Annexure-1

“Documentation” should be viewed as a process of ensuring shield against risk of non-repayment

of loan comprehensively in 03 (three) dimensions:
i) The Type of Borrower
ii) The Type of Loan or credit facilities &
iii) The Type of Security Arrangement

General Documents: In general, required papers and documents to be obtained/maintained

irrespective of type of borrower, loan and security are:
1. Demand Promissory Note
2. Letter of Authority
3. Letter of Arrangement
4. Letter of Disbursement
5. Letter of Revival
6. Personal Net Worth statement
7. Copy of National ID
8. Credit Approach in Business Pad of the Borrower
9. Credit Application in prescribed format duly filled in
10. Photograph of the Borrower
11. Photograph of the business/inventory
12. Photograph of the mortgaged property
13. Up to date CIB Report
14. Credit report of the Borrower/Supplier
15. Liability Declaration of the borrower along with an Undertaking that they have no
liability with any bank or financial institution except as declared.
16. Undertaking stating that, they will not avail any credit facility from any other bank or
financial institution without prior consent of the bank.
17. Undertaking stating that customer does not have any relationship as Director or Sponsor
with the bank.
18. Undertaking stating that customer shall not sell or transfer the ownership of the
business/factory/shop until all amounts due to the bank bank are fully paid or without
NOC of the bank.
19. Credit Risk Grading Score Sheet (CRGS)
20. Post-dated cheque covering the credit facility
21. Acceptance by the Borrower of the Sanction Letter
22. Proper Stamping

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Specific Charge Documents and Papers to be obtained:

A. As per type of Borrower:

SL Type of Borrower Document

1. Individual Borrower  Letter of Guarantee of a Third Person
 Personal Net-Worth Statement (PNS) of Guarantor
 Personal Net-Worth Statement (PNS) of the Borrower
 Letter of Guarantee of the Spouse of the Borrower
2. Proprietorship Firm  Trade License (up to date)
 Personal Net-Worth Statement (PNS) of Proprietor
3. Partnership Firm  Trade License (up to date)
 Partnership Deed (Registered)
 Letter of Guarantee of the partners
 Personal Net-Worth Statement (PNS) of Partners
 Letter of Partnership.
 Partnership Account Agreement.
4. Limited Company  Trade License (up to date)
 Memorandum and Articles of Association (Certified by
RJSC)
 List/Personal profile of the Directors
 Certificate of Incorporation
 Form XII Certified by RJSC (Particulars of Directors)
 Board Resolution in respect of availing loans and execution
of document with Bank
 Letter of Guarantee of the Directors
 Personal Net-Worth Statement (PNS) of Directors
 Deed of Mortgage and Hypothecation for creation of Charge
on fixed & floating assets (existing & future) with RJSC
 Modification of charge with RJSC through form 19.
 Certified copy of charge creation certificate from RJSC
 Undertaking stating that the borrower shall not make any
amendment or alteration in Memorandum and Article of
Association without prior approval of Bank.
 Approval of the Bank for any inclusion or exclusion of
Directors in and from the company
 Certificate of Commencement (In case of Public Limited
Company)
 Joint venture Agreement (In case of Joint Venture company)
 BOI Permission (In case of Joint venture company)

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 B. As per type of Loan / Credit facility:

SL Type of Loan Document

1. CC (Hypo)  Letter of Hypothecation of stock in Trade
 Supplementary Letter of Hypothecation
 IGPA [spell out acronym] to sell Hypothecated goods
 Letter of Continuity
 Periodical Stock Report
 Letter of Disclaimer form the owner of rented Warehouse
 Insurance Policy cover note
2. CC (Pledge)  Letter of Pledge
 IGPA to sell Pledged goods
 Letter of Continuity
 Periodical Stock Report
 Letter of Disclaimer form the owner of rented Warehouse
 Insurance Policy cover note
3. Overdraft  Letter of Continuity
(General)  Insurance Policy cover note
4. SOD (Work  Bid Document/ Tender Notice
Order)  Letter of Awarding
 Assignment of Bills against work order
5. SOD (FO)  The Financial Instrument duly discharged on the Back
 Lien on the Financial Instrument
 Letter of Continuity
6. SOD (Scheme  Lien on the Scheme Deposit
Deposit)  Letter of Continuity
7. Term Loan  Term Loan Agreement
 Letter of Installment
 Letter of Undertaking
 Amortization Schedule
 Insurance Policy cover note
8. Home Loan for  Power of attorney for developing the property
purchase of Flat  Letter of Installment
or Floor Space  Letter of Undertaking
 Amortization Schedule
 Letter of Allotment of Flat or Floor Space
 Tripartite Agreement among Purchaser, Developer and Bank (If
under construction)
 Undertaking of the borrower to the effect that he will mortgage the
flat/floor space favoringg the Bank at the moment the same is
registered in his name by the seller.(If Under construction)
 Agreement between Land Owner and Developer
 Sharing Agreement between Land Owner and Developer
 Copy of approved plan of construction from concerned authority.
9. Consumers’ loan/  PNS of the Borrower
Personal Loan  PNS of the Guarantor
 Letter of Guarantee of the Guarantor
 Letter of Guarantee of the Spouse of the Borrower
 Insurance Policy cover note

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10. SME/Small Loan  As per type of borrower and nature of security
11. Lease Finance  Lease Agreement
 Lease Execution Certificate
 Quotation / Price Offer duly accepted by borrower
 BRTA Registration Slip (In case of Motor Vehicle)
 Insurance Policy cover note
12. Hire Purchase  Hire Purchase Agreement
Loan  Quotation / Price Offer duly accepted by borrower
 BRTA Registration Slip (In case of Motor Vehicle)
 Insurance Policy cover note
13. House Building  Letter of Installment
Loan  Letter of Undertaking
 Amortization Schedule
 Approved Plan form the competent authority
14. House Building  Power of Attorney for development of property
Loan(To  Agreement between Land owner and Developer
Developer)  Sharing Agreement between Land owner and Developer
 Copy of approved plan of construction from concerned authority
 Letter of Installment
 Letter of Undertaking
 Amortization schedule
 Copy of Title deed of the property on which construction will be
made
 Copy of Bia [spell out acronym] deed (previous deed in support of
Title deed)

15. IDBP [spell out  Acceptance of L/C issuing Bank (duly verified)
acronym]  Letter of Indemnity
16. Guarantee  Counter Guarantee
Facility  Bid Document or the document where requirement of Guarantee
stated
17. Syndicated Loan  Pari passu Sharing Agreement
 Facility Agreement
 Escrow Account Agreement
 Creation of Pari passu Sharing charge with RJSC
 Participation Letter
 Subordination Agreement
 Deed of Floating charge on the Balance for Escrow Account
 Accepted Mandate Letter
 Information Memorandum
 Participant’s Commitment Letter
18. LTR  Letter of Trust Receipt
 Insurance Policy Cover note

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 C. As per Type of Security [collateral may be a better word here]:

SL Type of Security Document

1. Corporate  Corporate Guarantee of Guarantor Company on Non-Judicial
Guarantee Stamp
 Resolution of the Board of the Guarantor Company
(Memorandum of the Guarantor company must permit to do so.)
regarding Guarantee.
2. Hypothecation of  Letter of Hypothecation
Stock/Receivable  IGPA to sell hypothecated Stock / Receivables
s  Letter of disclaimer form the owner of Rented Warehouse
3. Pledge of goods  Letter of Pledge
in Trade  IGPA to sell pledged goods
 Letter of disclaimer form the owner of rented Warehouse
4. Assignment of  Assignment of Bill by the beneficiary through IGPA
Bill  Letter of Acceptance of Assignment by the work giving
authority
 Original Work Order
5. Lien on Financial  The Instrument duly discharged on the back of it.
Instrument like  Letter of Lien (‘1st Party Lien’ - if the Borrower is the owner of
FDR etc. the Instrument, ‘3rd Party Lien’- if the Owner of the Instrument
is one other than Borrower)
 Letter of Authority to encash the instrument as and when needed
by the Bank
 Confirmation of Lien (Marking of Lien) from the issuing Bank.
6. Lien on Demated  NOC of the Company in case of Sponsor’s Share
Stock/Shares  Confiscate Request Form (Form19-1) duly signed by the
pledgor.
 Pledge Request form (By Law 11.9.3) duly signed by the holder
of the share.
 Pledge setup Acknowledgement from Brokerage House
 CDBL [spell out acronym] generated copy of Pledge Setup
7. Pari-Passu  Pari Passu Security Sharing Agreement among lenders.
Security  NOC from existing lenders if the property/assets are already
under pari passu sharing.
 Certificate of RJSC on creation of charge on Fixed and floating
assets of the company.
 Form XIX for modification of charge on Fixed and floating
assets with RJSC
8. Mortgage of  Original Title Deed of the property
Landed Property  Certified copy of Purchase Deed along with Deed - Delivery
receipt duly endorsed (In absence of original Title Deed)
 Registered Partition Deed among the Co-owners (if required)
 Mortgage Deed duly Registered along with Registration Receipt
duly discharged
 Registered IGPA favoring Bank to sell the property
 Bia Deeds of the mortgaged property
 Certified Mutation Khatian along with DCR [spell out acronym]
 Record of Rights i.e. CS, SA, RS Parcha, Mohanagar Jorip
parcha (if within Mohannagar Area)

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  B.S. Khatian
 Affidavit to be sworn by the owner of the property before 1st
class Magistrate that he has valid title in the property and not
encumbered otherwise
 Up-to-date Rent Receipt
 Up-to-date Municipal Tax Payment Receipt (if property within
Municipal Area)
 Up-to-date Union Parishad Tax Payment Receipt (if property
within UP)
 Approved Plan of Construction from concerned authority (if
there is any construction upon the land)
 Original Lease Deed (In case of Lease hold property)
 Allotment Letter favoring Lessee (in case of Leasehold
Property)
 Mutation letter favoring Lessee (in case of Leasehold Property)
 NOC of the competent Authority for Mortgage.
 NEC [spell out acronym] along with search fee paid receipt
 Board Resolution of the Mortgagor company duly supported by
the provision of Memorandum and Article of Association (when
one company mortgagse on behalf of the loan of other company)
 Photograph of the Mortgaged Property
 Location Map
 Survey Report from professional Surveyors
 Physical Visit Report by Bank Officials
 Lawyer’s opinion in respect of acceptability of the property as
collateral security
 Lawyer’s satisfaction certificate regarding appropriateness of
mortgage formalities

Documentation relating to Bank-to-Bank Loan takeover process :

1. Photocopies of security documents such as mortgaged property documents, Corporate

Guarantee, etc.
2. Lawyer’s Opinion regarding acceptance of the securities
3. Liability position of the borrower to the disposing bank
4. Confirmation Letter of the disposing bank about redemption of mortgage and handing over
of all original security deeds and documents directly after adjustment of loan through Pay
Order.
5. Undertaking of the owner of the property that they will mortgage the property after being
redeemed by disposing bank.

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