Reliability of the Process

The online process for obtaining a Certified Copy is generally reliable, easy to complete, and free of bugs. That said, the payment step can be a bit tricky, and we walk you through how to navigate it.

Sakala mandates that Certified Copies be delivered within 3 working days of application. In practice, most citizens receive them within 7 working days. If the service is delayed beyond the promised time, you can escalate by filing a Sakala appeal or an RTI application; we’ve created detailed guides to help simplify both processes.

What is a certified copy?

A certified copy is a copy of a document registered with the Department of Stamps & Registration and authenticated as a true copy by the officer in custody of the original. Certified copies may be requested by a court of law, banks for mortgage processing or property transactions, verifying property ownership or in case the original document is lost. 

Who Can Apply for a Certified Copy?

For most documents

• Anyone with the Document Registration Number
• Must be able to eSign the application

⚠️ Exception: Wills

• Certified copies of Wills cannot be obtained online
• Only the person who made the Will or a legal heir can apply
• Must visit the Sub-Registrar’s Office (SRO) in person
• Carry proof of identity and proof of relationship

Where to Get It

✅ Apply online only via the Kaveri portal
🚫 Not available through Bangalore One or Karnataka One centers
✍️ No need to visit the SRO

 🖊️ Certified copies are digitally signed

What You Need to Apply 

1.Document Registration number. You’ll find this on the first page of the registered document.

Sometimes the documents registration number is available as a string. Here’s an example: HSN-1-12345-2022-23. In this case, please enter the string directly in ‘Quick Search’

• HSN is the 3-letter Sub-Registrar Office (SRO) Code
• 1 is the Book Number
• 12345 is the Document Number
• 2022-23 is the Financial Year

If your document registration number doesn’t clearly follow this format, like in the example below, here’s how you can find those details within the document itself.

Click here for the list of SRO codes and corresponding district names.

2.Aadhaar number with a mobile number linked to it (for eSign/ OTP authentication).

How much does it cost? 

Total Cost: Rs.60 + Rs. 10 per page

What’s included in ₹60:

• Stamp Duty: Rs.20
• Application Fee: Rs.10
• Search Fee: Rs.30

Points to Note

Preview Shows Only First Page of Document

To begin, enter the registration number and click “Search.”

After you click “Search,” it might seem like nothing has happened, but don’t worry. Just scroll down to view the first page of the document, marked with a watermark that says “Only for Information.”

Only this single page is shown as a preview for verification, so you can double-check that the names and address match your document before making the payment.

Payment Process: Choose ‘Net Banking’

• There are two payment options: Net Banking and Payment through Bank Transfer. Do NOT choose ‘Payment through Bank Transfer.’ This redirects you to another government website called Khajane II, and the process is complicated. You do not want to go this path. 
• There is no option to pay via debit card, credit card, or UPI – only Net Banking is accepted.
• Keep your Net Banking details ready before proceeding with the payment; if the payment page times out, the application status will change to ‘Payment Pending,’ and you won’t be able to retry until the status updates to ‘Payment Failed.’ This update can take anywhere from 24 hours to a month. According to call center staff, they have no control over expediting this change.

Log-In issues

• Logout of the site using the ‘Logout’ feature —don’t just close the tab or let the website timeout. A common error is ‘Session Expired’ or ‘Multiple active sessions detected. Do you want to clear all your previous active sessions?’ Clearing history and cache won’t help, likely because you’re still logged in to the Kaveri backend.
• Sometimes, the OTP may be delayed on the phone, but it is sent to the registered email immediately.
• First step to resolve technical issues, such as a page not loading completely or a specific feature not functioning: Try on a different device, browser, or private/incognito tab. Clear history and delete cookies.
• Use the breadcrumb navigation to go back; do not use the browser’s back button.

Save screenshots

Save screenshots of the submission date, rejection date, and the reason given for rejection. This information may not be accessible later, so it’s important to keep records, if you need to file a Sakala appeal. 

Finding your saved application

To find your saved application, click on the ‘Certified Copy’ tab on the Home Page. This part isn’t very intuitive.

If your application is delayed or rejected unfairly

You can file a Sakala appeal, submit an RTI application, or do both.

You’ll need the acknowledgement number you received when you made the payment for the Certified Copy.

Sakala

Filing a Sakala appeal does not carry a fee. 

Link to file Appeal 1

Within 30 working days, you should either receive the Certified Copy or get a clear explanation from the Competent Officer if your application didn’t meet the required criteria.

Link to file Appeal 2

You can file a second and final appeal. The Appellate Officer will review your case and provide a decision within 30 working days.

Sakala Helpline: 080-4455-4455.

Right to Information Act (RTI)

Filing an RTI application costs Rs. 10.

Link to file RTI Application 

RTI Application text

I applied for a Certified Copy at the <Name of the Sub-Registrar Office>. 

I request the following information under the Right to Information Act, 2005:

• The current status of my Certified Copy application.
• The reason for the delay in issuance of the certificate.
• The details of the officer responsible for processing my application.
• The expected timeline for issuance of the certificate.
• A copy of any internal correspondence or file notings related to my application.

As per the Section 6 (3) of the RTI Act,  where an application is made to a public authority requesting for an information which is held by another public authority; or the subject matter of which is more closely connected with the functions of another public authority, the public authority, to which such application is made, shall transfer the application or such part of it as may be appropriate to that other public authority and inform the applicant immediately about such transfer 

The above information be kindly provided to the following e-mail <enter your email address> 

RTI fee of Rs 10 paid through RTI portal

Applicant Details:

1. Name: [Your Full Name]
2. Application Number: [If available]
3. Date of Application: [DD/MM/YYYY]
4. Contact Details: [Your Phone/Email]

Appendix

Finding District name based on SRO