Duplicate Property Record Created: Get the Extra Record Cancelled
Reviewed on: 2026-06-12.
You own one plot, but the land or revenue records now show it twice. A second khata, a second record of rights, or a second mutation entry has appeared in the same survey number, sometimes in a stranger's name, sometimes in yours with wrong details. Here is how to get the duplicate cancelled and the genuine record kept.
A typical case from Tumakuru in Karnataka: Ramesh holds a registered sale deed and a khata for survey number 142/3. When he applies for a fresh khata extract before selling, the revenue office shows two RTC (record of rights, tenancy and crops) entries for the same survey number. One matches his deed. The other carries a slightly different extent and a different owner name. A duplicate record like this can freeze your sale, block a loan, and even let a third party try to deal with “their” version of your land. The fix is documentary, and the registrar or tahsildar can resolve most cases without a court.
First, work out which record is the duplicate
A duplicate property record is not the same as a wrong entry on a single record. Here two separate records exist for what should be one. The real question is which one flows from a valid registered transaction and which one was created in error or by a parallel claim.
- Pull a fresh copy of both records. For revenue land this is the RTC or khata or 7/12 extract; for an urban plot it may be the property register or khata at the municipal or panchayat office.
- Pull the registered Encumbrance Certificate (EC) for the survey number from the sub-registrar. The EC shows the chain of registered deeds and tells you which owner name the registration record supports.
- Match each duplicate record to the EC and to your sale deed. The record that matches the registered chain is the genuine one. The other is the duplicate to be cancelled.
Two common causes, two routes
- Clerical or system duplication. During digitisation, mutation, or bifurcation, the office created a second entry for the same survey number by mistake. This is an administrative correction. Apply to the tahsildar or the revenue or municipal record-keeping office to cancel the duplicate and retain the correct record.
- A parallel claim or fraudulent deed. Someone got a record opened in their name using a forged or disputed deed on your survey number. Here you still apply for cancellation, but you also get the underlying deed by RTI and, if it is forged, file a police complaint and may need a civil suit for declaration of title.
Fix the facts in writing
- Get both records, the EC for the maximum period, your registered sale deed, and prior title deeds in one folder.
- Note the exact identifiers of each record: survey or plot number, khata or record number, owner name, extent, and the date each was created.
- Write one or two plain lines stating which record is genuine, which is the duplicate, and why.
Cancellation petition
To, The Tahsildar / Sub-Registrar / Revenue Record Officer [Office name and taluk/district] Date: [DD/MM/YYYY] Subject: Cancellation of duplicate record for Survey/Plot No. [number], [village/area], retaining the genuine record - request for correction Sir/Madam, I own the property at Survey/Plot No. [number], [village/area], under registered sale deed [document number] dated [date]. Two separate records now exist for this single property: Record A (genuine): [khata/RTC/record number], owner [name], extent [area]. Record B (duplicate): [khata/RTC/record number], owner [name], extent [area]. Record A matches my registered sale deed and the Encumbrance Certificate for the period [from] to [to]. Record B does not flow from any registered deed in my chain of title. I request you to verify both records against the registered records and the EC, cancel the duplicate Record B, and retain the genuine Record A. Please inform me in writing of the action taken and the reason the duplicate was created. Documents enclosed: both records, EC, registered sale deed, prior deeds, identity proof. Yours faithfully, [Name, address, mobile, email]
Escalation ladder
| Step | Use when | Where |
|---|---|---|
| 1 | Two records visible | Cancellation petition to the tahsildar or record-keeping office, with the EC |
| 2 | Office sits on it | District Registrar, Inspector General of Registration, or the Deputy Commissioner/Collector |
| 3 | Status and cause needed | RTI to the PIO of the revenue or registration department for the deed and file notes |
| 4 | Forged deed behind the duplicate | Police complaint, and a civil suit for declaration of title and cancellation of the deed |
Where RTI fits
The revenue department, the sub-registrar, and the municipal or panchayat record office are public authorities, so RTI works well here. Registration and land records are state subjects, so file through your state RTI portal or by post to the office PIO, not the central portal. Ask for a certified copy of the deed or order that created the duplicate record, the index or register page where it sits, the file notings on your cancellation petition, and the rule under which the second record was opened. A certified copy that shows the duplicate rests on no valid deed is your strongest proof for cancellation. RTI gets you records and a dated answer; it cannot itself decide title if there is a genuine rival claim.
Common mistakes
- Treating a duplicate record like an ordinary wrong entry and asking only for “correction” instead of cancellation of the extra record.
- Not pulling the EC, so you cannot prove which record flows from the registered chain.
- Ignoring a stranger's parallel record, which can harden into a title dispute if left for years.
- Skipping the police complaint where the duplicate clearly rests on a forged deed.
FAQ
What is a duplicate property record?
It is a second land or revenue record, such as a second khata, RTC or property register entry, for a single property that should have only one record. It usually arises from a clerical mistake during digitisation or mutation, or from a parallel or forged claim on the same survey number.
How do I prove which record is genuine?
Match each record to your registered sale deed and to the Encumbrance Certificate for the survey number. The record that flows from the registered chain of deeds is the genuine one. The record with no supporting registered deed is the duplicate to be cancelled.
Which office cancels the duplicate?
For revenue land, the tahsildar or revenue record office, with escalation to the Deputy Commissioner or Collector. For an urban plot, the municipal or panchayat record office. The sub-registrar and District Registrar handle the registration side. Apply to the office that holds the record you want cancelled.
Can I do this online?
Some state land-records and registration portals let you raise a correction or grievance request and track it with a token, but cancellation of a duplicate record is verified and ordered by the office, not done by you online. Check your state portal for the correction option and keep the acknowledgement.
What if the duplicate is in a stranger's name on a forged deed?
Get a certified copy of that deed by RTI. If it is forged, file a police complaint, and consult a property lawyer about a civil suit for declaration of title and cancellation of the deed. The record cancellation and the criminal and civil routes can run together.
Will the duplicate record affect my sale or loan?
Yes. A buyer or lender who sees two records for one property will usually stall until the duplicate is cancelled and the record is clean. Get the cancellation done and pull a fresh clean record before you transact.
Related guides
Download the duplicate property record correction checklist (PDF).
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