__________
__________
Mobile: __________ | Email: __________
To,
The Branch Manager / The Officer-in-charge
__________
__________
__________
Dear Sir / Madam,
4. What I am asking for. Please issue to me a complete list of every document held by you in relation to this loan account and its security, whether the document was deposited by me, by a co-borrower, by a guarantor, by the builder or seller, or was generated by you. Please include documents held in physical form and documents held only as scanned images, and say which is which.
5. How each entry should be identified. So that the list is usable, please set out for each document, in a table:
(a) the nature or type of the document, described in words and not only by an internal code;
(b) the date of the document;
(c) the parties to it, or the name of the issuing authority;
(d) whether what you hold is the original, a certified copy, a registered copy, a notarised copy or a plain photocopy;
(e) the number of pages or sheets, and whether any annexure, plan or schedule forms part of it;
(f) where the document is registered, the registration particulars — the office of the Sub-Registrar, the document or serial number, the year, and the book and volume where these are recorded;
(g) the date on which the document was received by you, and the branch or office that received it.
6. Documents to be covered. Without limiting paragraph 4, please make sure the list covers, so far as they exist on this file:
(a) the title deeds deposited with you, including the sale deed, conveyance deed, gift deed, partition deed, release deed or lease deed under which the property is held;
(b) prior title deeds and the chain of title documents taken by you at the time of sanction;
(c) the agreement for sale, allotment letter, builder-buyer agreement, tripartite agreement and possession letter;
(d) share certificate, society or association membership records, and any no-objection certificate issued by the society or the builder;
(e) approved building plan, commencement certificate, occupancy or completion certificate, and khata, patta, mutation or property card extracts;
(f) encumbrance certificate, non-encumbrance certificate, title search report and valuation report obtained by you;
(g) property tax receipts and other statutory receipts held on file;
(h) the mortgage instrument, and where the mortgage is by deposit of title deeds, the memorandum of entry, the declaration of deposit and the register entry recording the deposit;
(i) documents relating to the registration of your charge, including any filing with CERSAI and its asset or security interest identification number;
(j) original insurance policies over the property or the life of a borrower that have been assigned to you or that record you as the loss payee;
(k) guarantee deeds, guarantor documents and any collateral security documents;
(l) undated or post-dated cheques, NACH or ECS mandates and any security cheques still held by you.
7. Missing or undeposited documents. If any document that would ordinarily be part of a file of this kind is not with you — because it was never deposited, was returned, was released to a third party, or cannot presently be traced — please record that expressly against the relevant entry, with the reason and the date. A gap that is written down can be dealt with. A gap left silent is discovered at the worst possible moment, and I would rather know now.
9. Form of the list. Please issue the list on the letterhead of __________, signed by an authorised officer with their name, designation and employee code stated below the signature, bearing the branch seal and the date of issue, and running to numbered pages with the total page count shown. A list that is unsigned, undated or on a plain sheet will not be accepted by anyone I have to show it to, and I will have to come back to you for a fresh one.
10. Basis of this request. This is a service request about my own loan account, and I make it under the Fair Practices Code and the grievance redressal policy adopted by __________ in line with the directions of the Reserve Bank of India. I am not, by this letter, asking you to release the original documents to me. The release of originals is separately governed by the Reserve Bank of India circular DoR.MCS.REC.38/01.01.001/2023-24 dated 13 September 2023, "Release of Movable / Immovable Property Documents on Repayment / Settlement of Personal Loans", which requires a regulated lender to release all original movable and immovable property documents and to remove charges registered with any registry within 30 days of full repayment or settlement of the loan; to give the borrower the option of collecting them either from the branch where the loan account was serviced or from any other office of the lender where the documents are available; to state the timeline and the place of return in sanction letters issued on or after 1 December 2023; and, where the delay is attributable to you, to compensate the borrower at the rate of ₹5,000 for each day of delay beyond that period. What I am asking for today is only the written list of what you hold — the record you must in any event maintain in order to meet that obligation when the time comes.
11. Charges. If any charge is payable for this list, please tell me the amount and the head under which it is levied, with reference to your published schedule of charges, and I will pay it immediately. Please do not hold up the list for want of a charge that has not been communicated to me.
13. If I do not hear from you. If the list does not reach me within the time asked for, I will take the matter forward in this order, relying on this letter and its proof of delivery at each step:
I would much rather not use any of this, and I expect I will not have to.
15. I will gladly provide any further information, or sign any acknowledgement your process requires. Thank you for your help.
Yours faithfully,
Enclosures
DELIVERY RECORD — complete this by hand and keep it with your copy
Delivered by hand on: ______________ | Received by (name and designation): ______________________ | Branch inward number and seal: ______________________
Posted on: ______________ | Registered post / speed post receipt number: ______________________ | Tracking number: ______________________ | Acknowledgement card received on: ______________
Emailed on: ______________ at ______ hrs | To: ______________________________ | Delivery or read receipt saved: Yes / No