS1/18 requires all sheets intended for scanning to be numbered before scanning. Sub-Registrars must verify that the endorsement details are correct before allowing scanning and must inform the public, document writers and advocates to leave the necessary space when preparing documents.
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Common questions
Will my registered document still receive a Page Endorsement?
No. Circular No. 9114/CS1/18 ended the Page Endorsement procedure on 25 February 2018.
Where must the Sheet Endorsement and office seal be placed?
From 26 February 2018, the Sheet Endorsement must be placed on the lower left of the front of every sheet, with the office seal on the right. Both must be below the parties' signatures and must not cover other details.
What information must appear in the Sheet Endorsement?
It must state the total number of sheets, the number of that particular sheet, the document number and the year. It must also carry the registering officer's signature and the office seal.
Should a document writer leave space for these stamps?
Yes. Sub-Registrars were directed to tell the public, document writers and advocates to prepare documents with enough space for the Sheet Endorsement and office seal.
