Losing an original Adhaaram (Title Deed) can be a stressful situation, as it is the most critical document for property ownership. However, the Kerala Registration Department provides a clear legal process to obtain a certified copy that holds legal validity.
Here is a comprehensive guide on the steps you should take if you lose your original title deed.
What to Do When You Lose Your Original Title Deed (Adhaaram)
1. File a Police Complaint (FIR)
The first and most important step is to visit the nearest police station where the document was lost.
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File a formal complaint stating the circumstances of the loss.
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The police will issue an FIR (First Information Report) or a Non-Traceable Certificate after a primary investigation. This is a mandatory requirement for getting a duplicate.
2. Publish a Public Notice
You must publish an advertisement in two local newspapers (one in English and one in Malayalam) declaring that the original deed is lost.
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The notice should include the property details, the deed number, and your contact information.
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Wait for 15 days to see if anyone finds it or raises an objection. Keep the full pages of the newspapers as proof.
3. Obtain a Certified Copy from the Sub-Registrar Office (SRO)
Since the original is gone, you need a Certified Copy, which acts as a legal substitute for most transactions.
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Identify the SRO: Go to the Sub-Registrar Office where the property was originally registered.
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Required Info: You will need the Deed Number, Year of Registration, and Volume/Page numbers. If you don’t have these, you must first apply for an Encumbrance Certificate (EC) to find the details.
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Application: Fill out the application for a certified copy and pay the prescribed fee.
4. Apply for a “Certified Copy of the Duplicate”
In Kerala, if you want the certified copy to be as strong as the original for bank loans or selling, you may need to file an affidavit before a Notary Public. This affidavit should state that the original is lost and has not been pledged anywhere as collateral.
Essential Documents Checklist
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Copy of the FIR/Non-Traceable Certificate from the Police.
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Original copies of the newspaper advertisements.
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Notarized Affidavit (on stamp paper).
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Copy of the Encumbrance Certificate (EC).
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Your Identity Proof (Aadhaar, Voter ID, etc.).
Pro-Tips for Property Owners
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Digital Backup: Always keep a scanned PDF of your original Adhaaram in a secure cloud storage like Google Drive or DigiLocker.
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Photocopies: Keep at least 3-4 photocopies of the original in a separate location from the original document.
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Lamination: Never laminate the original deed, as it may be considered tampered with or make it difficult to verify security marks.
