How to Obtain Duplicate Property Documents
Property ownership documents, also known as title deeds, are crucial in transferring ownership rights of a property to a buyer. These documents are necessary for selling the property, using it as collateral for loans, and proving ownership. Original documents must be presented at the time of sale or loan. If the original documents are lost, it can create hurdles in transactions and lead to disputes. To avoid such complications, it is important to obtain a duplicate copy of the property deeds. Here are the steps to follow:
1. File an FIR
If the original documents are lost or stolen, immediately file a complaint at the nearest police station and file an FIR (First Information Report) or NCR (Non-Cognizable Report). This will be useful in the future and helps in preventing misuse or fraud. After registering the FIR, the police department officials will investigate and try to find the documents based on the details provided by you. A Non-Traceable Certificate (NTC) is issued if the police fail to trace the documents.
After registration of FIR, a notice should be published in at least two newspapers, one in English and the other in the local language. The notice should contain all the details of the property, lost documents, and contact details. This informs the public that you are the rightful owner of the property and gives them a chance to claim any objections within 15 days from the date of publication.
3. Share Certificate
If the property is in a housing society, a duplicate share certificate can be obtained from the Resident Welfare Association (RWA). A copy of the FIR and a clipping of the notice printed in the newspaper should be given. After giving these, the RWA will arrange a meeting to examine the documents, and if the incident is found to be true, a copy of the duplicate share certificate will be issued.
4. Must be Notarized
Before applying for a duplicate certificate copy, an affidavit should be notarized on Rs.10 non-judicial stamp paper. The affidavit should mention the FIR number, details of lost documents, notice published in newspapers, lawyer's certificate regarding the validity of the publication, and reason for making the application.
5. Duplicate Documents
After the 15-day notice period, visit the concerned sub-registrar's office and apply for a duplicate/certified copy by submitting full details of the property, FIR copy, non-traceable certificate, notary affidavit, and details of lost documents. A duplicate sale deed or title deed copy will be obtained from the sub-registrar's office within 7 to 10 working days.
Finally, duplicate property documents are legally valid as they are obtained with sub-registrar's approval and stamping. Transactions like loan applications and the sale of property can also be done through this certified copy. It is essential to maintain the property documents carefully and obtain a duplicate copy immediately in case of loss or theft to avoid any legal complications.
