A Complete Guide to Important Real Estate Certificates You Should Know

Real estate transactions in India involve numerous official documents to establish legal ownership and compliance. This guide explains key property certificates, what they mean, why they matter, who needs them, and how to obtain or verify them. It covers ownership deeds, transfer documents, land use approvals, loan-related papers, and other certificates that homebuyers, investors, and legal professionals should understand. Whenever possible, references to government or authoritative sources are provided.

Table of Contents

• Ownership & Title Certificates
• Transfer & Transaction Certificates
• Land Use & Development Certificates
• Financial & Loan-Related Certificates
• Other Important Certificates
• How to Verify Property Certificates Online?
• Frequently Asked Questions

Ownership & Title Certificates

Property Title Deed

A title deed is the fundamental proof of ownership of property. It is the document (often a registered sale deed) that legally confirms who owns the land or building. As one expert explains, a title deed “proves who owns a piece of land or a building” and is “like the ID card for your property” with details of location, size, previous owners, etc.

The title deed is created when a property is sold, the seller executes a sale deed on stamp paper which is then registered at the local Sub-Registrar’s office. After registration, the buyer retains a certified copy as the title deed. If the original is lost, an owner can obtain a certified copy of the registered deed from the Sub-Registrar or via state land records portals.

• Who needs it: Every buyer needs the title deed (sale deed) to prove ownership. Lenders require it to sanction a home loan, since it is the primary evidence of clear title.
• When required: Anytime ownership needs proof, e.g. at time of purchase/sale, mortgage, or in disputes.
• How to get it: The seller obtains it by drafting the sale deed with legal support; both parties sign on stamp paper and register it. The Sub-Registrar issues a stamped and registered deed copy.

Encumbrance Certificate (EC)

An EC is an official record showing whether any liens, charges, or legal dues are attached to a property. In other words, it proves if the property is “free from any disputes or obligations,” as a financial guide notes. It lists all transactions (sales, mortgages, gifts, etc.) registered against the property over a period (often 30 years).

Banks and buyers insist on an Encumbrance Certificate to ensure the seller hasn’t mortgaged or otherwise encumbered the property. For example, lenders ask for an EC to verify clear title before approving a loan, and it is needed during property registration or mutation to show no pending dues.

• Who needs it: Buyers and lenders need the EC to confirm the property has a clean title.
• When required: Before any sale or mortgage to rule out undisclosed mortgages/claims, and periodically for tax or loan purposes.
• How to get it: Apply at the Sub-Registrar’s office (where the property is registered) or use the state’s land records portal. Many states (e.g. Karnataka, Maharashtra, Tamil Nadu) allow online EC requests via their e-Registration or revenue websites.
  • The applicant submits property details and pays a small fee; the EC is then issued or can be downloaded. (For example, Karnataka’s Bhoomi portal and Maharashtra’s Mahabhumi site provide online EC services.)

Possession Certificate

This is a document issued by the developer or government agency to the buyer when they take physical possession of a property. In new projects, a builder issues a Possession Certificate (or Possession Letter) once construction is complete and handover is done. It serves as proof that the buyer has been given the premises.

The certificate (often stamped and signed by the builder) becomes part of the sale documents. For government-built or allotted flats, a local authority may issue a possession certificate. Possession certificates are important for loan disbursement: banks usually release the final loan installment only after receiving proof of possession. They also help settle ownership disputes, since they prove the date when possession was taken.

• Who needs it: Buyers (to show they have the property) and lenders (for final loan disbursement).
• When required: Upon completion/handing over of the property. Before registering the sale or moving in, ask for this certificate.
• How to get it: Usually provided by the builder or allotment authority after you have paid in full and construction is certified complete. Ensure it is on company letterhead, signed by the authorized person, and contains project details and buyer’s name.

Khata Certificate / Property Tax Certificate

Particularly in cities like Bengaluru, a Khata certificate is proof that a property is registered in the municipal records for tax purposes. It shows the property has an entry (an “Khata”) in the local municipal authority’s books (e.g. BBMP in Bangalore) and names the owner. Essentially, it means the property is lawfully recognized for property tax.

According to one finance guide, the Khata certificate “stands as a cornerstone in property ownership,” issued by the municipal authority to identify a property and its owner for taxation. Lenders and governments often require a Khata to ensure the property is legal and tax compliant. With a Khata, you can obtain water/electric connections, make transfers of ownership, and verify rightful title.

• Who needs it: Property owners (for paying tax) and buyers (for loan approval). Developers also need to obtain a Khata for their project before sales.
• When required: For obtaining a loan, selling or registering a property, or connecting utilities. Some rules (e.g. Karnataka) make possession of an “A Khata” (valid Khata) mandatory for legal recognition of a property.
• How to get it: Apply at the local municipal office or online portal (such as BBMP’s online services). You’ll need the title deed, building plan approvals, and ID proofs. On approval, the municipal authority issues the Khata certificate and a Khata extract. (If a Khata isn’t obtained, getting loans and utilities may be difficult.)

Transfer & Transaction Certificates

Sale Deed

The sale deed is the definitive transfer document in any property sale. It is a legal instrument executed by the seller and buyer stating that the seller is transferring ownership to the buyer for a price. As one guide puts it, “a sale deed is a legal document confirming sale and transfer of ownership of the property from seller to buyer”. It contains detailed information, seller and buyer names, property description, sale price, payment terms, etc.

The key step is that the sale deed must be registered at the Sub-Registrar’s office for the transfer to be legally binding. Under the Registration Act, both parties sign on stamp paper and appear to register it. Without registration (even if signed), the buyer has no legal title. The Sub-Registrar retains the original and provides a certified copy to the buyer, which becomes the new title deed.

• Who needs it: The seller needs to prepare it, the buyer needs it to acquire title, and both must register it.
• When required: Always during the sale of property. The sale deed is executed after any advance agreement and before handing over the property.
• How to get it: Typically drafted by the seller or lawyer, printed on requisite stamp paper, signed by both parties with witnesses, then taken (with required ID and affidavits) to the local Sub-Registrar. Pay stamp duty and registration fees. The Registrar stamps, registers, and returns a certified copy to the buyer.

Gift Deed

A gift deed is a document used to transfer property without exchange of money, from one person (donor) to another (donee) willingly during the donor’s lifetime. It is often used among family members (e.g. a parent gifting land to a child). By law (Transfer of Property Act), a gift must be a voluntary transfer by registered instrument.

According to a legal resource, “A Gift Deed is a legal document used in India to transfer ownership of assets or property from one person (donor) to another (donee) during one’s lifetime and without any exchange of money”. Gift deeds must be executed on stamp paper (stamp duty is applicable, often at concessional rates between relatives) and registered at the Sub-Registrar’s office just like a sale deed. Once registered, the donee becomes the legal owner.

• Who needs it: Donors and donees who wish to transfer property as a gift. Common among close relatives for estate planning or tax purposes.
• When required: Anytime property is being given as a gift. Also required by banks if the gifted property is offered as loan collateral.
• How to get it: Prepare the deed on stamp paper detailing donor, donee, property, and that it is a gift. Sign with witnesses and register it at the Sub-Registrar’s office. The process is similar to a sale deed except no sale price is involved.

Relinquishment Deed

A relinquishment deed is used when co-owners of a property want one party to give up (relinquish) their share in favor of another. For example, in inheritance cases or among family, one co-owner may relinquish their rights to a sibling. The deed is executed by the co-owner who is giving up rights (“relinquisher”) in favor of the co-owner who is taking over.

As described by a legal blog, a relinquishment deed “allows one co-owner to sell his rights to another without a sale or monetary transaction,” often done freely among family. The effect is that the relinquisher’s name is removed from title records, and the transferee holds full ownership.

• Who needs it: Existing co-owners who agree that one person will take full ownership. Common in family partitions or to facilitate a clean sale by a single owner.
• When required: When settling joint ownership so that only one name appears on the title. Sometimes done before a sale or to simplify inheritance.
• How to get it: Draft a deed on stamp paper stating the relinquishing party’s consent to give up rights to the other party. Both co-owners sign with witnesses. Crucially, the deed must be registered at the Sub-Registrar’s office to be legally valid. Once registered, the relinquishment is binding, and the relinquished party’s name can be dropped from records.

Will & Probate Certificate

A Will is a document in which a property owner (testator) states how their assets should be distributed after their death. It takes effect only on death and can be changed or revoked by the testator while alive. For example, a house owner may make a Will leaving the house to a particular heir. After death, the heirs use this Will to claim the property. However, to transfer title, some legal formalities may be needed.

• Who needs it: The executor or heirs of the deceased person. If there is a Will, they use the probate to deal with the property; if no Will, a succession process is used instead.
• When required: Probate is needed when transferring immovable property as per a Will, especially in jurisdictions where it’s mandatory. In general, any beneficiary named in a Will may obtain probate (from a civil court) to facilitate title transfer. If the deceased left no Will, the legal heirs must obtain a Succession Certificate (explained later) or letters of administration.
• How to get it: A probate petition is filed in a district court (under the Indian Succession Act). Required documents include the original Will, death certificate, and details of heirs. If probate is granted, the court issues a certified copy that can be used with the Sub-Registrar to transfer title.

Land Use & Development Certificates

Non-Agricultural Land Certificate (Conversion Certificate)

Agricultural land is legally restricted from certain uses (like residential or commercial construction) unless converted. A Land Conversion Certificate (sometimes called a Non-Agricultural Land Certificate or NOC) is the official approval from the government permitting this change of land use.

In other words, it grants legal permission to use former farmland for building a home or business. As one finance guide notes, “land conversion certificate, grants legal permission to change the designated use of your land”. Banks refuse home loans on agricultural land unless it is converted, so this certificate is crucial before buying or mortgaging such land.

• Who needs it: Owners or buyers of land classified as agricultural who wish to build a residential or commercial project on it.
• When required: Before construction begins on land that is currently zoned agricultural. For example, you must obtain it before applying for building plan approval or loan.
• How to get it: Apply to the state’s revenue or land-use department (often called the Land Conversion Authority) with documents like land title, sale deed, survey sketches, and NOCs from local bodies. Each state has its own procedure.

Building Completion Certificate (CC)

Once construction is finished, the local development authority issues a Building Completion Certificate to confirm that the building was constructed as per the approved plan. It is a formal “certificate of completion”. According to a municipal authority guide, a CC is “an official document issued by the municipal or local development authority once the construction is completed.

It serves as proof that the building has been developed in accordance with the approved building plan, sanctioned layout, and all applicable structural and safety norms”. In other words, it validates the lawful completion of construction. Without a CC, a building is not considered legally finished: you cannot get an Occupancy Certificate, and registration of the property may be refused.

• Who needs it: The property owner (or builder) must obtain it, but it is important for future buyers and lenders.
• When required: Immediately after construction is fully complete and before seeking an Occupancy Certificate. It is a prerequisite for applying for OC.
• How to get it: Apply to the local municipality or development authority (e.g. BBMP in Bangalore, BDA, etc.) with supporting documents, typically the approved building plan, commencement certificate, structural certificates, NOCs (fire, pollution, etc.), and a site inspection. The authority inspects the site and, if compliant, issues the Completion Certificate.

Occupancy Certificate (OC)

The OC is the final approval to occupy a building. After getting the CC, you must apply for an Occupancy Certificate from the same authority. The OC certifies that the building (residential or commercial) is safe to occupy and meets all building laws. In plain terms, it means the project is “fit for living/working.”

As a real estate blog explains, an OC is “issued by the local government to confirm that a building meets all the safety standards along with approved plans,” and it is “required to occupy the property legally to obtain utilities like water and electricity”. Without an OC, even if the building is physically complete, you cannot legally inhabit it or register it, no permanent utility connections will be granted.

• Who needs it: The builder or owner must obtain it, and the buyer or occupant must insist on it. Utility companies also require it to give permanent connections.
• When required: Right after completion of construction and after receiving the CC. Occupants should not move in permanently without OC.
• How to get it: File an application to the municipal or development authority (with the CC, structural stability certificate, fire NOC, etc.). The authority will again inspect the building for compliance (quality of construction, safety features, etc.). Once satisfied, it issues the Occupancy Certificate.

Approved Building Plan Certificate (Sanctioned Plan)

Before any construction begins, the building’s architectural plan must be approved by the municipal or planning authority. This approval (often called the sanctioned building plan) is the “Approved Building Plan Certificate.” It officially indicates that the submitted building layout complies with zoning rules, land use, floor-area ratio, and building norms. No construction can legally start without this sanction.

In practice, you submit the architect’s drawings, structural calculations, and other documents to the local authority. When approved, the authority stamps “Approved” on the plans. Banks and buyers often require a copy of the approved plan to verify that the building was authorized. (Note: The approved plan is sometimes colloquially referred to as an ‘Approval Certificate’ or simply obtaining the building permit.)

• Who needs it: The developer or owner needing to build or expand the property.
• When required: Before beginning any construction. It is the first step in the development process.
• How to get it: Apply at the local municipal corporation or development authority with site plans, ownership title, land survey, and architect’s drawings. After fees and scrutiny, the authority grants its approval by issuing the sanctioned plan certificate.

Financial & Loan-Related Certificates

Mortgage Deed

When you take a home loan or loan against property, you secure the loan by mortgaging the property. The mortgage deed is the legal document that creates this charge. It officially pledges the property as collateral to the lender. According to a bank guide, “Mortgage deeds are official documents that prove the terms of a loan between a borrower and lender. Mortgages guarantee that loans will be repaid and give the lender the legal power to repossess the mortgaged property if the borrower defaults”.

• Who needs it: The borrower (mortgagor) and lender (mortgagee) prepare and sign it.
• When required: At the time of loan sanction. It is part of the loan agreement package.
• How to get it: The lender usually prepares the mortgage deed (on stamp paper) for the borrower’s signature. For a simple mortgage, it must be signed and registered at the Sub-Registrar’s office (just like a sale deed) to be effective.

No Objection Certificate (NOC)

A No Objection Certificate is a general term for various clearances stating that an authority (bank, builder, society, etc.) has no objection to a proposed transaction. Two common NOCs in real estate are:

• NOC from Bank: When you repay a home loan, the bank issues a No Objection Certificate on loan closure. This document states that you have paid all EMIs and settled the loan; the bank now has no lien on the property. It is often needed when selling the property or refinancing, as it assures the buyer or new lender that the previous loan is fully repaid.
• NOC from Builder/Society: Before a resale of a flat, many developers or housing societies require an NOC certifying that the seller has cleared all dues (maintenance, amenities charges, etc.) and that the builder/society has no objection to the sale.
• Who needs it (Bank’s NOC): Borrowers (sellers) need it on loan repayment. Builder’s NOC: Sellers of new/under-construction flats need it for sale registration or to reassure lenders.
• When required: Bank NOC – at loan closure or before property transfer. Builder NOC – when selling or mortgaging the flat.
• How to get it: For a bank NOC, write to the lender after the final payment; the bank will forward the NOC to you. For a builder/society NOC, apply to the building management with proofs of dues paid; they will issue the clearance certificate, often for a small fee.

Valuation Certificate

This document provides an official estimate of a property’s market value at a point in time. Typically prepared by a certified property valuer or government authority, it is required by banks before sanctioning a mortgage or home loan to ensure the loan-to-value ratio is correct. For example, a financial guide notes that lenders need a valuation certificate “to determine the loan amount they can offer based on the property’s value”. It may also be needed for taxation (to compute capital gains), insurance, or legal disputes.

• Who needs it: Borrowers (to apply for a loan) and anyone needing an official property appraisal (buyers, sellers, courts).
• When required: For any property financing or sale where a current value must be known. Banks especially request it before loan approval or disbursement.
• How to get it: Contact a certified valuer (often through the lender) to inspect the property and submit a valuation report. Some states offer online valuation certificates via municipal portals. For loans, banks may have in-house valuers who prepare this certificate and send it directly to the borrower or to the loan officer.

Other Important Certificates

Mutation Certificate

A mutation certificate (also called Dakhil Kharij in Hindi) is issued by the local revenue or municipal authorities to officially record a change in ownership in the government’s property tax records. In short, it means the government records (land revenue rolls) have been mutated to reflect that you are the new owner. Simply owning a sale deed doesn’t change the tax records; the mutation certificate does.

One guide explains that while the sale deed establishes legal ownership, the mutation certificate “ensures that this change is reflected in revenue records”. This is important for property tax liability and for proving title in public records. Banks and buyers often insist on an updated mutation certificate to verify that the buyer’s name appears in government records after purchase.

• Who needs it: Every new owner after a sale or inheritance should get the mutation done.
• When required: Soon after buying a property or inheriting it. Also needed before selling, as buyers may require it. Utility providers sometimes ask for mutation to supply connections.
• How to get it: Apply to the local municipal or revenue office (depending on state) with the registered sale deed, ID proof, application form, and fee. Some cities have online portals for mutation. Once processed (which may take weeks), the office issues the mutation certificate, and the land records or local tax database is updated with the new owner’s name.

Legal Heir Certificate / Succession Certificate

These certificates deal with succession when a property owner dies. A Legal Heir Certificate is an administrative document issued by a local authority (such as a Tehsildar, municipality or court) identifying the rightful heirs of a deceased person. It essentially attests who the legal heirs are. It is used when a person dies without a will to transfer assets like bank accounts, provident funds, or even real estate.

A Succession Certificate, by contrast, is a court-issued document under the Indian Succession Act, 1925. It specifically deals with the deceased’s debts and securities (like bank deposits, stocks). The court grants it to legal heirs after due process, authorizing them to collect the deceased’s debts or securities. In effect, it gives legal authority to heirs to inherit and liquidate such assets.

• Who needs it: The heirs of a deceased person. Legal Heir Certificate – if there is no will and heirs need to transfer any property or claims. Succession Certificate – if heirs need to recover debts/securities (or sometimes property) formally.
• When required: After a death with no or an unclear will. Often needed for transferring bank accounts, selling inherited property, claiming insurance, or taking pension benefits in the deceased’s name. Banks and registrars often ask for one of these certificates to establish heirship.
• How to get it: For a Legal Heir Certificate, file an application with the local government office or court (depending on the state), submitting the death certificate and family details. For a Succession Certificate, file a petition in the district court (with details of heirs and assets); the court conducts notice proceedings and (if satisfied) issues the certificate.

Power of Attorney (POA)

A Power of Attorney is a document in which one person (the principal) authorizes another (the agent or attorney) to act on their behalf in specific matters. In real estate, a General Power of Attorney allows the agent to manage property transactions for the owner. As one developer’s blog states, POA for property “grants legal authority to an individual to act on behalf of the property owner”. The agent can be empowered to do things like sell, lease, or manage the property in the owner’s absence. This is useful if the owner cannot be present to complete a deal.

• Who needs it: The property owner (who may be away or incapacitated) and the chosen agent.
• When required: When the owner wants someone else to act in his name for buying, selling, or managing the property. Also common in partition deeds or when an NRI owns Indian real estate.
• How to get it: The owner signs a POA document on stamp paper, clearly specifying the powers granted. Important: for immovable property transactions, the POA must be registered with the Sub-Registrar to be valid for sale or gifting. (A mere notarized POA is not sufficient to convey property.) Once registered, the agent can use the POA to sign documents for the principal.

How to Verify Property Certificates Online?

Many governments now provide e-services to verify or obtain property documents online. For example, most states have digital land records portals where you can search details by survey number or owner name. Through these portals, one can often download encumbrance certificates, check title or mutation entries, and even pay stamp duty or registration fees.

While the exact portal names vary by state, you may try: Karnataka’s Bhoomi/Kaveri sites, Maharashtra’s Mahabhulekh, Telangana/Andhra’s Dharani, Tamil Nadu’s TNROR, Haryana’s Dakhal and Mutation, etc. These official websites let you enter property details and view records. Many municipal bodies also allow checking Khata and property tax certificates online. As one legal guide notes, the Indian government has launched “various online portals and services to facilitate the property verification process”.

In practice, you would log in to the appropriate state portal, use the property identifiers (survey no., Khata no., etc.), and retrieve certified copies of the certificate you need. Additionally, some authorities allow you to verify a certificate’s authenticity by entering a reference number on a portal (for example, Punjab’s property registration site lets you verify registered document details). In short, to verify certificates, check the respective state’s land or registration e-governance website and use the search tools provided.

Conclusion

Navigating property transactions in India requires careful attention to documentation. Title deeds and their associated certificates are the backbone of legal ownership. Always ensure that every change of ownership is accompanied by the appropriate certificates – sale deed, EC, mutation, etc. And that all approvals (plan, CC, OC) are in place. When financing, keep the mortgage deed, bank NOC, and valuation certificate ready. For inherited property, procure succession or heir certificates. Most importantly, deal with authenticated documents: verify them through official channels or online portals whenever possible.

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