Losing the original house deed can be stressful because it is an important document related to property ownership and registration. A house deed, commonly called an Aadaram in Kerala, may be required when selling a property, applying for a home loan, completing inheritance procedures or handling other legal matters.
If you have lost your original house deed, you can apply for a certified copy of the registered document through the Kerala Registration Department. Depending on the age of the document and the availability of digital records, you may be able to start the application online or need assistance from the Sub Registrar Office where the deed was originally registered.
This guide explains how to obtain a certified copy of a lost house deed in Kerala, the official website to use, the information required, the application process and what to do if you do not know the document number.
What Is a Certified Copy of a House Deed?
A house deed is a registered document associated with a property transaction. It contains important information about the property, the parties involved in the transaction and the registration details.
If the original deed is lost, the Kerala Registration Department may issue a certified copy from its official records. A certified copy is different from an ordinary photocopy because it is certified by the authorised registration authority.
A certified copy may be needed for:
Property sale or transfer procedures.
Home loan or mortgage applications.
Legal verification of registered property documents.
Inheritance and succession-related procedures.
Obtaining supporting documents for certain government services.
Checking the details of an earlier registered transaction.
The documents required for each transaction may differ. A certified copy does not automatically replace every other document that may be required to establish ownership or complete a property transaction.
Official Website to Get a Lost House Deed in Kerala
The Kerala Registration Department provides online services through the PEARL portal.
Official website: https://pearl.registration.kerala.gov.in/
You can visit the portal to check the available document and certificate services, including services related to certified copies of registered documents.
If the required service is not available online for your particular record, contact the Sub Registrar Office where the deed was registered.
Always use official government websites when entering personal information or paying application fees.
Information Required to Apply for a Certified Copy
Before starting your application, collect as much information as possible about the lost deed.
You may need the following details:
Document number: The registration number assigned to the original deed.
Registration year: The year in which the deed was registered.
Sub Registrar Office: The office where the property document was registered.
Property details: The village, survey number or other available property identification details.
Owner's name: The name of the person or persons mentioned in the registered document.
Party details: The names of the buyer and seller, if available.
You may find these details on an old photocopy, a previous property document, a bank file or another record related to the property.
The exact information required depends on the application and the document search service available.
How to Apply for a Certified Copy of a Lost House Deed Online in Kerala
Follow these steps to check the online application procedure.
Step 1: Visit the Official PEARL Portal
Open the Kerala Registration Department's official website:
https://pearl.registration.kerala.gov.in/
Check the website address before entering your personal or property-related information.
Step 2: Find the Certified Copy Service
Look for the document or certificate services section. Find the option related to a Certified Copy of a Registered Document.
The menu names and available services may change as the portal is updated. If you cannot find the relevant option, check the instructions on the website or contact the Sub Registrar Office.
Step 3: Enter the Registration Details
If the online service is available, enter the details requested by the portal. These may include the document number, registration year and Sub Registrar Office.
Review the information carefully before continuing. Incorrect details may prevent the system from locating the correct document.
Step 4: Complete the Application
Fill in the requested information and provide any supporting documents required by the service.
Check all the details before submitting the application. If the portal generates an acknowledgement or application reference number, save it for future tracking.
Step 5: Pay the Applicable Fee
If an online payment option is available, pay the fee displayed by the official portal.
The applicable amount may depend on the service and document requirements. Check the current fee rather than relying on an old estimate.
Step 6: Track the Application
Use the available application status service to check the progress of your request.
If the document is available digitally and the application is approved, follow the instructions provided to obtain the certified copy. Some applications may require additional verification or collection through the relevant registration office.
Important: Not every old deed can necessarily be downloaded immediately. Records that have not been digitised may require a manual search by the Sub Registrar Office.
What If You Do Not Know the House Deed Number?
You may still be able to locate the registered document even if you have lost the original deed and do not know its registration number.
Contact the Sub Registrar Office where the property transaction was registered. Explain that the original document has been lost and that you need a certified copy.
Provide as much information as possible, such as:
Name of the property owner.
Name of the previous owner or seller.
Approximate registration year.
Village and property location.
Survey number or other land identification details, if available.
Any old photocopy or related property document.
The registration office can explain which information is required to search the records and whether a separate search application is necessary.
Do not assume that a search based only on an owner's name will always identify the correct document. Additional registration and property details can help locate the record accurately.
How to Get a Certified Copy of an Old House Deed
Some older registered documents may not be available for direct online retrieval. If your deed does not appear on the PEARL portal, contact the Sub Registrar Office where it was originally registered.
Ask whether the document is available in the office records and what procedure is required to obtain a certified copy.
Depending on the record, you may need to:
Submit a request to search the registration records.
Provide the approximate registration year and property details.
Complete the certified copy application.
Pay any applicable search or copying fee.
Follow the office's instructions for verification and collection.
The process depends on the age of the document and the availability of the relevant registration records.
Is a Police Complaint Necessary If the Original Deed Is Lost?
If your original house deed is lost, it is sensible to document the loss and take reasonable precautions against possible misuse.
Depending on the circumstances, you may consider filing a police complaint or obtaining a loss report, particularly if the document was stolen or the circumstances are suspicious.
However, the requirement for a police complaint or declaration should be confirmed with the relevant Sub Registrar Office. Do not assume that the same requirement applies to every certified copy application.
If you suspect that someone may misuse the lost deed, consult a qualified property lawyer about additional precautions suitable for your situation.
Can You Sell a Property Without the Original House Deed?
Losing the original deed does not automatically mean that you have lost ownership of the property. However, the missing original document can complicate a sale, mortgage or other property transaction.
A buyer, bank or legal professional may request a certified copy and other documents to verify the property's registration history and ownership details.
Depending on the transaction, you may also need an Encumbrance Certificate, previous deeds, land tax receipts or other supporting records.
Before selling or mortgaging the property, consult the relevant institution or a qualified property lawyer to confirm which documents are required in your case.
Difference Between a Certified Copy and an Encumbrance Certificate
A certified copy and an Encumbrance Certificate serve different purposes.
| Document | Main Purpose |
|---|---|
| Certified copy of a deed | Provides an officially certified copy of a registered document. |
| Encumbrance Certificate (EC) | Shows registered transactions or encumbrances recorded for a property during a specified period. |
| Land tax receipt | Provides evidence of a land tax payment. |
| Possession certificate | Provides information about possession according to the issuing authority's records and applicable rules. |
An Encumbrance Certificate is not a replacement for a lost house deed. If your original deed is missing, specifically ask about obtaining a certified copy of the registered document.
Common Mistakes to Avoid
Keep these points in mind when applying for a certified copy:
Use the official Kerala Registration Department website.
Enter the correct document number and registration year whenever available.
Identify the Sub Registrar Office where the deed was registered.
Do not confuse a certified copy application with an Encumbrance Certificate application.
Save the application reference number and payment receipt.
Confirm current fees and document requirements with the registration office.
Avoid paying unofficial agents who promise guaranteed or immediate delivery.
Keep the certified copy safely after receiving it.
Frequently Asked Questions (FAQs)
1. Can I get a duplicate house deed online in Kerala?
You can check the Kerala Registration Department's PEARL portal for the certified copy service. Online availability depends on the record and the services currently offered. Some documents may require assistance from the Sub Registrar Office.
2. What is the official website for a certified copy of a house deed in Kerala?
The official Kerala Registration Department portal is https://pearl.registration.kerala.gov.in/.
3. What if I have lost the deed number?
Contact the Sub Registrar Office where the document was registered. Provide the owner's name, property location, approximate registration year and other available information to help locate the record.
4. How much does it cost to obtain a certified copy?
The applicable fee depends on the service and document requirements. Check the amount displayed on the official portal or confirm it with the relevant Sub Registrar Office.
5. Can I get a certified copy of a 20-year-old house deed?
It may be possible if the registration record is available. Older records may require a manual search or additional steps at the Sub Registrar Office.
6. Is a certified copy the same as the original deed?
No. A certified copy is an officially certified reproduction of the registered document. Whether it satisfies the requirements of a particular transaction depends on the applicable rules and the institution or authority involved.
7. Do I need a police complaint if my deed is lost?
The requirement depends on the circumstances and the procedure applicable to your case. Contact the relevant registration office to confirm whether a police complaint, loss report or declaration is needed.
8. Can I use a certified copy when selling my house?
A certified copy may help establish the details of the registered deed, but the buyer, bank or legal professional may require additional documents. Confirm the requirements before proceeding with the transaction.
Conclusion
If you have lost your house deed in Kerala, you can begin by checking the Kerala Registration Department's PEARL portal for the certified copy service. Keep the document number, registration year and Sub Registrar Office details ready if available.
If you do not know the registration number or the deed is very old, contact the relevant Sub Registrar Office and ask how to search the records and apply for a certified copy.
Obtaining the correct certified copy can help you proceed with property-related matters, although additional documents may be required for a sale, mortgage or legal procedure.
Official portal: https://pearl.registration.kerala.gov.in/
Disclaimer: This article is for general informational purposes only. Application procedures, fees and document requirements may change. Confirm the latest instructions with the Kerala Registration Department or the relevant Sub Registrar Office before applying.
){kind=link}
0 Comments