சுற்றறிக்கை ந.க.எண். 21124/சி1/2018
The Tamil Nadu Registration Department issued Circular No. 21124/C1/2018 dated 9 January 2019 to clarify how online applications for QR-coded, digitally signed encumbrance certificates must be processed. It requires online applications for the computerised period from 1 January 1975 onwards and explains which property records a Sub-Registrar must include when application details are complete, incomplete or uncertain.
What the circular governs
Circular No. 21124/C1/2018 dated 9 January 2019 concerns encumbrance certificates applied for and delivered online. Government Order No. 110 of the Commercial Taxes and Registration Department dated 30 August 2018 gave legal recognition to online encumbrance certificates and certified document copies carrying a QR code and the relevant Sub-Registrar’s digital signature.
The online facility was inaugurated on 10 December 2018. After the prescribed payment is made online, the digitally signed encumbrance certificate is sent to the applicant’s user login.
Who is affected
The Tamil Nadu Registration Department’s clarification affects property owners, buyers and professionals seeking an encumbrance certificate, as well as Sub-Registrar office staff who prepare it.
For the computerised period from 1 January 1975 to the current date, applications have been accepted only online from 2 January 2019. Applications for that period cannot be submitted directly at a Sub-Registrar office.
How records must be selected
Circular No. 21124/C1/2018 gives the following instructions:
- If the application contains enough details to identify the property, including its four boundaries, only encumbrances relating to that specific property should be included.
- If only a survey number is given, all encumbrances shown by the software for that survey number must be included. Staff need not contact the applicant for more information.
- If a survey number and plot number are given, records for other plot numbers must be excluded. Records for the requested plot and its prior documents must be included.
- If a survey number and flat number are given, records for other flats must generally be excluded. Where the first sale record does not mention a flat number, all relevant records without a flat number and their prior documents must also be checked and included.
- If the survey number, flat number and current owner’s name are supplied, and that owner appears in a displayed record, the linked parent and child records for the property should be included.
- If the owner’s name does not appear, the certificate must be prepared using the procedure for survey number and flat number applications.
- Staff do not need to contact the applicant when doubts arise. Any record connected with the supplied property details must not be omitted. If it is uncertain whether a record relates to the property, it should be included.
This summary is generated from the source document to help you find what is relevant. The PDF above is authoritative. For advice on your own property, use LandLens One or speak to a qualified professional.
Common questions
Can I apply in person for an encumbrance certificate covering the computerised period?
No. For the computerised period from 1 January 1975 to the current date, the circular says applications have been accepted only online from 2 January 2019.
How will I receive an online encumbrance certificate?
After the prescribed payment is made online, the QR-coded certificate bearing the relevant Sub-Registrar’s digital signature is sent to the applicant’s user login.
What happens if I enter only the survey number?
The Sub-Registrar must include all encumbrances displayed by the software for that survey number. Staff do not need to contact you for additional property details.
Will records for other flats be included when I provide a flat number?
Records clearly relating to other flat numbers should be excluded. However, relevant first-sale records that do not state a flat number, along with their prior documents, must be included.
