Letter No. 25600/C1/2018, Prior Document Verification Clarifications, 13 June 2018
The Registration Department, through the Inspector General of Registration, issued Letter No. 25600/C1/2018 dated 13 June 2018 to all Sub-Registrars, District Registrars and Deputy Inspectors General of Registration. It clarifies how original prior documents must be checked and scanned during property registration to prevent fraudulent registrations, including exceptions for mortgaged documents, promoter sales, government bodies and documents that cannot be scanned.
What the guidance covers
Letter No. 25600/C1/2018 dated 13 June 2018 supplements the Inspector General of Registration's circular dated 7 June 2018. It explains the procedure for checking prior registered documents presented with documents concerning immovable property.
The guidance directly affects registering officers and may affect property sellers, buyers, promoters and people whose original title documents are held by financial institutions.
Verification and scanning procedure
The Registration Department requires the following procedure:
- The Sub-Registrar must check the original prior document during registration.
- The officer must write “verified” on its first page, add the date and sign it.
- Only the first page must be scanned, and the original must be returned immediately.
- Registration offices must not retain original prior documents for scanning for any reason.
- Until the required software facility is available, the certified first page must be scanned separately and saved against the number of the document being registered. Multiple prior documents must be identified separately.
Important exceptions and special cases
Letter No. 25600/C1/2018 provides these clarifications:
- If the original is deposited with a nationalised bank, private financial institution or non-banking financial company registered with the Reserve Bank of India, a certificate confirming possession of the original and stating its document number is sufficient. The certificate must be scanned as a reference document.
- For a newly created plot development or apartment project, promoters need to produce the original prior document only for the first sale. A buyer later reselling a plot or apartment must produce the original prior document for verification.
- Prior documents need not be requested for conveyances made by government departments, local bodies and listed government organisations, including the Tamil Nadu Housing Board, Tamil Nadu Slum Clearance Board, SIPCOT, Chennai Metropolitan Development Authority, Tamil Nadu Police Housing Corporation, SIDCO, TIDCO and ELCOT.
- Where an original partition or similar document is held by a person named in it, that person must produce it when dealing with the property allotted to them. Others dealing with their separately allotted property need not produce that original.
- A laminated document may be scanned without a “verified” endorsement. If scanning is impossible because the document is too thick, fragile or likely to break, the registering officer must record and sign that fact on white paper and scan that statement.
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
Will the registration office keep my original prior document for scanning?
No. The Sub-Registrar must verify it during registration, scan only the first page and return the original immediately. The office must not retain the original for scanning.
What can I provide if my original title document is held by a bank or finance company?
You may submit a certificate from the nationalised bank, private financial institution or Reserve Bank of India registered non-banking financial company confirming that it holds the original and stating the document number.
Must a promoter produce the original prior document for every plot or flat sale?
No. For a newly created plot or apartment project, the original prior document is required only for the first sale. A purchaser later reselling the property must produce the original prior document for verification.
What happens if a laminated or fragile original cannot be scanned?
A laminated document may be scanned without adding the “verified” endorsement. If it cannot safely be scanned, the registering officer must write and sign an explanation on white paper and scan that statement.
