All about Kerala’s online property-related services

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 services online, including encumbrance certificate, verification of e-stamp paper and document registration.

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.

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.

*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 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.

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.

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.

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.

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

Document download fees

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:

1. Aadhaar card
2. Land tax receipts
3. Proof of ownership of property
4. Encumbrance certificate
5. Voter ID card

The applicant can get the possession certificate in seven days from the date of application.

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

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.

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