27/06/2026

List of Documents handed over by the Builder to the Soceity

When a building in a large township project in Maharashtra is being handed over by the builder to a newly formed Co-operative Housing Society, the Managing Committee should obtain all legal, technical, financial, statutory, and maintenance-related documents from the builder before taking over possession and management.

The following checklist is based on the provisions of the Maharashtra Co-operative Societies Act, 1960, Maharashtra Ownership Flats Act, 1963 (MOFA), and Real Estate (Regulation and Development) Act, 2016 (RERA).

Society Registration Documents

  • Registration Certificate of the Society.
  • Approved Bye-laws of the Society.
  • List of promoter members.
  • Share Certificate Register.
  • Membership Register.
  • Minutes Book of promoter society meetings.
  • Society PAN Card.
  • Society TAN (if obtained).
  • Bank account details and passbook.

Title and Property Documents

  • Conveyance Deed (From Builder) / Deed of Apartment (if executed).
  • Land Title Documents.
  • Property Card / 7/12 Extract.
  • Mutation Entries.
  • Development Agreement.
  • Power of Attorney granted by land owner.
  • Search Report and Title Certificate of Advocate.
  • Encumbrance Certificate.
  • NA Order (Non-Agricultural Permission).
  • Land Demarcation Plan.

Building Approval Documents

  • Approved Building Plans.(with any amended)
  • Commencement Certificate (CC).
  • Intimation of Disapproval (IOD).
  • Revised Approved Plans.
  • Layout Plan.
  • Architect Certificate.
  • Structural Engineer Certificate.
  • Completion Certificate.
  • Occupancy Certificate (OC).
  • Fire NOC.
  • Lift License and Approvals.
  • Environmental Clearance (if applicable).
  • Water Connection Approval.
  • Drainage and Sewerage Approvals.
  • Electricity Connection Approvals.

RERA Documents

  • RERA Registration Certificate.
  • Quarterly RERA Progress Reports.
  • RERA Project Details.
  • RERA Completion Documents.
  • Copies of all disclosures made to RERA. 

Flat Purchasers' Documents

  • List of all flat purchasers.
  • Copies of registered Agreements for Sale.
  • Area statement of each flat.
  • Parking allotment details.( If any sold and Common)
  • Unsold flat list.
  • Commercial unit details.
  • Inventory of common areas. 

Financial Records

  • Audited Statement of Accounts relating to the building.
  • Maintenance collection statement.
  • Corpus fund details.
  • Sinking fund details.
  • Deposit collected from purchasers.
  • Water charges collection details.
  • Property tax payments.
  • Electricity bill payments.
  • Contractor dues statement.
  • Outstanding liabilities statement. 

Maintenance Handover Documents

  • Asset Register.
  • Equipment Register.
  • Maintenance Manual.
  • Vendor List.
  • AMC Agreements.
  • Security Agency Agreement.
  • Housekeeping Contracts.
  • Pest Control Contracts.
  • Garden Maintenance Agreements.
  • Generator Maintenance Contracts. 

Technical Documents

  • Structural Stability Certificate.
  • Soil Test Report.
  • Quality Control Reports.
  • Waterproofing Guarantees.
  • Elevator Warranty Documents.
  • Fire Fighting System Warranty.
  • Pump Warranty.
  • Generator Warranty.
  • CCTV Warranty.
  • Intercom Warranty. 

Utilities and Infrastructure

  • Electrical Layout.
  • Plumbing Layout.
  • Drainage Layout.
  • Fire Fighting Layout.
  • STP/WTP Drawings.
  • Water Tank Drawings.
  • DG Set Details.
  • Electrical Load Sanction Letter.
  • Meter Installation Details. 

Original Drawings (Very Important)

Builder should hand over:

  • Architectural Drawings.
  • Structural Drawings.
  • RCC Drawings.
  • Electrical Drawings.
  • Plumbing Drawings.
  • Fire Fighting Drawings.
  • As-Built Drawings. 

Keys, Access and Digital Records

  • Keys of common areas.
  • Electrical Room Keys.
  • Pump Room Keys.
  • Terrace Access Keys.
  • Club House Keys (if any).
  • CCTV Login Credentials.
  • Lift Service Passwords.
  • Intercom System Access.
  • Software Access Credentials.

Statutory NOCs

  • Fire Department NOC.
  • Pollution Control NOC.
  • Airport Authority NOC (if applicable).
  • MSEDCL NOC.
  • Water Authority NOC.
  • Local Authority Completion Approvals. 

Additional Documents Often Forgotten

  • Original Occupancy Certificate (OC)
  • Original Fire NOC
  • Original Approved Building Plans
  • List of unsold flats
  • Details of builder’s maintenance deposits
  • Defect Liability Undertaking
  • Warranty Certificates
  • Copies of all service contracts
  • Corpus Fund Statement
  • Sinking Fund Statement
  • Insurance Policies
  •  Architect’s Completion Certificate
  • Structural Stability Certificate
  • RERA Registration Documents

Special Issue in Township Projects

  • Whether a Federation/Apex Society is proposed.
  • Ownership of roads, garden, clubhouse, gym, swimming pool, open spaces, transformer area, STP, and common amenities.
  • Sharing ratio of common expenses among all buildings.
  • Whether common facilities will be managed by an Apex Society.
  • Whether the builder is retaining development rights on remaining plots. 

Before signing any handover/takeover document, the society should appoint an independent Architect/PMC to conduct a technical audit and document verification so that construction defects, pending works, and missing documents can be identified and recorded in the handover minutes. This is particularly important for a 100-flat building in a large township project

Adv; CS; CMA Jagannath Mane