Circular No. 423/C1/2024, Information to Document Presenters
The Head of the Tamil Nadu Registration Department issued Circular No. 423/C1/2024 dated 8 May 2024, instructing Sub Registrars to keep document presenters properly informed about the status of documents submitted for registration. It also directs Sub Registrars not to make people repeatedly visit registration offices for minor errors that can be corrected promptly.
What the circular addresses
Circular No. 423/C1/2024 of the Tamil Nadu Registration Department addresses complaints about how documents submitted for registration are handled. The Head of the Registration Department had received reports that document presenters were being made to visit offices repeatedly because of minor errors, without proper reasons.
The circular also records that document presenters were not being informed when Sub Registrars sent correspondence about their documents to other officers or other Sub Registrar Offices.
Instructions to registration officers
Circular No. 423/C1/2024 gives the following instructions to Sub Registrars:
- Properly inform document presenters about the status of documents submitted for registration.
- Do not make document presenters visit offices repeatedly because of minor errors that they can correct immediately.
- Ensure that problems of the kind identified in the circular do not occur in future.
The circular was addressed to all Deputy Heads of the Registration Department, all District Registrars responsible for administration and audit, and all Sub Registrars. Deputy Heads were also asked to acknowledge receipt.
Incident referred to in the circular
Circular No. 423/C1/2024 refers to a case involving a Sale Certificate properly prepared by a bank. The certificate was sent to a Sub Registrar for the relevant purpose. That Sub Registrar found that the property was not within the office's jurisdiction and forwarded the document to another Sub Registrar Office.
No information about this transfer was given to the bank or the document presenters. The matter reached the High Court of Madras, and the court recorded its criticism and regret that the document presenter had suffered as a result.
Who may be affected
Circular No. 423/C1/2024 is relevant to anyone submitting a document for registration, including a buyer, seller, property owner, bank or other document presenter. Such persons should be informed of the document's status, particularly when correspondence or the document itself is sent to another officer or registration office. Minor mistakes that can be corrected promptly should not, by themselves, lead to unnecessary repeated visits.
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Common questions
Must a Sub Registrar tell me what is happening to my submitted document?
Yes. Circular No. 423/C1/2024 instructs Sub Registrars to inform document presenters properly about the status of documents submitted for registration.
Can I be asked to make repeated visits for a small correctable mistake?
The circular says document presenters must not be made to visit repeatedly for minor errors that they can correct immediately.
Should I be informed if my document is sent to another Sub Registrar Office?
The circular requires proper status information and specifically addresses the failure to inform document presenters when correspondence concerning their documents is sent to other officers or Sub Registrar Offices.
Which registration officials received these instructions?
The circular was sent to all Deputy Heads of the Registration Department, all District Registrars responsible for administration and audit, and all Sub Registrars.
