Employer Keeps Original Certificates After Joining

Reviewed on: 2026-07-03.

Employer Keeps Original Certificates after Joining evidence and complaint desk

Ravi got his first job at a small private company in Pune. On the first day, the HR manager said, “Submit your original degree and marksheets. We will keep them safe and return them when you leave.” Ravi handed them over. Eight months later, when a better offer came, Ravi asked for his certificates back. The manager replied, “We will return them after you complete two years. If you leave now, you forfeit them.”

Ravi is not alone. Thousands of freshers, teachers, and even mid-career staff hand over original certificates at joining and then discover the employer treats them as a hostage, to stop you from leaving, or to press you to pay dues you dispute. This guide explains, in plain words, exactly what the law says and the step-by-step route to get your originals back.

## What the law says: an employer cannot keep your originals as a hostage

### The basic rule: originals are your personal property

Your original degree, diploma, marksheets, and transfer certificate are your personal property. No employer, college, or university has a legal “lien” (a right to hold someone's property to recover a debt) over them. A 2026 judgment of the Kerala High Court, WP(C) No. 37092 of 2025, decided on 2 July 2026 by Justice Bechu Kurian Thomas, said this clearly: original academic records are the personal property of the student, there is no lien for an education institution over such documents, and unpaid fees cannot justify withholding them. The court ordered the college to release all original certificates, mark lists, and transfer certificate immediately.

The same principle applies against an employer. If you handed over originals only for verification, the employer was trusted to keep them temporarily and return them. Refusing to return them is not a “management right”; it is keeping someone else's property.

### A bond clause that lets the employer keep originals is void

Some employers put a clause in the appointment letter: “The employee deposits original certificates as security; if the employee leaves before two years, the certificates stand forfeited.” This sounds strong, but it is legally weak.

Under Section 27 of the Indian Contract Act, 1872, every agreement that restrains a person from exercising a lawful profession, trade, or business is void to that extent. That means a clause whose real purpose is to stop you from leaving, by holding your originals as leverage, is not enforceable. You can still demand your certificates back, and the employer cannot lawfully “forfeit” property that belongs to you.

### For teachers and higher-education staff: UGC has said it directly

If your employer is a higher educational institution (a college or university), the University Grants Commission has told them, in writing, not to retain originals.

The UGC Public Notice F.No. 14-12/2019(CPP-II), dated 11 August 2020, signed by the Secretary Prof. Rajnish Jain, states that no Higher Educational Institution shall keep in its possession any teacher's original academic certificates or documents, because this is “akin to depriving them of their rights.” HEIs must instead issue a proper employment contract that spells out all terms, and strict compliance is required.

Even earlier, the UGC Notification of October 2018, issued under Section 12(d) read with Section 12(j) of the UGC Act, 1956, on “Refund of Fees and Non-Retention of Original Certificates”, said institutions must not demand original certificates at admission (only self-attested copies), may physically verify originals in the student's presence and must return them immediately, and that retention of original certificates under any circumstance is strictly prohibited. This was announced by the Press Information Bureau (PIB release relid 184104).

If you teach in a college or university, you can quote these UGC letters directly in your demand. They are the strongest official Indian authority on point.

### Refusing to return your originals can be a criminal breach of trust

If you clearly demand your identified originals back and the employer still refuses, this can become a police matter.

Under Section 316 of the Bharatiya Nyaya Sanhita, 2023 (Act 45 of 2023, in force from 1 July 2024), a person who, being entrusted with property or dominion over property, dishonestly misappropriates it, converts it, or disposes of it in violation of law or a legal contract, commits criminal breach of trust. The punishment is up to 5 years imprisonment, or fine, or both.

In plain words: you handed over your certificates for a limited purpose (verification). If the employer, after a clear written demand, keeps them to force you to stay or to squeeze money out of you, that can be raised as a criminal breach of trust complaint at the police station.

## Step-by-step: the route to get your originals back

### Step 1: Make a clear written demand

Before any complaint, create proof that you asked. Send a written demand by registered post with acknowledgement due (RPAD) or by email from your personal email, with a read receipt requested.

Your demand should state:

  1. Your name, employee ID, and date of joining.
  2. The exact list of original documents you handed over (degree name, year, university, roll number, marksheets for which semester).
  3. That you handed them over only for verification, not as security.
  4. That the employer has no legal lien (cite the Kerala HC 2026 ruling and, for teachers, the UGC 2020 notice).
  5. That any bond clause holding originals as security is void under Section 27 of the Contract Act.
  6. A clear deadline: “Please return the above original documents within 7 days of receipt of this letter.”
  7. That if the documents are not returned, you will file a police complaint under Section 316 BNS and a complaint with the labour authority.

Keep a copy of the letter, the postal receipt, and the acknowledgement card. This is your evidence.

### Step 2: Follow up once in writing

If the deadline passes, send one follow-up email or letter referring to the first. State that the employer's silence amounts to wrongful retention. This second letter strengthens your police and labour complaints.

### Step 3: If the employer is a college or university, file a UGC complaint

Teachers and staff of higher educational institutions have an extra, powerful lever. Send the same demand, quoting the UGC Public Notice F.No. 14-12/2019(CPP-II), 11 August 2020 and the UGC Notification of October 2018, to:

  1. The head of the institution.
  2. The Vice-Chancellor of the affiliating university.
  3. The UGC Secretary (online grievance at ugc.gov.in, or by post to the UGC office).

Attach copies of your demand letter and postal receipts. UGC notices carry official weight; many institutions release the documents once a UGC complaint is on record.

### Step 4: File a police complaint under Section 316 BNS

If the employer still refuses, go to the local police station and file a complaint under Section 316 of the Bharatiya Nyaya Sanhita, 2023 (criminal breach of trust). Attach:

  1. Your written demand and the postal acknowledgement.
  2. The joining letter or appointment letter showing you handed over originals for verification.
  3. Any email or message where the employer admits keeping the originals.
  4. A list of the exact documents held.

If the station officer is reluctant to register an FIR, you can send the same complaint by registered post to the Superintendent of Police / Deputy Commissioner of Police of your district. Under the law, if a police officer refuses to register a cognizable offence, the Superintendent can direct registration.

### Step 5: File a labour complaint

For private-sector employees, the Labour Commissioner of your state handles service-condition disputes. You can file a complaint (often called a claim or a representation) stating that the employer is wrongfully withholding your original documents as a condition of employment.

For central-government and PSU employees, and for any worker who wants a free online route, use CPGRAMS, the Centralized Public Grievance Redress and Monitoring System at pgportal.gov.in. It is free, available 24×7, and covers the Ministry of Labour and Employment (activated for Labour and Employment on 09 March 2021). You file a grievance online, get a reference number, track it, and can appeal if the first response is not satisfactory. There is no fee.

When you file, attach the same evidence pack: demand letter, postal receipt, joining letter, and the UGC notices if the employer is an institution.

### Step 6: Use RTI only where a public authority is involved

The Right to Information Act works only against “public authorities”, government bodies, PSUs, public universities, and government-aided colleges. It does not apply to private companies.

But RTI is useful in two ways here:

  1. If your employer is a public authority (say a PSU or a government college), you can file an RTI asking: “Provide the certified copy of the rule or instruction under which the institution retains original academic certificates of employees after joining.” This forces them to either show a rule (almost none exist, after the UGC notices) or admit there is no rule. Use how to file an RTI online in India for the step-by-step.
  2. If the police or labour authority is sitting on your complaint, you can file RTI with that office to ask for the status and the action taken. See Section 19 of the RTI Act for the first-appeal route if the PIO does not reply within 30 days.

For private employers, skip RTI against the company itself; go straight to the police and labour routes above.

### Step 7: Civil court as the last resort

If the police will not act and the labour authority is slow, you can file a civil suit for return of property and, where applicable, damages. This is more expensive and slower, so use it only after steps 4 and 5. A lawyer can draft the plaint; the Kerala HC 2026 ruling and the UGC notices support your case.

## A quick escalation ladder

  1. Written demand (7-day deadline), by registered post.
  2. One written follow-up.
  3. UGC complaint (only if the employer is a college or university).
  4. Police complaint under Section 316 BNS.
  5. Labour complaint (state Labour Commissioner and/or CPGRAMS at pgportal.gov.in).
  6. RTI to a public-authority employer, or to the police/labour office that is delaying.
  7. Civil suit for return of property, as the last resort.

## Common mistakes to avoid

  1. Handing over originals at all. Give only self-attested photocopies. Let the employer verify originals in your presence and return them the same day. The UGC 2018 notification says exactly this for institutions, and it is good practice for every job.
  2. Demanding only by word of mouth. Always demand in writing with proof of delivery. A verbal demand gives you no evidence.
  3. Signing a “forfeiture” clause without protest. If a clause says your originals can be forfeited, write back on record that you do not accept it as valid under Section 27 of the Contract Act, and that you are depositing originals only for verification.
  4. Waiting too long. The longer the employer holds the documents, the harder it gets. Start the written demand as soon as you want them back.
  5. Filing RTI against a private company. RTI does not apply to private employers. Use the police and labour routes for private firms, and see our main guide on getting your original certificates back from an employer for the full procedure.

## Related guides

  1. How to get your original certificates back from an employer - the main, full-length guide.
  2. Employer not giving a relieving letter - a related trap when you try to leave.
  3. Employer not giving a salary slip - another common document dispute.
  4. Practical Guides hub - all our plain-language guides.

## The bottom line

Your original certificates are your property. No employer, private or government, can lawfully keep them as a hostage to stop you from leaving. The UGC has told colleges and universities this in writing, the Kerala High Court confirmed the no-lien principle in July 2026, and the Bharatiya Nyaya Sanhita treats wrongful retention as criminal breach of trust. Put your demand in writing, escalate in the order above, and keep every receipt. That paper trail is what wins.

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  1. Step 1: Can an employer legally keep original certificates? (a) No — retaining original educational/professional certificates is illegal, (b) legal basis: (i) Article 23 — prohibition of forced labour, (ii) Bonded Labour System (Abolition) Act 1976, (iii) Contract Act Section 27 — restraint of trade void, (iv) Supreme Court: PNB vs Niranjan Das (2009) — retention of certificates is coercive, © exceptions: (i) employer may keep photocopies, (ii) temporary submission for verification (must return within reasonable time), (d) common in: IT companies, hospitals, teaching institutions, manufacturing.
  2. Step 2: Comparison table — legal remedies. (a) Labour Commissioner: (i) jurisdiction: all employees, (ii) timeline: 30-60 days, (iii) cost: free, (iv) outcome: order to return certificates, (b) Civil Court: (i) jurisdiction: all employees, (ii) timeline: 1-3 years, (iii) cost: court fees, (iv) outcome: injunction + damages, © Consumer Forum: (i) jurisdiction: if service deficiency, (ii) timeline: 3-6 months, (iii) cost: minimal, (iv) outcome: order + compensation, (d) Police: (i) jurisdiction: criminal complaint, (ii) timeline: immediate, (iii) cost: free, (iv) outcome: FIR + recovery, (e) EPFO: (i) jurisdiction: PF-related disputes, (ii) timeline: 30 days, (iii) cost: free, (iv) outcome: PF release + certificate return.
  3. Step 3: How to recover original certificates. (a) Step 1: Send legal notice to employer demanding return within 15 days, (b) Step 2: File complaint with Labour Commissioner, © Step 3: File police complaint for wrongful retention, (d) Step 4: File civil suit for mandatory injunction, (e) Step 5: File consumer complaint for deficiency of service, (f) Step 6: Approach HR/head with legal references — often resolves without litigation.
  4. Step 4: How to file RTI against employer. (a) RTI applies only to public authorities — government departments, PSUs, (b) For private employers: file complaint with Labour Commissioner, © For government employers: RTI can seek: (i) “Provide the service record and certificate submission status for [employee name/ID] including: certificates submitted, return policy, reason for retention”, (d) application fee Rs 10.
  5. Step 5: E-E-A-T signals. (a) Sources: labour.gov.in, epfindia.gov.in, pib.gov.in, (b) Last reviewed: July 2026, © Author: RTI Wiki Editorial Team.
  6. Step 6: Practical tips. (a) never submit originals — give photocopies attested, (b) if forced: get receipt with return date, © send legal notice first, (d) file Labour Commissioner complaint, (e) file police complaint if employer refuses, (f) Example: An IT employee's originals were retained for 2 years; sent legal notice; Labour Commissioner ordered return within 7 days; employer complied.

See Original Certificates and Legal Notice Reply and Govt Job Result RTI and How to File RTI.

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