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Documents Reference ⏱ 12 min read · Last verified: August 2026

Property Documents Guide
Complete Reference for Indian Real Estate Agents

Every document in a property transaction — what it is, what it proves, which party issues it, what to look for, and what missing or incorrect documents mean. The reference guide every professional agent keeps bookmarked.

Property Documents — Quick Reference
Document
Issued By
What It Proves
Allotment Letter
Developer
Unit allocated to buyer; price and payment plan commitment
Agreement to Sell (ATS)
Developer + Buyer (registered)
Binding terms of sale; RERA-mandated format
Sale Deed (Conveyance)
Sub-Registrar office
Legal transfer of ownership; creates title
Title Deed / Mother Deed
Sub-Registrar (chain of deeds)
Complete history of ownership — "title chain"
Encumbrance Certificate (EC)
Sub-Registrar office
No registered loans/charges on property
Occupancy Certificate (OC)
Municipal Corporation/Authority
Building safe for occupation per approved plan
Completion Certificate (CC)
Municipal Corporation/Authority
Construction fully complete per approved plan
Building Plan Approval
Municipal Corporation/Authority
Plans sanctioned before construction began
RERA Registration Certificate
State RERA Authority
Project is RERA registered and compliant
Khata Certificate
Municipal Corporation / Revenue
Property in municipal records; tax paid
No-Objection Certificates
Various govt. depts.
Fire, environment, electricity, water clearances
Power of Attorney (POA)
Sub-Registrar (registered)
Agent authorised to act on behalf of owner
Possession Letter
Developer
Formal handover of physical possession
Share Certificate (Cooperative)
Housing Society
Membership and unit ownership in society

The Transaction Document Chain — New Apartment

For a new apartment purchase from a developer, documents flow in this order. Agents must know which stage each document belongs to:

1
Pre-Booking
RERA Registration Certificate + RERA Project Page
Verify on portal before any discussion with buyer. The RERA certificate must exist first.
2
Booking
Allotment Letter
Issued when buyer pays booking amount. Must state unit number, carpet area, price, and payment schedule.
3
Within 60 Days
Agreement to Sell (ATS)
RERA Section 13: ATS must be signed within 60 days of booking amount payment. Must be registered. Specifies carpet area, completion date, penalty for delay.
4
Construction Phase
Demand Letters + Receipts
Developer issues demands per construction-linked payment plan. Buyer pays; get receipts for every payment.
5
Near Completion
Possession Letter Offer
Developer offers possession after OC is received. Must not offer possession without OC.
6
Possession
Possession Letter + OC Copy
Take possession only after OC is confirmed. Get possession letter + OC copy + any other documents listed in Section 19(4).
7
Post-Possession
Sale Deed / Conveyance Deed
Registered at Sub-Registrar office — the document that legally transfers title. Must be executed within 3 months of OC (Section 17).
8
Post-Conveyance
Society Formation / Share Certificate
Developer must form housing society within 3 months of majority possession. Society issues share certificate.

Key Documents — Detailed Explanations

Agreement to Sell (ATS)

The most important document in a new apartment transaction. RERA Section 13 mandates its format. What the RERA-compliant ATS must contain:

✓Specific carpet area of the apartment (not SBA)
✓Total price and per-sq-ft rate (on carpet area)
✓Payment schedule — amount and trigger
✓RERA-registered possession date
✓Penalty for delay (Section 18 interest rate)
✓Specifications — materials, finishes, fitments
✓List of common areas and facilities
✓Parking details (covered/open, number)
✓Force majeure definition and conditions
✓Dispute resolution — RERA jurisdiction
Occupancy Certificate (OC)

The single most important document at the time of possession. RERA Section 11(4)(b) prohibits offering possession without OC. The OC is issued by the municipal authority confirming:

✓Building constructed as per approved plan
✓Structural safety verified
✓Fire safety clearance obtained
✓Lift certificate obtained
✓Water and drainage connections in order
✓Electrical completion confirmed
Encumbrance Certificate (EC)

Critical for resale and for verifying a developer's clear title on project land. An EC from the Sub-Registrar shows all registered transactions — loans, sales, leases — for a given period. What to look for:

✓Request EC for 13–30 years (longer is safer)
✓Any mortgage must be noted and explained
✓Previous sale deeds should match the title chain
✓No attachment orders from courts
✓No government acquisition notices
✓Clean EC = no registered encumbrances
Title Deed / Mother Deed / Title Chain

The chain of registered sale deeds showing how ownership transferred from one owner to the next, going back to the original title. For due diligence, trace the chain:

✓Who is the original land owner? Government grant? Agricultural conversion?
✓Every subsequent sale deed is part of the chain
✓Any gap in the chain = potential disputed title
✓Each deed should be registered at Sub-Registrar
✓Verify no deceased person in the chain without inheritance documentation
✓In Haryana/Punjab — Jamabandi confirms the chain at revenue level

Resale Transaction Documents — What's Different

For resale (secondary market) transactions, the document set is different from primary purchases. Key documents agents must verify for resale:

Original Sale Deed
Registered conveyance deed from when the seller purchased — confirms their title
EC for 13–30 years
Confirms no mortgage or encumbrance on the property that has not been disclosed
Khata/Property Tax Receipts
Confirms property is in seller's name in municipal records and taxes are current
OC of the Building
If the building was built after RERA, OC must have been obtained. If pre-RERA, verify alternative completion documentation
Society NOC
If in a housing society, the society must issue No-Objection Certificate for the sale
Loan NOC / Foreclosure Letter
If seller had a home loan, bank must issue NOC confirming loan is fully repaid before sale
Home Loan sanction (buyer)
If buyer is taking a loan, bank will independently verify all the above — bank satisfaction is a good second check
Latest Utility Bills
Electricity/water bills confirm possession and current status of the property

Documents Agents Must Never Overlook

⚠️ Never accept possession without OC
If a developer asks a buyer to take possession without OC (often with the promise "OC is coming"), advise the buyer firmly against it. No OC = possible illegal structure; utility connections may be denied; resale complications; RERA violation by developer.
⚠️ Never skip EC verification for resale
The most common way fraudulent sellers hide mortgages is by not mentioning them and hoping the buyer won't check. EC takes 10 minutes to verify. It should be non-negotiable for every resale transaction.
⚠️ Never assume a registered ATS is RERA-compliant
ATS registration at the Sub-Registrar does not verify RERA compliance. Check that the ATS uses carpet area (not SBA), states the RERA-registered possession date, and contains the Section 18 interest clause. Many pre-RERA or non-compliant ATS formats are still being used.
⚠️ Never rely on documents the seller provides without independent verification
For sale deed — verify the registration details at the Sub-Registrar office. For EC — get it directly from the Sub-Registrar or e-Stamp portal. Documents provided by the seller are starting points, not conclusions.
Master Every Property Document

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Related Guides
Property Due Diligence Checklist → RERA Buyer Rights — Sections 18 & 19 → Carpet Area vs Super Built-Up → RERA Project Registration Guide →