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ChecklistofPropertyDocuments

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ChecklistofPropertyDocuments
ChecklistofPropertydocumentsisverycrucialstepofpropertypurchase
process. Property transaction in India is document intensive exercise
becauseofcomplexlegal,statutoryandregulatoryframework.Basedon
queriesreceivedfrommyclients,icanconcludethatapprox80%buyers
dont get complete property documents at the time of purchase. These
buyersstruggleatthetimeofsaleofproperty.Anotherproblemlinkedto
PropertyDocument

property documents is that buyer or a seller is not aware why specific


propertydocumentisrequired,whetheritisrequiredinoriginalornotetc.

Tohelpreadersofmyblog,ihavecreatedacomprehensivechecklistofpropertydocuments.Iwill
keep updating this property documents list as and when required. Also i would like to add that
somestatesinIndiarequireadditionalpropertydocumentswhichvaryfromcasetocasebasis.

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ChecklistofPropertyDocuments

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1.SaleDeed/Titledeed/Motherdeed/ConveyanceDeed
Description of Property Document: A sale deed acts as the main legal property document for
evidencingsaleandtransferofownershipofpropertyinfavorofthebuyer,fromtheseller.Further,
italsoactsasthemainpropertydocumentforfurthersalebythebuyerasitestablisheshisproof
ofownershipontheproperty.
Normallysaledeedisexecutedafterexecutionofsaleagreement.Saledeedconfirmthatterms
and conditions detailed in the sale agreement as agreed upon between the buyer and the seller
arecomplied.ItismandatorytoregistertheSaleDeedinSubRegistrarofficeinwhosejurisdiction
propertyislocated.Itismandatorytoregistersaledeedwithin4monthsfromthedateofexecution
elseyouneedtopaypenaltyoritstandsinvalid.
Whyitisrequired:Toestablishtheownershipofsellerontitleofproperty
Mandatory:Yes.AllpreviousSaleDeedsarerequiredinoriginal
RequiredinOriginal:Yes
RequiredFor:PropertyPurchase+HomeLoan

2.RTCExtracts
DescriptionofPropertyDocument:R.T.CisissuedbytheVillageAccountant.Itcontainsdetails
oftheextentoflandinasurveynumberorasubsurveynumber,theextentofkharablandtherein,
thenamesofthepresentandpreviousowners,theirrespectiveholdingsandnamesofthetenants.
It also include details like the kind of soil/crop, any mortgages, charges made on the properties
containedtherein,thestatusofland(whetherInamlandornot),theconversionordernumber,date
incaseanypropertyconvertedthereinfromagriculturaltononagriculturaluse,thereferencesto
mutationandinheritancecertificateswherethereisanychangeinownershipetc.
Whyitisrequired:ToestablishtheTitleofLand,ifthepropertyislocatedonconvertedlande.g.
convertedfromagriculturaltononagriculturaluse
Mandatory:No
RequiredinOriginal:No
RequiredFor:PropertyPurchase
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3.KathaCertificateandExtracts
Description of Property Document: Khata means an account and Khata is an account of a
person who has property in the city. There are two types of Khata: Khata Certificate and Khata
Extract.Indifferentstatesitisknownbydifferentnames.Itisbasicallyanentryinrecordoflocal
municipalcommitteeandindirectlyconfirmsthatapartmentisconstructedasperapprovedplan.
Khatacertificateisrequiredfortworeasons:Forregistrationofanewpropertyandfortransferof
anyproperty.KhatacanbeobtainedfromtheAssistantRevenueofficer(oftherespectivearea).
Thiscertificateismusthaveforanypropertyowner.
Khata Certificate is obtained for any new registration after paying the tax. Khata certificate is
issued stating that a particular property No N is in the name of person X. This certificate is
required to apply for water connection, electricity connection, trade license and building license.
TheKhatacertificateisgivenonlytotheownerofthepropertyortohisfamilymembers.Noone
elsecantakeitonhisbehalf.
KhataExtractisseekingdetailsfromtheassessmentregister.Theextractisrequiredtogettrade
license, or to buy a particular property. It is an extract from the assessment register about any
particularproperty.Ithasthedetailsofthepropertyinaparticularformatwiththename,sizeofthe
property,useoftheproperty(commercialpurpose,residential),annualvalue,whenassessedlast.
Anextractistheonlywaytogetthesedetailsofanyproperty.
Whyitisrequired:Fortransferofproperty
Mandatory:Yes
RequiredinOriginal:Yes
RequiredFor:PropertyPurchase+HomeLoan

4.MutationRegisterExtracts
Description of Property Document: Mutation Extract issued by the Village Accountant or
Tahsildar contains the extract from the mutation register or inheritance certificate with details of
previousowner,thepresentowner,themodeofacquisitionoftheproperty,thetotalextentofthe
propertyandtheorderstatingthattheKhathaofthepropertymaybetransferredtothenameof
thepresentowner.
Whyitisrequired:ToestablishtheTitleofLandifthepropertyislocatedonconvertedlande.g.
convertedfromagriculturaltononagriculturaluse
Mandatory:No
RequiredinOriginal:No
RequiredFor:PropertyPurchase
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5.JointDevelopmentAgreement
DescriptionofPropertyDocument:AnindividuallandownerandabuildermayenterintoaJDA.
ThekeyfeatureofaJDAisthatthelandownerwillcontributelandandthebuilderwillundertake
developmentactivityonit.Dependinguponthelandprice,thejointdevelopmentratioisdecided
among the parties. In most of the cases, the builder will agree to allot X no of flats to the
landownerandthereisnoexchangeofmoneybetweenlandowner&builder.Inconsiderationof
this,thelandownerwillpartwithhisshareoflandinfavorofthebuilderorhisnominee.Healso
allowthebuildertoconstructapartmentonhislandandselltheagreednumberofflats.
Why it is required: To establish whether original title of property rests with the Builder or with
Landowner
Mandatory:Yes
RequiredinOriginal:No
RequiredFor:PropertyPurchase

6.GeneralPowerofAttorney
Description of Property Document: A power of attorney is a legal instrument whereby one
person gives another person the authority to act on his or her behalf as his legal representative
andtomakelawfulbindinglegalandfinancialdecisionsonhisbehalfincludingSaleorPurchase
ofPropertyonBuyerorSellersbehalf.
Why it is required: To establish whether the previous Sale or Purchase was carried out by
authorizedpersononSellerorBuyersbehalf
Mandatory:Yes(IfanyofpreviousSale/PurchasewereexecutedthroughGPA)
RequiredinOriginal:Yes
RequiredFor:PropertyPurchase+HomeLoan

7.BuildingplansanctionedbytheStatutoryAuthority
Description of Property Document: The building plan approval process relates to the issue of
permissionfortheconstructionofbuildingsbasedonspecificsetofrulesandregulations.
Whyitisrequired:Toestablishwhetherthepropertyisauthorizedorunauthorized
Mandatory:Yes
RequiredinOriginal:No
RequiredFor:PropertyPurchase

8. NOC from Electricity Deptt/Pollution Control Board/Water


Works/AirPortAuthority
DescriptionofPropertyDocument:Beforestartingtheconstruction,builderrequiresNOCfrom
allkeyGovtDepartments.InsomestatesNOCfromatleast19departmentsarerequiredranging
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fromPollutionControlBoardtoFire&Safetyetc.ForexampleIfbuilderdoesnotgetNOCfrom
Electricity Deptt then in all probability, buyer will not get electricity connection thus 100%
dependencyongenerators.Itwillincreasemaintenancebilldrastically.
Whyitisrequired:ToensureGovtapprovalsareinplace
Mandatory:Yes
RequiredinOriginal:No
RequiredFor:PropertyPurchase

9.Supplementaryagreement/RatificationDeed(ifany)
DescriptionofPropertyDocument:Supplementaryagreementcapturesanyextension,change
or modification in certain clauses of Principal Agreement. Many a times changes are required in
principalagreementandonlywaytoexecutethesameisthroughSupplementaryagreement.Just
checkwhetheranysupplementaryagreementisexecutedagainstPrincipalagreement.
Whyitisrequired:Toavoidanyfutureshockonmodifiedclauseswhichyoumightnotbeaware
of&isnotincludedinpropertydocuments.
Mandatory:Yes
RequiredinOriginal:No
RequiredFor:PropertyPurchase

10. Allotment Letter from


Society/HousingBoard/BDA.

the

Builder/CoOperative

DescriptionofPropertyDocument:WhileavailingBankLoantobuyaproperty,Builder/Housing
Society issues an Allotment Letter to the buyer which contain details like description of the said
propertybeingsold/boughtbythetwoparties.Italsomentionstheamountofmoneywhichbuyer
haspaidtothebuilder/housingsocietysothatremainingamountcanbefinancedbythebank.
OnthebasisofthisAllotmentLetter,banksfinancethebalanceamount.
AssuchtheAllotmentLetteralsogivesallthepertinentdetailsofthePropertybeingbought/sold
andalsodetailedspecificationsoftheProject.
AgreementofSaleisdocumentedonaStampPaperwhereasAllotmentLetterisissuedonLetter
Headofconcernedauthority.
Allotmentletterisonlyissuedto1stownerbybuilderandsubsequentownerscandemandcopyof
originalallotmentletterfrompreviousowner
Why it is required: For Description of Property & Project specification by Builder or Housing
Society
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Mandatory:Yes
RequiredinOriginal:Yes
RequiredFor:PropertyPurchase+HomeLoan

11.SaleAgreementbetweenBuilderand1stOwner
DescriptionofPropertyDocument:Itisveryimppropertydocument.TheSaleAgreementmust
contain the liability of the Promoter/Builder to construct the building according to the plans and
specifications approved by the local authority. It should also contain tentative possession date,
price to be paid by the purchaser and the intervals at which the installments towards the full
paymentaretobemadespecifyingthestageofconstruction.Italsocontaindetailsliketheprecise
natureofthebodytobeconstitutedofthepersonswhowouldtaketheflatsi.e.association,details
regarding the common areas and facilities. It specify the percentage of undivided interest in the
commonareasandfacilitiespertainingtotheapartmentagreedtobesold&astatementoftheuse
forwhichtheapartmentisintended.
Whyitisrequired:AsmentionedinDescription
Mandatory:Yes
RequiredinOriginal:Yes
RequiredFor:PropertyPurchase+HomeLoan

12.ConstructionAgreementbetweenBuilder&1stOwner
Description of Property Document: The construction agreement is another imp property
document. It is essentially a works contract. In other words, its an agreement in writing for the
executionoftheworkrelatingtotheconstructionoftheapartmentanditalsoinvolvesthetransfer
orsaleofthegoodsinvolvedintheexecutionofthecontract.Thenatureofthiscontractissuch
thatapersonundertakestoexecuteworkbyincorporatingvariousitems,thingsandgoodsinsuch
work. When completed, these items along with the executed work are owned by the person for
whomtheworkhasbeenexecuted.
Whyitisrequired:AsmentionedinDescription
Mandatory:Yes
RequiredinOriginal:Yes
RequiredFor:PropertyPurchase+HomeLoan

13.Copyofpossessionletterfromthebuilder
Description of Property Document: It ensures that possession of the said building is being
deliveredtothepurchaserontheeffectivedatespecifiedintheletter.
Whyitisrequired:AsmentionedinDescription
Mandatory:Yes(Incaseof1stPurchasei.e.fromBuilder)
RequiredinOriginal:Yes
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RequiredFor:PropertyPurchase+HomeLoan

14.Paymentreceiptspaidtowardsthebuilder
DescriptionofPropertyDocument:DontforgettocollectoriginalPaymentreceiptsfrombuilder.
Incaseofresale,youcancollectpaymentreceiptsissuedbybuilderto1stowner.
Whyitisrequired:AsmentionedinDescription
Mandatory:Yes
RequiredinOriginal:Yes
RequiredFor:PropertyPurchase+HomeLoan(Incaseof1stPurchasei.e.fromBuilder)

15. If any loan on the property (Current or past) / Original


PropertyDocumentswithBank
DescriptionofPropertyDocument:
a.ListoforiginalpropertydocumentswithsellersHomeLoanprovider.
b.Closureletterwithpenalty(ifany).
c.Iftheloanisclosedthencopyofclosureletter/NOCissuedbytheconcernedbank.
Whyitisrequired:Toascertainthatpropertyisnotmortgaged
Mandatory:Yes
RequiredinOriginal:Yes
RequiredFor:PropertyPurchase+HomeLoan

16.SaleagreementwiththeSeller
DescriptionofPropertyDocument:Saleagreementisexecutedbetweenthepartiesfordealing
withtheproperty. Sale Agreement creates a right to obtain a sale deedmentioningtheproperty.
Normally it fixes a time for completion, payment of earnest money or part payment of purchase
consideration. Generally its a property document that precedes a sale deed and in such cases
doesnotrequireregistration.SaleAgreementwillnotconferanychargeorrightontheproperty.
Howeverinsomestatesthesaleagreementisregisteredandwillactasasaledeed.ForHome
Loanpurpose,itismandatorytopaystampdutyequalto0.10%ofSaleAgreementvalue.

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ChecklistofPropertyDocuments

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Pricing

Whyitisrequired:Tofixtermsandconditionsforsale
Mandatory:Yes
RequiredinOriginal:Yes
RequiredFor:PropertyPurchase+HomeLoan

17. Latest Tax Paid Receipt till Date of Registration (Property


Tax/MunicipalTaxetc)
DescriptionofPropertyDocument:Itshowspropertydetailsi.e.area,ownersname&otherimp
detailsrelatedtoproperty.ForincometaxpurposesinIndia,propertyisconsideredasasourceof
incomeandhence,taxisleviedonthat.Propertyusuallymeanrealestateincludinganybuilding,
flat,shopetc.aswellasthelandappurtenanttothebuilding.UndertheIncomeTaxAct,incomes
fromthepropertiesareregardedasoneoftheheadsofincome.Theamountoftaxiscalculated
onthevalueofthepropertybeingtaxed.Localmunicipalityauthoritythatleviespropertytaxforthe
maintenanceofbasiccivicservicesinthecity.UnlikeUKwheretheoccupierisliabletopaythe
propertytax,itistheliabilityofthepropertyownertopaythepropertytaxIndiatotheconcerned
municipalities.
Whyitisrequired:Asmentionedindescription
Mandatory:Yes
RequiredinOriginal:Yes
RequiredFor:PropertyPurchase+HomeLoan

18. EC up to date for latest 13 years or from the date of


registrationtilldate
Description of Property Document: One of the most crucial property document. You can get
EncumbranceCertificatefromthesubregistrarsoffice.Thisofficeisdirectlyundercontrolofthe
Inspector of Registration of Properties, operated by the state government. The certificate shows
that in a given period of time from when the property was bought/sold has there been any
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transaction or mortgaging. Buyers/sellers ask for this certificate when a new transfer (sale) is
takingplace,sothatthebuyerknowsdetailofallpropertytransactionstilldate.
Dependingontypeoftransaction,thecertificateisissuedintwodifferentforms.Form15,willhave
detailsoftransactionsduringtheperiodofregistrationinthenameoftheowner.Apersonwillgeta
nilencumbrancecertificatewhennotransactionhastakenplace.thiscertificatewouldappearon
Form16.
The encumbrance certificate confirm that the property is still in the name of the person who is
sellingit.
Whyitisrequired:Toestablishownershipofselleronthetitleoftheproperty
Mandatory:Yes
RequiredinOriginal:Yes
RequiredFor:PropertyPurchase+HomeLoan

19.DemandLetterfromthevendorbeforedisbursement
DescriptionofPropertyDocument:Demandletterisissuedbybuilderto1stowner,demanding
paymentdueasperscheduleagreedbetweenbuilder&1stowner.
Whyitisrequired:Asmentionedindescription
Mandatory:Yes(For1stPurchase)
RequiredinOriginal:Yes
RequiredFor:PropertyPurchase+HomeLoan

20.Owncontributionreceiptalongwiththebankstatement
Description of Property Document: It is required by the institution i.e. bank or HFC which is
providingloanforthepropertytoascertainthatbuyerhaspooled&paidhisowncontributiontothe
seller.
Why it is required: For availing Home Loan it is mandatory for purchaser to contribute 20% of
Purchase Value from his own sources and bank only approve loan upto 80 % of the purchase
value
Mandatory:Yes
RequiredinOriginal:No
RequiredFor:HomeLoan

21.NOCfromtheSociety/Buildingassociation.
Description of Property Document:An uptodate no objection certificate from the apartments
owners association. It should clearly mention that Association does not have any objection on
ownershiptransfer
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Whyitisrequired:Toavoidanyfutureobjectionbyapartmentassociation
Mandatory:Yes
RequiredinOriginal:Yes
RequiredFor:PropertyPurchase+HomeLoan

22.Noduecertificatefromthebuildingassociation.
Anuptodatenoduescertificatefromtheapartmentsownersassociationisrequired.
Further a certificate from the Association that no charge of any Bank or financial institution is
recordedwiththemwithrespecttotheapartment.
YetanothercertificatefromtheApartmentOwnersAssociationthattheyarecustodiansofallthe
OriginaldocumentsandapprovalsoftheentirepropertyisaMUST.
Why it is required: To ensure owner has cleared all the dues & association is custodian of all
originaldocuments
Mandatory:Yes
RequiredinOriginal:Yes
RequiredFor:PropertyPurchase+HomeLoan

23. Approved plan of construction/extension & license for


construction.
Description of Property Document: Before starting the construction, Builder obtain approval
fromlocaldevelopmentauthorityforconstruction.
Whyitisrequired:Toensurebuildinghasapprovalinplaceforconstruction
Mandatory:Yes(For1stpurchasefrombuilder)
RequiredinOriginal:No
RequiredFor:PropertyPurchase+HomeLoan

24. Detailed cost estimate/valuation report from Chartered


Engineer/Architect(ifapplicable)
Description of Property Document: Before approving loan, Bank carry out property valuation
e.g. if you have applied for loan of 80% for property worth 60 Lacs & valuation report of bank
estimatepropertyvalueas50Lacthenbankwillonlyfund80%of50Lac.
Whyitisrequired:Tofixloaneligibilitybasedonpropertyvaluation
Mandatory:No(Normallyitsbanksinternaldocument)
RequiredinOriginal:No
RequiredFor:HomeLoan
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25.Conversionorder/BettermentChargespaidreceipt.
Description of Property Document: Generally the land pockets available are agricultural in
nature,asthemajoroccupationisagricultureandtheGovernmenthastakenvariousmeasuresto
secure&preserveit.Thegeneraluseofallsuchlandsisagricultureandifithastobeusedforany
other purpose other then agriculture, the property owner must obtain legal permission from the
competentauthoritybyfollowingdefinedprocedures.
Conversion is a legal process by which the property owner changes the use of the land from
agriculturetononagriculturepurpose.ItisalsocalledCHANGEOFLANDUSE/DCCertificate.
Thelegalsanction/conversion/order/grant/permissionisnecessarytousethelandforanyother
purpose
Whyitisrequired:Forconvertedlands
Mandatory:Yes
RequiredinOriginal:No
RequiredFor:PropertyPurchase+HomeLoan

26.SanctionedLayoutApprovalplan
Description of Property Document: The layout plan should be approved by the local
development authority. In the absence of this you could face Khata transfer and plan sanction
problems.Thedevelopmentauthorityhasarighttodemolishtheapartmentandrestorethelandto
statusquoanteiflayoutapprovalplanisnotinplace.Thetitleofthesiteitselfcanbefairlysafe(if
propertydocumentsareclear)butthedevelopment/constructionactivitycanbeunauthorized.
Whyitisrequired:AsmentionedinDescription
Mandatory:Yes
RequiredinOriginal:No
RequiredFor:PropertyPurchase+HomeLoan

27.AuctionSaleconfirmationletterfromLocalDevelopment
Authority
Description of Property Document: If any site/land is purchased by builder or by independent
house owner by ways of Auction by Local development authority then this letter is definitely
required
Whyitisrequired:AsmentionedinDescription
Mandatory:Yes(Asapplicable)
RequiredinOriginal:No
RequiredFor:PropertyPurchase+HomeLoan

28.Releasedeed(Ifapplicable)
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Description of Property Document: Release Deed is executed to Release rights whereby a


personrenouncesaclaimuponotherpersonorproperty.Ifyouarepurchasingaproperty,which
mighthavebeeninheritedbysellerorwaspartofsettlementbetweenlegalheirsoforiginalowner
thendefinitelyyouwillcomeacrossreleasedeed.Itisveryimppropertydocument.
Whyitisrequired:AsmentionedinDescription
Mandatory:Yes(Asapplicable)
RequiredinOriginal:Yes
RequiredFor:PropertyPurchase

29.CompletionCertificate
Description of Property Document: This certificate is issued by Municipal Authorities showing
whether the building complies with the rules related to permissible building height, distance from
roadetc.whetheritisbuiltaccordingtoapprovedplanandisreadyforhabitation.
Whyitisrequired:Toensurebuildingisconstructedasperapprovedplan
Mandatory:Yes
RequiredinOriginal:No
RequiredFor:PropertyPurchase+HomeLoan(Mandatoryfor1stPurchase)

30.OccupancyCertificate
Description of Property Document: The occupancy certificate is issued after construction is
completed.Oncethebuilderappliesforthecertificate,aninspectionisdoneagaintoconfirmifthe
construction is completed as per sanctioned plan. This certificate is mandatory for any builder
beforeheallowspeopletotakepossessionoftheproperty.
Why it is required: To ensure flat is ready for occupancy and construction is completed as per
sanctionedplan
Mandatory:Yes
RequiredinOriginal:No
RequiredFor:PropertyPurchase+HomeLoan(Mandatoryfor1stPurchase)

31.Loan/Charge/MortgagebytheBuilder:
Description of Property Document: If the Builder or the Land Owner has created a charge in
favour of any Bank or Financial Institution, a NO OBJECTION LETTER from the institution is
required. NO OBJECTION letter should clearly mention the property details, the name of the
borrower, the borrowers account number, the apartment, floor, area, car park etc. and shall be
addressedtothePurchaser.TheoriginallettershouldbeinthesafecustodyofthePurchaser.Ifin
NoObjectionletterifitismentionedthatallthepaymentsbythePurchasershallbethroughthe
financialinstitution,thesameshouldbecomplied.
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If the Builder states that they have not availed any loan or have not created any charge on the
property,thesameshallbestatedindefinitewordsintheagreement/stobeenteredintowiththe
Developer.Thereshouldbeclausethatalloriginaldocuments,deedsandapprovalsareheldby
theDeveloperintheirsafecustodyandthattheDevelopershallcontinuetoholdthesameintheir
safecustodyintrustforallthepurchasersofapartments,andshallneverpartwiththeOriginals
andthatassoonastheAssociationofApartmentOwnersisformed.AlltheOriginaldocuments,
Deeds and approvals will be handed over to the Association. This shall be over and above a
declarationintheagreement/sbytheLandownerandtheDeveloperthatthepropertyisfreefrom
allencumbrances.
Whyitisrequired:ToascertainpropertyisnotmortgagedbytheBuilder
Mandatory:Yes
RequiredinOriginal:No
RequiredFor:PropertyPurchase

32.DEEDOFDECLARATION
DescriptionofPropertyDocument:AcopyoftheDeedofDeclarationoftheApartmentOwners
AssociationandtheByeLawsannexedtothesamecanobtainedfromassociationoffice.Itshould
confirmstothesaledeed/titledeed.Itisalsoadvisabletocheckanyadditionalburden/costsinthe
formoftransferfeepayablebytheTransferee.
Whyitisrequired:Toestablishtransferofownershiptooriginalbuyerbybuilder
Mandatory:No
RequiredinOriginal:No
RequiredFor:PropertyPurchase

33.LatestElectricityBill
DescriptionofPropertyDocument:AlwaysinsistonLatestElectricityBillandPaymentreceipt
from previous owner as Electricity bill is the another solid proof to establish the ownership of
currentowner.
Whyitisrequired:Toestablishownership
Mandatory:No
RequiredinOriginal:Yes
RequiredFor:PropertyPurchase
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