procedures for the issue of pre/post-possession documents

7/27/2019 Procedures for the issue of Pre/Post-possession documents

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CHANDIGARH ADMINISTRATIONCHANDIGARH HOUSING BOARDe-JAN SAMPARK

JAN SAMPARK : Information Gateway of Chandigarh Administartion Page : 1 of 18

Procedures for the issue of Pre/Post-possession documentsto the allottees / hirers ofChandigarh Housing Board Dwelling units(July, 2001)Preface

This is a handy source of information to allottees of CHB D.Us. for the procedures involved in

obtaining various documents/certificates from the CHB office. The term and conditions,

formalities to be completed, documents required and officers to be contacted are all laid out in

detail. I hope that all allottees will find the booklet useful. Suggestions for future improvement

would be welcomed.

Varsha Joshi, I.A.S,

Chief Executive Officer

Particulars of Officers in Chandigarh Housing Board

Sr. No. Designation Contact No. Room No.

1. Chairman/Chairperson 2741142 3

2. Chief Executive Officer 2742176 4

3. Secretary 2741945 1

4. Chief Engineer 2741042 10

5. Chief Accounts Officer 2742042 44

6. Development Officer2740764

Extn. 5043

7. Accounts Officer-I2740764

Extn. 4448

8. Accounts Officer-II 2746775 51

9. Superintendent (Development)2740764

Extn. 7235

10. Development Section 36

11. Accounts Section 52

12. Interactive Voice Response System 2742145 40


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Visiting HoursReception Counter

(The applications to obtain various documents can be

submitted by the allottees at the Reception Counter of the

Chandigarh Housing Board)

9.00 A.M. - 1.00 P.M.

3.30 P.M. - 5.00 P.M.

(All working days)

Visiting Hours

Chairman, Secretary / Chief Executive Officer and Chief

Engineer

12.00 Noon - 1.00 P.M.

(All working days except

Wednesday)

Visiting hours to meet officers other than Chairman, Chief

Executive Officer such as CAO, DO, AO-I/AO-II &

Supdt.(Dev.)

12.00 Noon - 1.00 P.M.

3.00 P.M. - 4.30 P.M.

(All working days)

If grievances are not redressed at the lower level, please meet the Senior Officers.

IVRS:2742145Room No. - 40

Documents to be issued by the development section1.

Issue of No Objection Certificate for obtaining loan and to mortgage the

property.

2. Issue ofPre-possession Lumpsum Payment Certificate.

3. Issue of Duplicate Copy of Allotment Letter / Possession Slip

4. Refund of Earnest Money & Advance Deposit before / after Allotment.

5. Addition/Deletion of name of spouse or Blood Relations.

6. Transfer of Dwelling Unit to spouse or Blood Relation.

7.

Transfer of Dwelling Unit in case of death of allottee / registered applicant

/sublessee where no Will was left behind by the deceased allottee or a will

with no probate.

8. Transfer of Dwelling Unit on the basis of probated Will.

9. Transfer of Dwelling Units in the name of GPA/Sub GPA

Documents to be issued by the accounts section10. Procedure for Reconciliation of Accounts.

11. Issue of Post-Possession Lumpsum Payment Certificate.

12. Issue of No Demand Certificate.

13. Issue of Interest Component Certificate.

14.Issue of NOC / Clearance Certificate for conversion of DU from Lease hold

to Freehold.15. Procedure with re ard to conversion of CHB Dwellin Units from Lease
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hold tenure to Free hold land tenure.

16. Procedure for execution of lease deed between allotee / hirer and CHB

Issue of No Objection Certificate for obtaining loan and to mortgage the property-(Before possession)

The allottee of a D.U. may request through an application on the prescribed form

(ANNEXURE-I) for the issue of a `No Objection Certificate' for raising loan by him from any

Govt. Agency / Scheduled Bank/ LIC or Corporate Body (where a Corporate Body is defined as

a corporation under any central or State Act but excluding a company or a co-operative

society).

Time to be taken : Within 10 days from the date of receipt of the application.

Issue of Pre-possession Lumpsum Payment CertificateThe allottee of a dwelling unit may request on a plain paper giving his registration No. and

name of scheme to the Development Officer,Chandigarh Housing Board, for the intimation of

the balance amount outstanding against the dwelling unit allotted to him for making lumpsum

payment by him.

Time to be taken : Within 10 days from the date of receipt of the application.
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Issue of Duplicate Copy of Allotment Letter/Possession SlipAllotment letter and Possession Slip are very important documents, which should be preserved

carefully by the allottees. Their loss shall be viewed seriously by the Board. Duplicate copies of

the allotment letter as well as possession slip can only be issued in exceptional cases, provided

that the allottee has lodged an FIR with regard to the loss/theft of these original documents. An

enquiryshall be conducted before the issue of said documents. The application as perAnnexure II

alongwith documents as per detail given below, is to be addressed to the Development Officer,

Chandigarh Housing Board, Chandigarh.

i. Attested Copy of FIR.

ii. Indemnity Bond as per specimen given in Annexure- III.

iii. Affidavit on non-judicial stamp paper of Rs. 3/- as per specimen given in Annex - IV.

iv. Three specimen signatures duly attested by a Gazetted Officer.

v. Latest passport size photograph of the allottee duly attested by a Gazetted Officer.

vi. Copy of certificate with regard to reconciliation of Accounts upto the end of the month

in which he applies for supply of duplicate copy of Allotment Letter / Possession Slip.

vii. Attested copy of Bank Receipt in respect of outstanding payment, if any, deposited with

the Bank.

Processing fee of Rs. 10/- in case of issue of copy of allotment letter and Rs. 20/- in case of issue

of both the documents, to be deposited at the Reception Counter.

Time to be taken : One month from the date of receipt of complete documents.
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Refund of Earnest Money & Advance Deposit before / after Allotment If any allottee decides to surrender, prior to or after the allotment of the D.U. he / she can seek

refund of the Earnest Money and other amount as deposited by him / her against the dwelling

unit. Such an application on the prescribed proforma as perAnnexure Vshould be accompanied

with the original documents :-

i. Acceptance-cum-Demand Letter /Allotment Letter.

ii. Possession Slip issued by Development Section.

iii. Certificate of taking possession at site.

The refund will be made as per the terms and conditions of the scheme/ Allotment Letter

within a period of 21 days from the date of receipt of documents.
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Addition/Deletion of name of spouse or Blood Relationsa. Request on the prescribed form (ANNEXURE-VI) for addition/deletion of name of

spouse(with/without minor children) or Blood relations, i.e. brother, sister, father,

mother, son and daughter should be supported by the following documents:-

i. Separate affidavits on non-judicial stamp paper worth Rs.3/- (as per (ANNEXURE -

VII, VIII, IXandX) from the allotteeand his/her spouse or Blood Relations, as the case

may be, duly attested by Ist Class Magistrate.

ii. One latest passport size photograph and three specimen signatures of the allottee and

his/her spouse or Blood relation duly attested by the Gazetted Officer.

iii. Copy of certificate with regard to reconciliation of accounts upto the end of month in

which he applied for transfer.

Attested copy of the Bank receipt in respect of the outstanding payment, if any,

deposited with the Bank.

iv. Attested copy of the Bank receipt in respect of the outstanding payment, if any,

deposited with theBank.

v. Tripartite Agreement amongst the Board, Transfer and Transferee in case the request

for addition/deletion of name is received before taking over possession of the dwelling

unit (ANNEXURE-XI for addition of name and ANNEXURE - XII for deletion of

name).

b. Processing fee to be deposited at the Reception Counter of the CHB. The present rates

of processing fee for various categories of the D.Us. are as under:-

S.No. Category of D.U. Processing fee

1 EWS Rs. 100 /-

2 LIG Rs. 250 /-

3 MIG Rs. 500 /-

4 HIG Rs. 1000 /-

a. The additions/deletion of the name of the spouse/Blood relation shall be allowed

subject to the fulfillment of below mentioned conditions :-

i. Addition/deletion of name of blood relation can only be allowed 5 years after date ofallotment. This condition is not applicable in case of spouse (with/without minor

children).

ii. Transfer shall be allowed in those cases where the deed of conveyance has not been

executed. Such transfer will only be in respect of rights/tenancy rights in the dwelling

unit. As regards land, the transferee will continue to be governed by the Chandigarh

(Lease-hold of Sites & Building) Rules, 1973.

iii. The transferer should have paid to the Board all outstanding dues upto the date of

transfer of the dwelling unit.

iv. The transferee should fulfill the eligibility condition regarding not owning any

residential property in U.T. of Chandigarh, Mohali and Panchkula or also any where in

India at Concessional rates as specified under Regulation 6 of Chandigarh Housing

Board (Allotment, Management and Sale of Tenements ) Regulations, 1979. However,
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iv. The transferee should fulfill the eligibility condition regarding not owning any

residential property in U.T. of Chandigarh, Mohali and Panchkula or also any where in

India at Concessional rates as specified under Regulation 6of Chandigarh Housing

Board (Allotment, Management and Sale of Tenements ) Regulations, 1979. However,

transferee need not be a resident of U.T., of Chandigarh for three years on the date of

transfer.

v. The transferee should be a major, i.e. above the age of 18 years, or a minor under

guardianship.

vi. The dwelling unit to be transferred should be free from any litigation.

vii. The transferer will not be eligible for the allotment of a dwelling unit in future.

viii. Transfer fee @ 2% of the total cost of the dwelling unit as given in the Allotment

letter is payable upon approval of the transfer.ix. The transfer would be subject to the submission of all the required documents.

Time to be taken : 20 days from the date of receipt of complete documents.


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Transfer of Dwelling Unit in case of death of allottee/registered applicant /sub lesseewhere noWill was left behind by the deceased allottee or a Will with no probate.a. The request on the prescribed form (ANNEXURE-XVII) for the transfer of a D.U. after

the death of allottee / registered applicants to be supported with the following

documents:-

i. Probated Will, if any.

ii. Joint affidavit from all the legal heirs stating their names and addresses signed by them

jointly and attested by Executive Magistrate.Attested photographs of all the legal heirs

are also required to be affixed on the joint affidavit in the prescribed form

(ANNEXURE-XVIII) or given separately and attested by a Gazetted Officer.

iii. Separate affidavit on non-judicial stamp paper worth Rs. 3/- from the claimant as well

as from all the other legal heirs as per specimen given in Annexure- XIX and XX.

iv. Three specimen signatures of all the legal heirs duly attested by the Gazetted Officer.

v. Death certificate of the deceased allottee / registered application original.

vi. Death certificate of the mother of the deceased allottee / registered application case she

is not alive. In case the original death certificate is not available and in case the death

occurred before the year 1969 then the claimant will give an affidavit in the prescribed

specimen (ANNEXURE-XXI) .

vii. Copy of the certificate with regard to reconciliation of accounts upto the end of the

month in which he applies for transfer.

viii. Copy of the certificate with regard to reconciliation of accounts upto the end of the

month in which he applies for transfer.ix. Attested photocopy of the Bank receipt in respect of the outstanding payment, if any,

deposited with the Bank.

x. Agreement(ANNEXURE-XXII)

xi. Indemnity Bond(ANNEXURE-XXIII)


of processing fee for various categories of the dwelling units has been shown against

item 5 para 2 under the heading "Addition/Deletion of name of spouse or Blood

Relations. "

c. The transfer of DU in case of death of original allottee / registered applicant where no

Will was left behind by the deceased allottee is however subject to fulfillment of terms

and conditions as given below:-

i. Transfer shall be allowed in those cases where the deed of conveyance has not been


unit. As regards land, the transferee will continue to be governed by the Chandigarh

(Lease-hold of Sites & Building) Rules, 1973.

ii. The transferer should have paid to the Board all outstanding dues upto the date of


iii. The transferee should be a major, i.e. above the age of 18 years or a minor under

guardianship.

iv. The dwelling unit to be transferred should be free from any litigation.

v. The transfer would be subject to the submission of all the required documents.

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Transfer of Dwelling Unit on the basis of probated Will.a. Request on the prescribed form (Annexure- XXIV) to be submitted with the following

documents:-

i. Certified copy of probated Will along with the probate in Original.

ii. Affidavit on non-judicial stamp paper worth Rs.3/- as per prescribed format

(ANNEXURE-XXV)

iii. Latest photograph & three specimen signatures duly attested by Gazetted Officer.

iv. Copy of certificate with regard to reconciliation of accounts upto the end of the month

in which he applies for transfer.

v. Attested copy of receipt of the Bank with regard to the payment of outstanding Dues, if

any.

vi. Indemnity Bond(ANNEXURE-XXVI)

vii. Agreement (ANNEXURE-XXVII)


of processing fee for various categories of the dwelling units has been shown against

item 5 para 2 under the heading "Addition/Deletion of name of spouse or Blood

Relations. "

c. The transfer of Dwelling Unit on the basis of probated Will is however subject to

fulfillment of terms and conditions as given below:-

i. Transfer shall be allowed in those cases where the deed of conveyance has not been


unit. As regards land, the transferee will continue to be governed by the Chandigarh(Lease-hold of Sites & Building) Rules, 1973.

ii. The transferer should have paid to the Board all outstanding dues upto the date of


iii. The transferee should be a major, i.e. above the age of 18 years or minor with

guardianship.

iv. The dwelling unit to be transferred should be free from any litigation.

v. The transfer would be subject to the submission of the required documents.


Note :- If there is any shortcoming in the documents submitted, the allottee shall be informedof the same by post. In case of delay in the receipt of the document applied for, the allottee

may meet the Supdt. (Dev.) or the Development Officer.
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Transfer of Dwelling Unit in the name of GPA / SUB GPA An eligible applicant desirous of transfer of allotment of dwelling unit as GPA or Sub

GPA should contact the receptionist in the office of the Chandigarh Housing Board to

obtain the prescribed application form alongwith check sheet etc. by paying a sum of Rs.

10/- against receipt (The specimen of the application form is available at Annexure

XXVIII)

The applicant is to submit the application form duly filled in at the CHB reception counter

alongwith his/her affidavit, duly attested by the Executive Magistrate and the documents

as mentioned in the checklist. He should also submit prescribed processing fee (Non-

refundable) through Demand Draft / Pay Order `Payees' Account only drawn to any

Schedule Bank and payable at Chandigarh, in favour of Chandigarh Housing Board,

Chandigarh. Rates of processing fee are as follows :-

HIG Rs. 1000/-

MIG Rs. 500/-

LIG Rs. 250/-

EWS Rs. 100/-

On receipt of the application complete in all respects, the same shall be processed anddeficiencies, if any, would be intimated within 15 days.

In case there is no deficiency, the applicant would be informed to deposit the transfer fee

and furnish the prescribed indemnity bond, affidavits of the sureties and further to appear

alongwith the sureties, before the Secretary, Chandigarh Housing Board on the specified

date and time for producing the original allotment letter and the original title deed(s) in

respect of property(ies) belonging to sureties.

A public notice in respect of the cases cleared by the Secretary, Chandigarh Housing

Board, shall be got published to invite objections, if any, to the proposed transfer within

15 days of the publication.

If no objection is forthcoming, the transfer shall be intimated within a week of the expiry

of the notice period.

In case, before allowing the transfer, it is found that any applicant has made any false

statement or suppressed any material information for getting the transfer effected

fraudulently, the whole of the amount deposited by him/her for the transfer shall be

forefeited besides penal action under the law.
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Procedure for Reconciliation of AccountsReconciliation of accounts is an important feature for the proper up-keep of the

accounts. In order to avoid any discrepancy at the time of finalisation of accounts, the

allottees are required to get their accounts reconciled in the month of May / June , each

year by submitting the application asper Annexure - XXIX along with the detail of

payments made to the C.A.O. In case any allottee fails to provide the details of

payment, the reconciliation will be made as per record maintained by the Board. The

amount outstanding , if any , against the applicant as per the reconciliation of his

accounts will be intimated to him within a period of 15 days of receipt of complete

documents.

Note :-If there is any shortcoming in the documents submitted, the allottee shall be

informed of the same by post. In case of delay in the receipt of the document

applied for, the allottee may meet the Accounts Officer-II or the Chief Accounts

Officer (Tel. No. 746775 and 742042 resp.).

Things to do by the allottees : The following should be carefully done :-

i. The pay-in-slip should be filled in legibly by giving correct Registration No.,

D.U. No. & Sector.

ii. Fill-in correctly and legibly the name of the allottee.iii. The amount deposited should be filled in both words and figures.

iv. Ensure proper receipt of the money deposited in the bank.

v. Ensure that the money deposited is credited by the bank to the current A/c No.

of the scheme.

Things not to do :

i. The allottee should not fill up the pay-in-slip relating to any other schemes.

ii. The allottees should not deposit the amount in any other bank, but should

deposit the amount in the authorised bank only.

iii. The allottee should not deposit the amount in the name of GPA.

iv. The allottee should not make any part payment of instalments.

v. The allottee should not forget payment of ground rent in time.


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Issue of Post-possession Lumpsum Payment Certificatea. The allottee of a dwelling unit may request on plain paper to the Chief Accounts

Officer, CHB for the intimation of balance amount outstanding against the dwelling

unit allotted to him for making payment of the same in Lumpsum, alongwith the

following documents : -

i. Attested photocopy of the certificate of taking possession at site.

ii. Full detail of payments made by him through the concerned bank on account of

monthly instalments and ground rent showing date of payment, amount paid, the name

of concerned bank and the account number in which the amount is to be credited.

b. Processing fee of Rs. 20/- to be deposited at Reception Counter of the CHB

Time to be taken : Within 25 days from the date of receipt of complete document.


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Issue of No Demand CertificateNo Demand Certificate may be issued to the allottee of a particular dwelling unit after

making full payment of the dwelling unit. The allottee intending to obtain NDC, can

apply on plain paper for the same to the Chief Accounts Officer, CHB, alongwith the

following documents :-

i. Full detail of payments made by him to the CHB through the concerned bank on account

of monthly instalments and ground rent showing date of payment, amount paid, the name

of concerned bank and the account number in which the account is to be credited.In case

no details are supplied the accounts well be finalised as per the record maintained by the

Board.

ii. Attested photocopy of the certificate of taking possession at site.

iii. Processing fee of Rs. 20/- for current schemes only is to be deposited at the Reception

Counter of the CHB. No processing fee is chargeable on the matured schemes.

Time to be taken : Within 25 days from the date of receipt of complete documents.


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Issue of Interest Component CertificateThis certificate provides details of the Interest Component in the payment made by the allottee

against the dwelling unit allotted to him/her during the previous year ending 31st March, for

Income Tax purposes. The allottee may apply for the said certificate to the Chief Accounts

Officer of the CHB in the prescribed format as per ANNEXURE-XXX, alongwith the detail of

payment made by him to the CHB, through concerned bank on account of monthly instalments

during the previous financial year.

Processing fee of Rs. 10/- is to be deposited by him at the Reception Counter of the CHB .

Time to be taken : Within 10 days from the date of receipt of complete documents.


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Issue of NOC / Clearance Certificate for conversion of DU from Lease-hold to Free-hold An allottee of CHB DU may apply on the prescribed application form as perAnnexure

XXX to the C.M. , CHB for the issue of an NOC / Clearance Certificate for the

conversion of land under D.U. from lease hold to free hold. The application should be

accompanied with an affidavit and declaration as per specimen given in Annexure XXXI,

XXXII andXXXIII.

The Clearance Certificate will be issued subject to the fulfillment of below mentioned

conditions :-

i. The applicant should have obtained NDC from the CHB in respect of the D.U.

allotted to him.

ii. Upto date Ground rent should have been deposited.

iii. In case the applicant had obtained NOC from CHB for raising loan from any

financial institution , he should attach with his application form an NOC as

obtained by him from such institution.
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Procedure with regard to conversion of C.H.B. Dwelling units from lease hold tenure tofreehold tenureConversion of Lease-hold land tenure to free-hold land tenure is optional under the rules

titled "The Chandigarh Conversion of Residential Lease-hold Land Tenure into Free-Hold

:Land Tenure Rules, 1976." After obtaining No Due Certificate from the Chandigarh

Housing Board (Recovery Branch) , the allottee who is interested to get the land under the

dwelling unit allotted to him/her converted from Lease-hold to Free-hold may apply to the

Chief Accounts Officer, Chandigarh Housing Board for clearance/No Objection

Certificate for conversion on the prescribed forms available at Reception Counter of

Chandigarh Housing Board. On receipt of clearance / NOC from CHB , the allottee shall

apply for conversion on the prescribed application form (available at Reception Counter

of CHB on payment of Rs. 25/-) to the Secretary, Chandigarh Housing Board exercising

the powers of the Estate Officer, UT, Chandigarh as per procedure/guidelines detailed in

the.Brochure.

On scrutiny of the application form and other related supporting documents alongwith

prescribed requisite conversion charges/fee to his satisfaction, the Secretary, Chandigarh

Housing Board exercising the powers of Estate Officer, UT, Chandigarh will allow

conversion. Thereafter the allottee will be required to execute the Conveyance Deed

amongst `Transferee (allottee) , CHB and EO , UT, Chandigarh after depositing requisite

amount of stamp duly through Treasury Challan available in the Central Treasury, U.T.,

Chandigarh. Besides following processing fee has also tobe paid to the CHB :-

1. HIG Category Rs. 500.00

2. MIG Category Rs. 300.00

3. LIG Category Rs. 200.00

4. EWS / Site Rs. 100.00

NOTE : In case of any doubt, the allottee / applicant can contact the Branch Incharge in

Room No. 24.


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Procedure for execution of lease deed between allottee / hirer and CHBLease Deed will be executed with the allottee / hirers who have obtained `No Objection

Certificate' and paid all the dues in respect of the dwelling unit allotted to him / her by the

Chandigarh Housing Board, Chandigarh in the prescribed proforma approved by the Chd.

Admn. The allottee / hirer will have to deposit stamp duty of requisite value through

Treasury Challan available in the Central Treasury, UT, Chandigarh. Processing fee of

execution of Lease Deed is as under :

1. HIG Category Rs.500.00

2. MIG Category Rs.300.00

3. LIG Category Rs.200.00

4. EWS / Site Rs.100.00