Property registration checklist: documents and charges in India

A missing paper, a wrong figure or a payment that is not done in time can mean a second trip to the Sub-Registrar office. The process is much the same in every state, and with the papers below ready, registration usually takes a few hours. Here are the documents you need, how to check the government value of your property, the charges you pay, and what happens on the day.

Documents you need for property registration

The exact list can change a little from state to state and from one office to another, so check with the Sub-Registrar office or your lawyer. In most places, you will need:

1. The draft sale deed, prepared by your lawyer or document writer.
2. Previous title deeds, showing how the property has passed from one owner to the next.
3. The latest land record. This goes by different names: 7/12 utara in Maharashtra and Gujarat, khatauni in Uttar Pradesh, jamabandi in Punjab, Haryana and Rajasthan, RTC or khata in Karnataka, and patta in Tamil Nadu. In cities it is often a property card.
4. An encumbrance certificate, which shows whether there is any loan or other claim on the property.
5. Building approvals: the approved plan and the occupancy or completion certificate for a built property.
6. Latest property tax receipt and electricity bill.
7. For a resale flat, the society NOC and share certificate.
8. For a new flat from a builder, the allotment letter, payment receipts and the project’s RERA registration details.
9. PAN card and Aadhaar card of the buyer and the seller.
10. Passport size photos of the buyer and the seller.
11. Two witnesses with their ID proof.
12. A registered power of attorney, if someone is signing for the buyer or the seller.
13. Proof of stamp duty payment, such as the e-stamp paper or online payment receipt.

While you have these papers out, note down the survey number, CTS number or plot number of the property. You will need it to find circle rate in the next step.

Check circle rate value before you sign

Every state sets a minimum value for property, called circle rate, Jantri, Ready Reckoner rate or guideline value depending on where you live. Stamp duty is charged on this value or your deal price, whichever is higher. So it is worth checking before you agree on a price.

1. Find your area on CircleRate and the zone that covers your survey or plot number. Our guide on how to read circle rates shows you how.
2. Use the rate for your type of property: flat, plot, shop or office.
3. Use the right area. Some states use built-up area and some use carpet area, so check which one applies.
4. Multiply the rate by the area. The property value calculator will do this for you.
5. Compare the result with your deal price.

If your deal price is lower than circle rate value, you will pay stamp duty on circle rate value, and the seller may also have to pay income tax as if the price were higher. Read circle rate vs market value before you sign.

Charges you will pay

Keep these payments ready before the registration day.

• Stamp duty: a percentage of the higher of your deal price and circle rate value. Each state sets its own rate, usually between 3% and 8%. Use the stamp duty calculator to see the amount for your state.
• Registration fee: usually 1% of the same value. Some states put an upper limit on it.
• TDS: if the price or circle rate value is ₹50 lakh or more, the buyer deducts 1% from the payment to the seller and deposits it with the income tax department. This is not an extra cost to you, but you must pay it on time and keep the receipt.
• Other costs: lawyer or document writer fees, and the home loan processing fee if you are taking a loan.

Here is an example. Suppose you are buying a flat for ₹60 lakh in a state with 5% stamp duty and a 1% registration fee, and circle rate value is ₹48 lakh. You pay ₹3,00,000 as stamp duty and ₹60,000 as registration fee. You also deduct ₹60,000 as TDS from the amount you pay the seller.

What happens on the registration day

1. Book an appointment at the Sub-Registrar office. Many states let you do this online.
2. Reach on time with the buyer, the seller and both witnesses, along with all the original documents and copies.
3. The officer checks the documents, stamp duty and registration fee.
4. The buyer, the seller and the witnesses sign the deed. Photos and thumb impressions are taken.
5. The deed is scanned and registered. You get the registered deed back, either the same day or after a few days.

After registration

Registration is not the last step. Apply to the local body to get the property tax records changed to your name, and apply for the change in the land records, called mutation. Keep the registered sale deed, stamp duty receipt and the TDS receipt safely, as you will need them when you sell the property or take a loan against it.

Final checklist before you sign

• The zone, property type and area match your documents.
• Stamp duty is charged on the higher of your price and circle rate value.
• If circle rate value is more than 110% of your price, both of you know how section 50C (now section 78) affects the seller’s and the buyer’s income tax.
• TDS is deducted and deposited if the deal is ₹50 lakh or more.
• A lawyer has checked the title. Circle rates tell you nothing about who owns the property, loans on it or building approvals.

If the Sub-Registrar questions your valuation, see how to challenge stamp duty valuation.