Encumbrance Certificate (EC): Meaning, How to Get It Online, Form 15 vs Form 16 and Fees

Before a bank sanctions a loan against property, or before you buy land for a factory, warehouse or office, you will be asked for an encumbrance certificate (EC). It is the quickest way to see whether a property has been mortgaged, sold, gifted or otherwise dealt with during a given period.

For MSMEs, an EC comes up when offering property as collateral, buying industrial plots, taking a lease on land, or applying for schemes that require clear title. This guide explains what an EC shows, the difference between Form 15 and Form 16, and how to apply online.

Quick answer: An encumbrance certificate is an official record, issued by the Sub-Registrar's office, listing all registered transactions affecting a property over a specified period. If registered transactions exist, the EC is issued in Form 15; if none exist, a Nil Encumbrance Certificate is issued in Form 16. Many states, including Tamil Nadu, Telangana, Andhra Pradesh, Karnataka and Kerala, allow online applications through their registration department portals.

What Does an Encumbrance Certificate Show?

An EC lists registered documents relating to a property, such as:

1. Sale deeds and conveyances
2. Mortgage deeds (including registered mortgages with banks)
3. Gift deeds and partition deeds
4. Lease deeds above the registration threshold
5. Release deeds and settlement deeds

What it does not show

1. Unregistered agreements and equitable mortgages by deposit of title deeds that were not registered (in states where such registration isn't mandatory)
2. Pending court cases
3. Unpaid property tax or utility dues

So an EC is necessary but not sufficient for title verification. Banks and lawyers combine it with a title search report and other checks.

Form 15 and Form 16 EC

How to Get an Encumbrance Certificate Online

Common steps across states

1. Visit the state registration department portal.
2. Register or log in (some states allow viewing without login).
3. Choose Encumbrance Certificate search or application.
4. Enter property details: district, sub-registrar office, village, survey number or document number, and the period (for example, 30 years).
5. Pay the fee online.
6. View, download or receive the digitally signed EC, or collect a certified copy from the sub-registrar.

EC download by state (major states)

States in north India such as Delhi, Haryana and Uttar Pradesh do not always issue an "EC" in Form 15/16 format. Instead, a search of registration records (and in some states, the revenue record such as jamabandi or khatauni) serves a similar purpose. Ask your bank which document it needs.

Portal names and processes change frequently. Always use the official government domain for your state.

Documents for Encumbrance Certificate

1. Application form (online or Form 22 in some states for offline applications)
2. Property details: survey number, plot number, address, extent and boundaries
3. Copy of the title deed or previous sale deed, if available
4. ID and address proof of the applicant
5. Period for which the EC is required
6. Fee payment proof

Encumbrance Certificate Fees and Time

Fees are set by each state and usually depend on the number of years searched. Online EC viewing is free in some states (such as Tamil Nadu), while certified copies attract a modest fee. Online ECs are often available instantly or within a day; offline applications at the sub-registrar can take up to a few weeks.

How Businesses Use an Encumbrance Certificate

Example: A Coimbatore textile unit offers its owner's factory land as collateral for a ₹1.5 crore term loan. The bank asks for a 30-year EC. The Form 15 EC shows a mortgage registered in 2015 and a release deed in 2021, confirming the earlier loan was closed. The bank proceeds with its own mortgage.

Common Mistakes

Searching for too short a period. Banks typically ask for 13 to 30 years.

Ignoring survey number subdivisions. Old and new survey numbers must both be searched.

Treating a Nil EC as complete title clearance. Combine it with a legal title report.

Using third-party websites that charge high fees. Apply only through the official state portal or sub-registrar office.

Frequently Asked Questions

1. What is an encumbrance certificate? An official record from the Sub-Registrar's office listing all registered transactions on a property during a specified period.

2. What is the difference between Form 15 and Form 16? Form 15 lists registered transactions found; Form 16 is a Nil EC stating no transactions were found.

3. How can I get an encumbrance certificate online? Through your state's registration department portal, by entering property details and the search period, and paying the fee.

4. For how many years is an EC required? Usually 13 to 30 years, depending on the bank or buyer.

5. Does an EC show bank loans on property? It shows registered mortgages. Equitable mortgages by deposit of title deeds may not appear unless registered.

6. Is an encumbrance certificate available in all states? Most southern states issue EC in Form 15/16. Other states may provide a search of registration records or revenue extracts instead.

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