How to Get A Duplicate Copy of Property Documents?

What happens when you lose your vital property registration documents? Losing property registration documents isn’t a good sign. Property Registration documents such as Sale Deed or Index II are essential in any property transaction, whether buying, selling, or even gifting a property. A sale deed serves as evidence of ownership and is crucial for any property-related legal dispute. Index II is a crucial document that serves as evidence of the registration of the property with the concerned authority. 

However, if you lose it, there is no reason to worry, as there is a provision to obtain duplicate property registration documents.

It is best to start with the procedure to get duplicate property documents as soon as you realize you have lost the original documents. This article will discuss the various ways to get duplicate property documents.

Documents Required to Obtain Copies of Property Documents

If a person needs to get duplicate documents for the property, one will generally need to follow the process made by the sub-registrar's office. The specific records required may vary depending on your location, but in general, one must provide the following:

• Written application

One must submit an application requesting duplicate property documents. The application must have details like the reason for the request, the property's name, and the date of the original sale deed.

• Affidavit

An affidavit is a legal document stating that the details one gives are valid. A person must draft an affidavit saying they lost the original sale deed and ordered a copy.

• Proof of ownership

A person must provide proof of ownership of the property. It may include documents such as a property tax receipt, electricity bill, or any other document establishing property ownership.

• Copy of FIR

A person needs to provide a copy of the First Information Report (FIR) you filed for the lost original sale deed.

• Payment of fees

One must pay the required fees to obtain the duplicate sale deed papers.

• Property Details

Details of the property for which the sale deed copy is being issued, including the address, survey number, and property size.

• Identity Proof & Address Proof

A copy of the owner's identity proof & address proof, such as an Aadhaar card, Voter ID, or Passport.

• Encumbrance Certificate

An encumbrance certificate for the property can be obtained from the sub-registrar's office. The encumbrance certificate shows any outstanding mortgages, liens, or other claims on the property.

A person should contact your sub-registrar's office to obtain specific information on the documents needed in your location.

Step By Step Procedure to get Duplicate Property documents

After purchasing a property, the registration documents become one of the most important documents you own. These documents prove the legal ownership of the property and confirm your rights over it. In case you lose the original registration documents or if they get damaged, obtaining a duplicate copy becomes imperative. Here is a step-by-step guide to help to obtain a duplicate copy of property registration documents:

Step 1. File an FIR

If you lose your property documents, you must file an FIR immediately. Only the house owner should file the FIR, stating that the property documents have been lost, misplaced, or stolen. Ensure to take a copy of the FIR and keep it safe for the future.

Remember that only the property owner can file FIR saying that the property documents have been lost, stolen, or misplaced. While registering the FIR, give your Mobile number so you can track the case. It is vital to make a photocopy of the FIR. The banker or future buyer of the property can ask for it. The SC has just ordered all States & Union Territories’ police units to upload FIR on government or police websites within 24 hours of the FIR registration so, that anyone can keep a check on the updates. Understand 

Step 2. Publish an advertisement

After filing the FIR, one must publish an ad about the loss of property records in a daily newspaper and any provincial newspaper. Then one must wait for at least 15 days to see if anyone discovers it and gives it back. A person must publish a 'Lost & Found' ad in the newspaper (national and local), clearly stating the information about the lost documents and the details of the contact person. It is important to publish an advertisement in the newspaper. Sometimes, it is required to create an affidavit or FIR to the newspaper agent before posting the advertisement.

Step 3. Obtain an application form

One can get an application form for duplicate property documents from the sub-registrar’s office. One can also download the application form online from the registered website.

Step 4. Obtain an Affidavit

After filling out the application form with all the necessary details, prepare an Affidavit on stamped paper.

Step 5. Attach supporting documents

Attach supporting documents such as proof of ownership, FIR copy, and NOCs from relevant parties like the seller, bank or financial institution, municipal authority, or tenants.

Step 6. Visit the sub registrar's office and apply

Submit the application form and supporting documents to the sub-registrar’s office. Pay the required fees for the duplicate property documents.

Conclusion

To sum up, obtaining a duplicate copy of property documents requires following a step-by-step procedure. Keeping duplicate property documents in a safe place is recommended to avoid any future loss or damage. Obtaining a duplicate copy of property registration documents may seem daunting, but following this step-by-step guide can make the process easier and faster. We hope you have a clear idea of how to get a duplicate copy of the property. If you need help creating this, consult with our property lawyer or Feel free to contact us at +919284293610.

FAQs

Why is it important to have a duplicate copy of property documents?

A duplicate copy of property documents is essential for protecting your ownership rights, meeting legal requirements, safeguarding against loss or damage, and facilitating easy access to the records when needed.

How long does it take to obtain a duplicate copy of property documents?

Usually 15 to 20 Days. The time it takes to obtain a duplicate copy of property documents can vary depending on several factors, such as the document type, the government agency or authority involved, and the specific procedures for obtaining the duplicate copy. 

How much does it cost to obtain a duplicate copy of property documents?

When you apply online, the fee is Rs 300. However, if you apply offline, the fees depend on the sub-registrar’s office in your area. The cost of obtaining a duplicate copy of property documents can vary depending on several factors, such as the type of document, the government agency or authority involved, and the procedures for obtaining the duplicate copy.

Can I obtain a duplicate copy of the property documents online?

In India, it is possible to obtain a duplicate copy of property documents online through the government's e-governance portals.

Can anyone apply for a duplicate copy of property documents apart from the owner?

Legally, only the owner of a property or someone authorized by the owner, such as a power of attorney, can apply for a duplicate copy of property documents. 

About The Author:

Adv. Devadatt Shardul holds a Bachelor’s Degree in Law (LLB) from Pune University. His office is centrally located on Law College Road in Pune and boasts a team of dedicated professionals committed to delivering prompt, high-quality service. Enrolled with the Bar Council of Maharashtra & Goa, Adv. Shardul specializes in Property Laws, including Contracts, Mortgages, Banking Laws, Insurance, Tenancy, Revenue, Registration, Urban Land (Ceiling & Regulation), Ownership Flats, and Co-operative Societies Acts. Before individual practice, he served as a Partner/Director at M/s. NMD Advisory Services for 13 years and was a leading Channel Partner for ICICI Bank's mortgage business.