Circular No. 54841/C1/2018-2, Digital Encumbrance Certificates and Certified Copies
The Tamil Nadu Registration Department, through Circular No. 54841/C1/2018-2 dated 14 December 2018, instructs registration officials on deadlines for issuing encumbrance certificates and certified copies. It applies the amended Standing Orders 979(i) and 1024(a)(i) to documents carrying a quick response code and the registering officer's digital signature, including documents delivered through an applicant's online login.
What the circular covers
Tamil Nadu Registration Department Circular No. 54841/C1/2018-2 dated 14 December 2018 sets service deadlines for encumbrance certificates and certified copies. It follows the launch on 10 December 2018 of an online facility through which applicants can receive certificates carrying a quick response code and the registering officer's digital signature in their login.
The circular records earlier amendments to Standing Order 979(i), concerning searches and encumbrance certificates, and Standing Order 1024(a). It also refers to the introduction of Standing Order 1024(a)(i) for certified copies of registered documents.
Who it affects
The instructions apply to Registration Department officials responsible for preparing and delivering encumbrance certificates and certified copies. They also matter to applicants seeking these records online or for periods whose records have not been computerised.
District Registrars and Deputy Heads of the Registration Department must check the relevant management information system reports in their logins every day and ensure that documents are delivered within the prescribed time.
Delivery deadlines
The Registration Department directs officials to follow these limits:
- An encumbrance certificate prepared from computerised data must be digitally signed, provided with a quick response code and sent to the applicant's login within three days. The day on which the application is approved is excluded.
- An encumbrance certificate covering a period that has not been computerised must be prepared and issued within four days. The application approval date is excluded.
- A certified copy prepared from computerised data must be digitally signed, provided with a quick response code and sent to the applicant's login within three days. The application approval date is excluded.
- A certified copy for a period that has not been computerised must be prepared and issued within three days. The day on which the stamp paper is supplied is excluded.
Monitoring and delay
Tamil Nadu Registration Department Circular No. 54841/C1/2018-2 states that delays in these cases will be viewed seriously. District Registrars and Deputy Heads must use daily monitoring to ensure that members of the public receive digitally signed encumbrance certificates and certified copies within the applicable deadline.
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
How quickly should I receive an online encumbrance certificate from computerised records?
It must be prepared and sent to your login within three days, excluding the date on which the application is approved.
What is the deadline if the period covered by my encumbrance certificate is not computerised?
The certificate must be prepared and issued within four days, excluding the application approval date.
How long does a digitally issued certified copy take?
A certified copy prepared from computerised data must be sent to the applicant's login within three days, excluding the application approval date.
Who monitors whether Registration Department offices meet these deadlines?
District Registrars and Deputy Heads of the Registration Department must review management information system reports daily and ensure timely delivery.
