Circular No. 2492/CA1/2024, dated 25 January 2025
The Head of the Registration Department issued Circular No. 2492/CA1/2024, dated 25 January 2025, to clarify how registration officers must record verification when many documents rely on the same original parent document. Once the available margin on the first page is fully used, the officer must place further verification endorsements on an attached white sheet and scan it together with the original document’s first page, and the procedure takes effect immediately.
What the circular governs
Registration Department Circular No. 2492/CA1/2024, dated 25 January 2025, deals with registration applications in which many documents are presented using the same original parent document. The issue commonly arises when separate lease deeds are registered for offices occupying different floors or portions of a multi-storey building.
Earlier Registration Department instructions required the registration officer to examine the original parent document, handwrite “VERIFIED” in the left margin of its first page, add the date and signature, and scan that page as the reference document. The original is then returned to the relevant party.
Why the procedure was clarified
Repeated registrations based on one original document can result in numerous “VERIFIED” endorsements and signatures being placed on its first page. Requests were received for a solution because repeated endorsements could affect the text already printed or written on that page.
The clarification protects the existing text while preserving a scanned record that links the verification endorsement to the original document.
Key requirements
Registration officers must follow these steps:
- Verification signatures should first be placed in the unused left margin of the original parent document’s first page, avoiding areas containing text.
- When that available space has been fully used, a white sheet may be attached as a continuation to the vacant reverse side of the first page.
- The officer must write “VERIFIED” and sign on the continuation sheet.
- The original parent document’s first page and the continuation sheet containing the verification endorsement must be scanned together.
- The original parent document must then be returned to the relevant party.
- The continuation sheet containing the officer’s signature must never be scanned by itself while omitting the original document’s first page.
Who is affected
Registration Department Circular No. 2492/CA1/2024 affects parties presenting multiple documents based on one original parent document, including parties registering multiple lease deeds for offices in multi-storey buildings. It also directs all Sub-Registrars to follow the procedure and requires Deputy Inspectors General of Registration and administrative and audit District Registrars to monitor compliance during inspections.
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
What happens when there is no space left for another verification signature on the first page?
The registration officer must use a white sheet attached as a continuation to the vacant reverse side of the first page, write “VERIFIED” and sign it.
Can the attached verification sheet be scanned without the original document’s first page?
No. The circular expressly requires the original parent document’s first page and the sheet containing the verification endorsement to be scanned together.
Does this procedure apply to multiple leases in the same multi-storey building?
Yes. The circular specifically identifies separate lease deeds for offices on different floors or portions of a multi-storey building as a situation where one original parent document may support many registrations.
Will the registration office keep the original parent document after verification?
No. After the required pages are scanned, the original parent document must be returned to the relevant party.
