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Document Handling & Processing

Preparing and managing the right documents is essential for completing legal, financial, or administrative tasks efficiently. This can be particularly challenging for NRIs handling matters from abroad, where access and execution may be limited.We offer insights on the processes involved in preparing key documents, understanding remote execution options, and navigating legal and identity-related paperwork. Our information is designed to help you stay organized and informed, no matter where you are.

Typical Documents NRIs May Need:

Proof of Identity & NRI Status

  • Valid Passport: A valid passport is a primary document for NRIs, serving as proof of identity and Indian citizenship.
  • Visa/Work Permit/Resident Permit: You’ll need a copy of your valid visa, work permit, or resident permit to prove your non-resident status.
  • PIO or OCI Card: If you hold either of these, you can use them as proof of Indian origin and NRI status.

Proof of Address:

  • Overseas Address Proof: Provide documents like utility bills, bank statements, or residence permits from your current country of residence.
  • Indian Address Proof: If you own property in India, provide evidence of ownership. Alternatively, use rental agreements, utility bills, or other documents showing your address in India.

Other Important Documents:

  • PAN Card: A Permanent Account Number (PAN) card is essential for financial transactions and taxation purposes in India.
  • Passport-Sized Photographs: You’ll need recent passport-sized photographs for various applications and procedures.
  • Income Proof (if required): Depending on the specific transaction or application, you might need to provide income proof.
  • Employment Proof: If applicable, you may need to provide employment proof.
  • NRE/NRO Account Details: If you have Non-Resident External (NRE) or Non-Resident Ordinary (NRO) accounts, you’ll need to provide details of these accounts.
  • Power of Attorney (POA): If you are unable to be present in India, a Power of Attorney may be required to allow a trusted person to act on your behalf.
  • Aadhaar Card (if applicable): While not mandatory for all NRIs, if you have an Aadhaar card, it can be used as proof of identity and address.
  • Birth Certificate/NABC: In some cases, a birth certificate or a Non-Availability of Birth Certificate (NABC) might be required.  Birth certificate/NABC, This can be obtained from local registrar’s office (where person has born) in India.
  • Nativity Certificate: an official document that proves an individual’s origin or place of birth, often used for various legal and administrative purposes.
  • Single Status Certificate: It is a bachelorhood or unmarried certificate, is an official document verifying an individual’s single status, often required for marriages abroad or other legal processes.
  • Marriage Certificate: If applicable, a marriage certificate may be required. This can be obtained from local marriage registrar’s office in India.
  • Death Certificate: It is required for settlement of estates, claiming benefits, closing obligations and for legal proceedings. This can be obtained from local registrar’s office (where person has died) in India.
  • Succession Certificate/Legal Heir Certificate: These documents may be needed for inheritance purposes.
  • Notary of Documents: Some documents might need to be notarized.

How to renew passport outside India?

  1. Online Application:
    • Register on the Passport Seva website: Create a user ID and password on the Passport Seva website.
    • Fill out the application form: Complete the online application form for “Reissue of Passport”.
    • Print the application: Print a copy of the completed application form. 
  2. Required Documents:
    • Original old passport.
    • Self-attested copies of the first two and last two pages of the old passport .
    • Self-attested copy of the Emigration Check Required (ECR)/Non-ECR page .
    • Self-attested copy of the page of observation, if any, made by the Passport Issuing Authority .
    • Proof of Indian citizenship or residence.
    • Proof of address.
    • Passport-sized photographs.
    • Other documents as required by the specific Embassy/Consulate or VFS Global center .
  3. Submission of Application:
    • Visit the Indian Embassy/Consulate or VFS Global center.
    • Submit the application form and required documents.
    • Pay the applicable fees. 
  4. Police Verification (if applicable):
    • In some cases, police verification may be required.
  5. Tracking your application:
    • You can track the status of your application on the Passport Seva website.

How to apply for OCI card?

An OCI (Overseas Citizen of India) card is a document that grants foreign citizens of Indian origin a long-term, multiple-entry visa for India, allowing them to live and work in the country indefinitely, with certain restrictions.To get an Overseas Citizen of India (OCI) card, you need to apply online through the Ministry of Home Affairs website, complete the application form, upload required documents, and submit the printed application with supporting documents to the relevant Indian Mission/Post for verification.

Here’s a more detailed breakdown of the process:

Eligibility:

  • You must be a foreign national who was a citizen of India at any time, or is eligible to become a citizen, or belongs to a territory that became part of India after 15th August, 1947, or is a child or grandchild of such a person.
  • If you previously held Indian citizenship, you must have renounced it or surrendered your Indian passport.

Application Process:

  1. Online Application:
    • Visit the OCI services website.
    • Complete Part-A and Part-B of the online application form.
    • Upload required documents in PDF format.
    • Print the completed application form.
  2. Supporting Documents:
    • Original and photocopies of:
      • Passport.
      • Proof of Indian origin.
      • Proof of address.
      • Other documents as per the checklist.
      • If you previously held an Indian passport: Proof of renunciation of citizenship/surrender of passport certificate.
  3. Submission:
    • Submit the printed application form and supporting documents to the relevant Indian Mission/Post/FRRO.
    • Applicants outside India: Submit to the Indian Mission/Post having jurisdiction over the country of their citizenship or the country where they are ordinarily resident.
    • Applicants in India: Submit to the relevant FRRO.Check the official website for the latest fee structure.
    • VFS Global: Some Indian Missions/Posts may use VFS Global for OCI application processing. Check their website for specific instructions.
  4. Tracking your application:
    • You can track the status of your application online using the OCI Services website.
  5. Collection of OCI card:
    • You will need to collect your OCI card from the Indian Mission/Post where you submitted your application.

How to apply for Aaddhar Card?

Eligibility:

  • Valid Indian Passport: You must possess a valid Indian passport.
  • No 182-day residency requirement: Unlike resident Indians, NRIs do not have to meet the 182-day residency requirement.

Application Process:

  • Visit an Aadhaar Enrolment Centre: Go to any authorized Aadhaar enrolment center in India.
  • Submit a Request: Fill out the required enrolment form.
  • Submit Supporting Documents:
    • Proof of Identity (PoI): Valid Indian passport.
    • Proof of Address (PoA): Any valid proof of address document.
  • Enrolment Operator: The enrolment operator will capture.
    • Mandatory demographic information.
    • Optional demographic information.
    • Biometric information (fingerprints and iris scans).
  • Acknowledgement Slip: After completing the enrolment, you will receive an acknowledgement slip.
  • Aadhaar Card Dispatch: Once processed, the Aadhaar card will be dispatched to the address provided during enrolment.

How to apply for PAN Card?

Eligibility:

  • Valid Indian Passport: You must possess a valid Indian passport.
  • Person of Indian Origin (PIO) card or Overseas Citizen of India (OCI) card, if applicable.
  • An overseas address proof, such as a copy of your overseas bank statement or a residential permit issued by the Foreigner’s Registration Officer in India or the State Police Authorities.
  • If you have one, a copy of your NRE bank account statement shows at least two transactions in the last six months duly attested by the Indian Embassy/Consulate/High Commission/Apostille or the bank manager where the account is held.
  • Two recent passport-sized photographs.

Application Process:

  • Offline application: Submit the Form No. 49A along with the requisite documents and prescribed fees at the PAN application center of UTIITSL or Protean (formerly NSDL eGov)
  • Online application: Submit online application alongwith the requisite documents through the website of UTIITSL or Protean (formerly NSDL eGov).

How to get Power of Attorney (PoA)?

An NRI POA is a legal document empowering an individual (the attorney) to act on behalf of an NRI (the principal) in India.It’s particularly useful for NRIs who cannot be physically present in India to manage their affairs.The POA can be used for various purposes, including property transactions, banking, and legal matters.

 Key Steps:

  • Scope of Authority: Carefully define the powers granted to the attorney in the POA.
  • Legal Advice: Consult with legal professionals to ensure the POA is properly drafted and meets all legal requirements.
  • Registration: While not always mandatory, registration of the POA is highly recommended for legal validity and to prevent future disputes.
  • Revocation: The NRI (principal) can revoke the POA at any time, but it’s important to inform the attorney and relevant authorities.

How to get Succession certificate?

A succession certificate is a court-issued document that establishes an heir’s legal right to inherit and manage the debts, securities, and assets of a deceased individual. It is particularly necessary in cases of intestate succession (when there’s no valid will).

Key Steps:

  • Identify the Relevant Court: The district court with jurisdiction over the deceased’s residence or asset location typically handles these cases.
  • Prepare and Submit the Petition (take legal advice): Draft and file a petition stating your claim, supported by:
  • Death certificate of the deceased.
  • Proof of relationship (legal heir certificate or similar).
  • Identity proof (passport, Aadhaar, etc.).
  • Asset details related to the inheritance.
  • Public Notification: The court issues a notice in a local newspaper to allow objections.
  • Court Hearings: If no objections arise, the court verifies the claim through hearings.
  • Certificate Issuance: After validation, the court issues the succession certificate, naming the legal heirs and their respective shares.

Some of the firms who provide assistance getting documents in India: 

How to notarise the documents?

What is Notarization?

Notarization is the process of certifying documents through a legal official—typically a notary public. A notary public is a certified legal professional authorized to:

  • Verify the authenticity of documents.
  • Witness signatures.
  • Prevent fraud by ensuring documents are signed willingly and by the correct individual.

Once verified, the notary affixes a seal or stamp to confirm the document’s authenticity. This makes notarization essential in legal and financial procedures, where the validity of documents must be beyond question.

Why is Notarization Required?

For NRIs, notarization plays a key role in complying with regulatory requirements, especially for opening NRE/NRO accounts or submitting KYC (Know Your Customer) documents. According to the Reserve Bank of India (RBI) guidelines, banks require notarized documents to ensure authenticity and legal validity.

Notarization ensures:

  • Authenticity: Confirms the identity of the signer and the document’s validity.
  • Fraud Prevention: Protects against forgery and coercion.
  • Legal Recognition: Ensures documents are admissible in courts and transactions.

The Notarization Process:

  • Find a Notary Public: Notaries can be found at government offices, banks, legal firms, or via mobile services.
  • Prepare Your Document: Ensure all required documents are ready for notarization. You’ll need valid identification for verification.
  • Sign in Front of the Notary: Sign the document in the notary’s presence. The notary will verify your identity, witness the signing, and ensure it is done voluntarily.
  • Notary Certification: The notary will affix a seal or stamp to certify the document’s authenticity.

Notarized documents are often required in the following scenarios:

  • Banking and Financial Documents: Many financial institutions require notarized documents for opening accounts, applying for loans, or transferring funds. Banks in India are required to follow RBI’s compliance guidelines, which mandate the submission of notarized documents for NRIs.Notarization ensures that the documents are genuine and that the person providing the information is the rightful account holder. This adds an extra layer of security and helps prevent financial fraud.
  • Real Estate Transactions: In real estate transactions, notarization is essential for deeds, mortgages, and property transfers. A notarized deed, for instance, confirms that the transfer of property is legitimate and that both the buyer and seller have voluntarily agreed to the terms of the sale. Notarization helps ensure that these transactions are legally enforceable and that the rights of both parties are protected.
  • Wills and Trusts: Wills and trusts are important legal documents that often require notarization to ensure that they are valid. A notarized will confirms that the person making the will did so willingly and with full understanding of its contents. It also helps protect the interests of beneficiaries and can prevent potential challenges to the will after the person’s death.
  • Affidavits: Affidavits are sworn statements of fact that are commonly used in legal and financial contexts. Notarizing an affidavit ensures that the statement is made under oath and that the person making the affidavit has provided truthful information. This is essential in legal proceedings, such as court cases or immigration applications, where the authenticity of the affidavit is crucial.

Online notarisation:

  • The e-Notarial service complies with the new legal frameworks in India, such as the Sakshya Adhiniyam, which allows certain documents to be e-notarized and recognized by courts.You can do online notarisation thru https://legalaffairs.gov.in/