[ecis2016.org] You can obtain an encumbrance certificate and pay stamp duty and registration fee for buying and gifting property in Kerala state through the Kerala Registration Department’s online portal
Kerala is one of the first states in India to digitise various property-related services, to make the process transparent. Kerala’s registration department offers many property-related services online, including searching for encumbrance certificate, verification of e-stamp paper, land records repository, valuation certificate, ownership certificate, possession certificate and document registration. To make accessibility easier, the Kerala government has created a one-stop portal: keralaregistration.gov.in, where users can search information at their ease.
You are reading: Kerala Registration Department: All about Kerala’s online property-related services
E-Rekha website is the newest introduction by the Kerala Government to maintain state land records online in a digital manner for online property related services. The portal is maintained by the Kerala government, and all details related to land and even old land survey data is maintained properly. Here are some of the salient features of the portal.
- The digitalisation of all property records is maintained and displayed sequentially and chronologically.
- The old land survey records and all other lands records in the state are physically kept at the Thiruvananthapuram central office.
- The records are centrally digitalised and accessible to the revenue department officials and the public.
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The e-Rekha portal has been launched for Kerela online property related services. The main objectives of building the e-Rekha website and digitalisation of old land survey records are as under:
- Allow landowners in the state to access survey details and records for online property related services.
- Verify the ownership details and land records digitally from any place at any time.
- Keeping digital land and property records safely.
- Protecting the interests of landowners and stakeholders.
- Bringing transparency in property transactions by making survey records and property ownership details available online.
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Encumbrance Certificate in Kerala
The Encumbrance Certificate (EC) is considered as an important and mandatory document, for property registration in Kerala. The document signifies that the ownership of a property is completely free from any legal complexities.
To obtain an EC online, a user has to submit his application online and pay the associated charges, to download the certificate.
Here’s a step-by-step guide to obtain your EC:
How to apply for Encumbrance Certificate in Kerala
*Step 1: Visit Kerala Registration Portal
*Step 2: Click ‘Certificate’ from the top navigation menu.
*Step 3: Click ‘Encumbrance Certificate’ from the drop-down menu and choose ‘Submit Application for EC’ in the follow-up menu.
*Step 4: Fill all the details required and make the online payment.
Guidelines for filling up the form
- Provide your working mobile number in the application to receive SMS.
- For online payment, enter the applicant’s details in English only and secure the transaction ID and GRN generated for checking status.
- The fee is non-refundable. Furnish all details carefully, as the department will not take any responsibility for incorrect/incomplete certificates, due to the mistakes in the application.
- If you would like to get priority for certificate generation, click on the option ‘Wish to get Priority?’. You would need to pay double the usual fee for this option.
- Certificates are generated in Malayalam by default. If you want the certificate in English, mention the same in the ‘Needs Certificate’ field.
- You will be informed via SMS at the time of successful submission, generation and issue of certificate, on the provided mobile number. You can view your certificate when you get the ‘Your certificate is ready for download’ SMS.
What does an encumbrance certificate contain?
An encumbrance certificate contains all the transactions that have been made regarding the property in a specific period of time. Individuals can get an encumbrance certificate for up to 30 years. However, if people take an encumbrance certificate for a specific period, they will receive a record of the transactions made during that period only.
Importance of encumbrance certificate
- An encumbrance certificate can help to establish that the property a buyer buys does not have any liabilities, whether financial or non-financial, such as loans, leases and the like.
- An encumbrance certificate is required, not only to assume the title of the property officially but also to access details pertaining to different loans like loan against property and the like.
- An encumbrance certificate helps in the mutation of property.
- It provides details and updates on land tax records and helps in checking whether taxes are being paid regularly.
- An EC is useful to deduct or withdraw provident fund for buying a property or constructing a new house.
Different kinds of encumbrance certificates
Encumbrance certificate can be broadly classified into two categories:
Form 15: This form is provided when there is an encumbrance for the mentioned period. This form also states the nature of the property – whether it is a gift, partition, lease and the like. It also mentions the parties involved in the property and maintains records of various other details in a systematic way with dates.
Form 16: This form is also known as a nil encumbrance certificate. This is issued when there is no encumbrance for the mentioned period.
How to download/view EC online in Kerala
To facilitate buyers seeking EC status, the Kerala government has enabled this service on the official portal of the state’s registration website. Follow these steps to view the EC status.
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*Step 1: Visit Kerala Registration Portal
*Step 2: Scroll down and click ‘View/Download Encumbrance Certificate Online’.
*Step 3: Click on ‘View/Download Encumbrance Certificate Online’.
*Step 4: Enter the transaction ID generated when online payment was confirmed.
*Step 5: Click ‘Check Status’ and view your EC.
How long does it take to get an encumbrance certificate?
The time taken to receive an encumbrance certificate varies. However, if a person applies for an EC at the sub-registrar’s office in Kerala, it generally takes 15-20 days. The time taken for receiving an EC is lesser for online applications. These generally take two to three working days.
Fake entries in encumbrance certificate applications
Though the government of Kerala has taken significant steps to reduce the frauds in encumbrance certificate registrations, there are still a number of cases regarding the same. Irregularities in the documents submitted include fake entries, same property sold to more than one individual, and the like. These have resulted in a greater number of frauds and fake registrations of encumbrance certificate online.
How to do property registration in Kerala online?
Step 1: Visit the Registration Department portal and click on ‘online applications’.
Step 2: Create your user login and generate a new token.
Step 3: Select the sub-registrar office, transaction type, district, taluk and submit the information.
Step 4: Enter the details about document, executant, claimant, etc.
Step 5: Pay the stamp duty and registration fee online, if the amount is less than Rs 1 lakh.
Step 6: Once the payment is done, visit the registration portal again and confirm the payment.
Step 7: Download the e-stamp with a serial number and GRN on it.
Step 8: Schedule the time slot by clicking ‘View Token’. Click on Accept and Submit.
Step 9: The details entered by you will be summarised here. Check thoroughly for errors. If everything is okay, click on ‘Accept and Continue’. An acknowledgement slip will be generated, which will have your appointment details at the sub-registrar’s office.
Step 10: Visit the sub-registrar’s office for registration and submit the printout of the report, along with the related documents to the registrar, at exact time and date mentioned in the acknowledgement slip.
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After successful registration, the applicant will get the sale deed.
List of documents required for property registration in Kerala
- Document on proper stamp paper, prepared either by a licensed document writer/advocate or by the claimant/executant.
- Copy of the deed in a filing sheet issued by the department (to be kept as record with the Registration Department).
- Copy of the deed to be attached with the application, for mutation of transaction.
- Form IB (to be a part of the document and its copy), if the building is also transferred.
- Building valuation certificate from the approved agency under Section 28B or 28C of the Stamp Act, as the case may be.
- Form I (Rule 3 of Prevention of Undervaluation Rules).
- Application for TRR (Mutation) (to be forwarded to the Revenue Department online).
- Form No 58 (declaration regarding excess land) to be signed by both parties.
- Form 60 (IT) – If any of the parties do not hold a PAN card and the transaction amount exceeds Rs 10 lakhs.
- NOC issued by the collector, in case the property is restricted from transactions.
- Required registration fees.
- Original/copies of previous title deeds.
- Identity proof.
Stamp duty and registration fee in Kerala
The Kerala government has allowed usage of e-stamps for document registration, where the stamp duty exceeds Rs 1 lakh. You can buy e-stamp online from the official registration department portal of the state, by following the necessary procedure.
| Stamp duty | 8% |
| Registration charges | 2% |
Keeping in mind the high property registration charges, the realtors in the state are requesting the state government to cut down the stamp duty charges to 3% and registration charges to 1%, to boost the property market in the state amid the Coronavirus pandemic. Job and income losses due to COVID-19 have dampened the sales of immovable properties in the state.
What are the factors that determine stamp duty charges?
Age of the property: Stamp duty charges are generally calculated on the value of the property. Since the value of older properties is lesser, the stamp duty charges for older properties are also lesser than newer ones.
Age of the property holder: The age of the property’s owner plays a crucial role in determining the stamp duty charges. Senior citizens generally have to pay lesser stamp duty charges.
Purpose of the property: The type of property also determines the stamp duty rates. Thus, commercial properties have greater stamp duty charges than residential buildings.
Location of the property: Stamp duty charges are also imposed, based on the location of the property. Properties in rural areas or suburban areas have a lower stamp duty charge than those in urban areas.
Amenities in the property: The amenities in a property determine its stamp duty charges. Thus, properties with more amenities like a gym or a swimming pool have higher stamp duty charges. As a result, commercial properties have a higher stamp duty charge than residential properties, as the former has more amenities than the latter.
Gender of the property holder: There are several provisions and subsidies available for women when it comes to stamp duty charges. Women may generally have to pay up to 2% lesser stamp duty charges compared to men.
How to verify e-stamp?
Property buyers in Kerala can obtain e-stamps for paying the stamp duty. The option to validate the e-stamp is available on the Kerala property registration site’s home page.
Step 1: Visit the Kerala property registration portal and scroll down, to find the ‘e-Stamp Verification’ option.
Step 2: Enter e-stamp serial number.
Step 3: The result will be displayed on your screen
How to pay stamp duty and registration fee in Kerala
*Step 1: Visit Registration Department portal and scroll down till you find ‘online applications’. Click on this option.
*Step 2: Create your user login and generate a new token.
*Step 3: Select the sub-registrar office, transaction type, district, taluk and submit the information.
*Step 4: Enter the details about document, executant, claimant, etc.
*Step 5: If the stamp duty payable is more than Rs 1 lakh, select e-stamp as mode of stamp duty payment.
*Step 6: Complete the self-verification and submit the application for e-stamp.
*Step 7: Proceed for fee payment. Click on online payment from the top menu.
*Step 8: Choose ‘Stamp duty + Registration fee’ and proceed with the payment.
*Step 9: Validate your phone number by submitting the OTP.
*Step 10: Secure the transaction ID.
*Step 11: Once the payment is done, visit the registration portal again and confirm the payment.
*Step 12: The system will prompt the details of the fee paid. Click on ‘view details’ to download the e-stamp.
*Step 13: Your e-stamp will be generated with a serial number and GRN on it. You can verify the e-stamp serial number from the portal’s home page.
*Step 14: Schedule the time slot at the sub-registrar’s office for physical document verification.
How to check land records online in Kerala
You can check land and land owner details in Kerala and survey number online, through the E-Rekha portal, which allows users to search for property details to verify land owners and provide transparency in land transactions, etc.
Step 1: Visit E-Rekha portal
Step 2: Go to File search Page and choose any option according to your requirements.
Step 3: Select your district, taluk, village and document type.
Step 4: Enter the block number and survey number and click on the ‘Submit’ button
Step 5: The results and preview (thumbnail of your document) will be displayed on the next page.
Please note, if you want to download the original one, please click on the Checkout button. You would need to create your login ID to download the document, after paying a nominal fee.
Step 6: Verify all the details and note down the transaction number for future communication with KLIM.
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Step 7: Click on Proceed to Pay button. You will be redirected to the payment gateway.
Step 8: Click on Download page and save the requested document
What is land mutation?
Mutation of a property is means transferring the title of the property from one person to another. Mutation is must for paying property tax purposes. An application needs to be submitted for mutation together with various relevant documents and also a non-judicial stamp paper of relevant value. This application can be submitted online to the Tahasildar of the area/locality where the land lies. It is an important step in Kerala’s online property related services.
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What is a possession certificate, and why is it needed in Kerala?
A possession certificate is required only from the point of view of obtaining a subsidy and even a home loan. It is not needed or valid for any other purpose. It has been included in the ambit of Kerala’s online property related services and can be obtained by uploading documents online. The list of documents for obtaining a possession certificate online is as under:
- Copy of Aadhaar Card
- Applicable Land Tax
- Proof of ownership of the property
- Encumbrance Certificate, which will act as proof that the property is free from monetary liabilities
- Copy of Voters ID card
Ever since Kerala has launched online property related services in a major way, the time frame for the issue of possession certificate has come down to 7 days from the date of making the application. The validity of the Possession Certificate is a specified minimum time period. The fee details for obtaining a Possession Certificate is as under:
- Rs 18 (Akshaya service charge) + Rs 7 (Government Service charge) + Rs 3 for scanning /printing of each page.
- The SC and ST families are required to pay Rs 10 + Rs 2 for scanning /printing of each page.
- The BPL families are required to pay only Rs 20 for obtaining a possession certificate.
Document download fees
| Type of record | Fee per page |
| Taluk map | Rs 1,000 |
| District map | Rs 1,000 |
| Litho map (old survey) | Rs 1,000 |
| Block map (re-survey) | Rs 1,000 |
| Measurement plan (old survey) | Rs 750 |
| FMB resurvey | Rs 750 |
| Land register | Rs 1,400 |
| Settlement register (resurvey) | Rs 1,400 |
| Correlation statement | Rs 1,000 |
| Area list | Rs 550 |
How to download valuation certificate for property?
Property buyers can download the valuation certificate from the official Kerala Registration Portal. Owners should know that there are separate certificates for plots and buildings. Here is how to find these certificates:
Step 1: Visit the Kerala Registration Department website and click on ‘Downloads’ from the left menu.
Step 2: You will be redirected to a new page, where all the valuation certificates are listed.
Step 3: Download the certificate as per requirement and submit it to the SRO.
How to download possession certificate in Kerala on e-district?
Home owners can obtain the possession certificate for obtaining subsidy or housing loan on their property. To download the document, the applicant has to upload following documents:
- Aadhaar card
- Land tax receipts
- Proof of ownership of property
- Encumbrance certificate
- Voter ID card
The applicant can get the possession certificate in seven days from the date of application.
Affidavit mandatory for possession certificate
The Kerala Government has recently made it mandatory to provide an affidavit for obtaining a possession certificate. K Biju, the Land Revenue Commissioner has issued a statement regarding this amongst the district collectors in compliance with the order issued by the Kerala high court. The court has also passed the order to verify the kind of land mentioned in the possession certificate by the local authorities before granting the building permit.
How to download ownership certificate in Kerala?
Now property owners can easily download the ownership certificate online, by following the procedure given below:
Step 1: Visit the Sanchaya portal and select the district and the governing body.
Step 2: You will be redirected to a new page. Here, click on ‘Ownership Certificate’.
Step 3: Enter the ward year, ward number, door number and other requisite information.
Step 4: Download the certificate after paying a nominal fee.
How to check if the document is undervalued?
To prevent undervaluation, the Registration Department has launched a special drive, to identify cases of undervaluation in the sale of apartments. An online facility is now available for buyers, to check whether they are booked for undervaluation. Here is how to do that:
*Step 1: Visit the Kerala Registration Portal
*Step 2: Click on ‘Know Your Document Undervalued or Not’. You will be redirected to a new page.
*Step 3: Select the district, sub-registrar’s office and year, from the drop-down menu. Mention the document number.
*Step 4: The results will be displayed on the screen.
How to search for Akshaya Centre on e-district?
Step 1: Visit Akshaya Kerala Portal and click on Citizen Services.
Step 2: Click on E-district and search for ‘Possession Certificate’
Step 3: Click on ‘Read more’ and scroll down to find ‘View Akshaya Centres’
Step 4: Select district and municipality to search for the centre
Kerala Registration Department contact details
| Official website | http://keralaregistration.gov.in/pearlpublic/index.php |
| Official email-id | Regig.ker@nic.in |
| Phone Numbers | 0471-2472118, 2472110 |
| WhatsApp Number | 8547344357 |
Kerala property registrations: Latest updates
Ernakulam tops in earnings from document registration, stamp duty in FY21
According to recent reports, Thrikkakara sub-registrar office in Ernakulam district made the highest revenue collection in the entire state in the 2020-21 fiscal year (FY) from document registrations. The office earned Rs 85.86 crores from registration fees and Rs 63.72 crores from stamp duty.
Overall, in spite of the slowdown in real estate, Ernakulam district earned Rs 682.29 crores from document registrations and Rs 507.94 crores from stamp duty in the year. This is the highest among districts. Thiruvananthapuram district was second, earning Rs 416.62 crores from registration fees and Rs 311.39 crores from stamp duty.
As per the data with the registration department, over 7.83 lakh applications for document registration were received in Kerala in the last financial year.
Property registrations in Kerala made easier
Now, property buyers in the state can register property transactions at any sub-registrar’s office within a district. Earlier, only district registrars were entitled to conduct the registration of properties falling under the limits of any sub-registrar office in that district. This power has been divested to all sub-registrars now. The move will also reduce the crowd in busy registration offices.
FAQs
How do I get a certified copy of a registered document?
You have to visit the sub-registrar’s office (SRO) where the property is registered and make an application, to get a certified copy of the sale deed.
How long will it take to get encumbrance certificate in Kerala?
It takes around 6-10 days to get the EC in Kerala.
How can I check my property records online in Kerala?
You can check property records online, by following steps mentioned in this article above.
How can I get certified copy of sale deed in Kerala?
You have to visit the SRO office where the deed is registered and make an application, to get a certified copy.
What is the area of land individuals can own in Kerala?
Unmarried individuals can own up to 7.5 acres of land whereas married individuals living in a joint family can own up to 15 acres of land.
Is Aadhaar card mandatory for property registration in Kerala?
Aadhaar card is the most preferred identity proof for property registration in Kerala. However, individuals can use a voter’s ID card or driving license too.
Is PAN card important for property registration in Kerala?
Yes, PAN card is mandatory for any real estate registration in India and therefore in Kerala.
What is survey number for a land property?
The survey number is a unique number given to a piece of land for the purpose of maintenance of land records. The survey number records consist of details of land size, location, ownership, etc.
I forgot my password for e-Rekha portal. Can I get a new password or can I change my password?
Yes. You can visit the official portal erekha.kerala.gov.in. On the right-hand corner of the home page, you will find the ‘Forgot Password’ option. Click on the Forgot Password button to change the password and then access the registered account.
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