CENTRAL STAFF COLLEGE

HANDBOOK
ON
DOCUMENTATION

UCO BANK
CENTRAL STAFF COLLEGE
KOLKATA
FOR PRIVATE CIRCULATION ONLY

Version 1 : 01.01.2015

1. This booklet is a training material. While due care has been taken in preparation of this booklet, readers
are required to take a final call on the selection of documents depending on the facts of the case.

2. Bank may not necessarily be in agreement with the views expressed in the hand book. In case of any
variation with Bank‟s circulars, the Bank‟s circulars would prevail.
 यूको बैंक UCO BANK
(A Govt. of India Undertaking)
C.Ramakrishna Central Staff College
DGM / Principal GE-8, Sector III
Salt Lake,
Kolkata – 700 106

FOREWORD

Any commercial transaction the world over is backed by legal agreements. An

agreement sets forth in clear, lucid terms the operational aspects of the transaction
including the amount involved, the interest and repayment aspects, the consequences of
default and the rights and liabilities of the parties to the transaction.

In the banking scenario loans are sanctioned on a daily basis. The facilities offered, the
security obtained and the terms and conditions on which these facilities are offered vary
from case to case. In order to safeguard its commercial interests the Bank has a
standard set of agreements also referred to as “documents”. A document is a written
representation of thought and originates from the Latin word “Documentum” which
means “written proof used as evidence”.

The operational staff at the field level have to ensure that the correct combination of
documents are obtained based on the constitution of the borrower, facility required and
the security offered. Further, stamping of documents and execution of documents are
also of prime importance to make the documents legally valid and enforceable.
Needless to add, the documents have to be preserved safely and care should be taken
to ensure that they do not become barred by limitation.

Central Staff College has come out with this “Handbook on Documentation” which has
also been vetted by Law Department, Head Office. I will be failing in my duty if I do not
place on record the untiring efforts of the faculty and support staff of CSC but for whom,
it would not have been possible to bring out this handbook. I am sure the book fulfills the
long felt need at the operational level and will be well received and be of much use to the
field level functionaries.

With best wishes,

C. Ramakrishna
D P Panda UCO Bank
Deputy General Manager Head Office
Law Department 10, B T M Sarani
Kolkata – 700 001
MESSAGE

When you do the common things in life in an uncommon way, you will command the
attention of the world - George Washington Carver

I am very pleased to learn that the Central Staff College, Kolkata is bringing an elaborated
version of „Handbook on Documentation‟ with the assistance of Law Department, Head Office.

„Document‟ means a written or printed instrument that conveys information. The term document
generally refers to a particular writing or instrument that has a bearing upon specific transactions
Section 3(18) of the General Clauses Act, 1987 defines document as „a document shall include
any matter written, expressed or described upon any substance by means of letters, figures or
marks or by more than one of those means which is intended to be used or which may be used
for the purpose of recording that matter‟.

A document in the present context of commercial transactions is, therefore, the substratum of
commercial law. The application received from the borrower, and the other written agreements
executed by the borrower and/or the guarantor, in connection with a particular loan transaction,
constitute documents. The process of obtaining proper documents and completion of the
necessary formalities connected therewith is called "Documentation".

The documents are necessary to be procured to identify the borrower/the guarantor; to identify
the security; to have a written evidence of the transactions of lending made by the Bank; to
ensure due repayment of the loan by the borrower/or guarantor; to entitle the Bank to take legal
steps for recovery of the loan, in the event of non-payment by the borrower/or guarantor; to
create a valid and effective security in favour of the Bank and to create charge on security.
Because, in the absence of a document capable of being legally enforceable, the Bank would find
it difficult to prove and establish before a Court of law that the amount was lent and the same has
not been repaid.

It is reiterated that documents must be properly executed by the constituents to whom the credit
facilities have been granted. Utmost care must be taken in execution of the documents to ensure
that they are free from any flaw or defect and legally perfect in all respects. Hence, taking correct
and proper documents is a „sine qua non‟ while disbursing loans and advances.

In the recent times, our Bank has welcomed young and energetic recruits in our fold who are still
in the ongoing process of gaining knowledge on the delineated system of documentation for
various credit facilities. This Handbook shall be a ready referencer and also act an auxiliary to the
knowledge gained from classroom sessions.

The Branch Manager or the officer attached to the advance department of any Branch / Office of
the Bank is required to select the right type of document according to the facts and circumstances
of each case and care and caution be exercised to ensure that proper and valid execution of loan
document is completed prior to disbursement of the credit facility. This publication has been
designed to familiarize the reader/Field Functionaries with various intricacies of documentation
relating to commercial finance and banking law.

Last but not the least, I would be failing in my duty if I do not appreciate the conscientious and
painstaking efforts of the Law Officers of Law Department at Head Office and the entire Faculty
and Staff Members of Central Staff College, Kolkata in compiling and consolidating this
Handbook on Documentation under the creditable leadership of Shri C Ramakrishna, Principal,
Deputy General Manager.

(D. P. Panda)
 TABLE OF CONTENTS

Sl. Page
Subject
No No
1 Loan Documentation 1

2 Selection of Appropriate Documents 1

3 Stamping of Documents 1

4 Execution of Documents 4
5 Scrutiny of Documents 6

6 Custody of Documents 7

7 Validity Period of Documents 7

8 Renewal of Documents 9

9 Miscellaneous Issues 10
Letter to be taken in case of vernacular signature / Thumb Impression Cases –
10 11
Annexure 1
Letter to be sent to guarantor informing him of outstanding balance in the
11 12
account guarantee by him – Annexure 2
12 Attestation Memo – Annexure 3 13

13 Insertion of Clause – Annexure 4 14

14 Standard Documents of the Bank – Annexure 5 15

15 Suggested List of Documents to be Taken – Annexure 6 22

16 Execution of Documents in Representative Capacity – Annexure 7 25

17 Letter to be obtained from the Borrower for Revival of Documents – Annexure 8 26

18 Letter to be obtained from the Guarantor for Revival of Documents – Annexure 9 27

19 Different methods of using Stamp Paper – Annexure 10 28
20 Declaration-Cum-Undertaking - Annexure 11 29
 LOAN DOCUMENTATION

The term “document” relates to a written record created for the purpose of evidence of a
financial transaction acceptable to a court of law and offers legal protection to the banker
for loans and advances granted by the bank.

The execution of document in a proper form and according to law is known as

“documentation”. Execution means the whole procedure of obtaining the signature of
borrower on the necessary documents after proper stamping and registration thereof,
wherever necessary, and other formalities connected herewith.

The following issues need to be addressed with relevance to documentation:

1) Selection of appropriate documents
2) Stamping of documents
3) Execution of documents
4) Scrutinizing of documents
5) Custody of documents
6) Validity period of documents
7) Renewal of documents
8) Miscellaneous issues

SELECTION OF APPROPRIATE DOCUMENTS

The nature and type of documents to be executed depend on the:

1) Constitution of the borrower.

2) Type of facility availed.
3) Type of security and charge to be created.

A list of standard documents available are given in annexure – 5. A suggested list of

documents to be taken having regard to the constitution, facility and security is listed in
annexure – 6. Documents to be taken in respect of Retail loans is given in the relevant
scheme guidelines.

STAMPING OF DOCUMENTS

The Indian Stamp Act, 1899 is applicable all over India except the State of Jammu &
Kashmir. The State Governments are permitted to pass their own acts and prescribe
different rates of stamp duty for instruments not covered under item 91 of the Union list.
In case of demand promissory notes, promissory notes and usance bills of exchange the
1
stamping is common throughout the country. In the case of all other instruments stamp
duty is payable as per the local act passed by the State Government concerned. If any
State Government has not passed any Stamp Act, the Indian Stamp Act will be
applicable in that State. The place of execution of the document is to be taken into
consideration for determining the applicability of the local act and consequentially stamp
duty on the instrument.

Stamping where Execution is Done in Different States

Where a document is to be executed by persons in different states, it must bear the
stamp duty as applicable in the state where the first person signs the document. In case
the stamp duty is more in the second state, then the difference is to be paid before it is
signed by the person in the second state. The payment of such difference should be
certified by the stamp officer in the second state within three month of its first receipt in
that state.

In the case of documents brought into the State of Jammu and Kashmir after it is
executed in another State full stamp duty as required under Jammu and Kashmir Stamp
Act will have to be paid. Similarly where a document has been executed in the State of
Jammu and Kashmir and relating to properties or things to be done in another State, the
documents when brought into that State will have to be stamped with the full stamp duty
applicable in that State.

Different Types of Stamping

Stamps can be grouped into three types: i) Judicial, ii) Non-judicial & iii) Postage
1) Judicial stamps are used as per provisions of Court fees Act and are utilized in
connection with filing suits, court fees and other judicial matters.
2) Non-judicial stamps are used as per provisions of the Indian Stamp Act for
commercial transactions.
3) Postal stamps are covered under the Indian Post Office Act for postal charges to
be paid.

Non-judicial stamps are of three kinds:

1) Adhesive Stamps.
2) Special Adhesive stamps.
3) Embossed or Impressed stamps.

Adhesive Stamps
Adhesive stamps are those which are affixed by using adhesives (i.e. gum). There are
many varieties of adhesive stamps such as revenue stamps, foreign bill stamps, share
transfer stamps, insurance stamps, notary stamps, attorney stamps, consular stamps,

2
etc. These stamps must be used for the relevant transactions as per stamp rules. For
example, Revenue Stamps are to be used for Demand Promissory Notes, Receipts &
Proxies etc. Foreign Bill Stamps are to be used for Usance Foreign Bills. Share Transfer
stamps are to be used for transfer of shares and so on.

Adhesive stamps should be cancelled by the person who affixes the stamp or by the
executants of the documents. The cancellation must be done at the time of or before
execution of the document. The cancellation must be done in such a manner that the
stamps cannot be used again. It can be done by signing over the stamp.. Crossing a
stamp by drawing a line & signing on the second adjacent stamp is not a cancellation of
the first stamp. The best way of cancelling the adhesive stamps is to get the signatures
over the stamps and such signatures should extend partly to the documents.

Special Adhesive Stamps

Special adhesive stamps are substitutes for Non-judicial stamp papers. These are
affixed on all agreements such as Letter of Pledge, Letter of Hypothecation, Letter of
Guarantee, Letter of Continuity etc. The Special adhesive stamps are to be affixed and
cancelled only by a proper officer notified under the Stamp Rules. The documents before
execution should be presented to Treasury Office / Stamp Authority to be stamped with
special adhesive stamps of requisite value. Special adhesive stamps should be
cancelled at the time of or before execution of the documents by “Proper Officer”.
“Proper Officer” means the Superintendent of Stamps, the Collector of Stamp Revenue
etc. Branch Managers of Nationalized Banks have also been designated as “Proper
Officers” in some of the States..

Embossed or Impressed Stamps

Embossed or Impressed Stamps are:
1) Hundi papers on which Hundis are to be drawn.
2) Non-judicial stamp papers on which stamps are already printed.

“Hundis” refer to financial instruments evolved on the Indian sub-continent and used in
trade and credit transactions. They are used as remittance instruments, credit
instruments, and for trade transactions. A hundi subject to certain guidelines has to be
written on paper on which a stamp of the proper value bearing the word 'Hundi' has been
engraved or embossed. These papers are called “Hundi Papers”.

Non-judicial stamp papers may be used in any of the following ways:

1) The matter of the document may be typed on the face of the paper (not on the
reverse) and on ordinary plain continuation sheets for completing the matter.
Continuation sheet where required should be on water marked paper.

3
 2) Document itself may be pasted to non-judicial stamp paper of requisite value. In
such cases, signatures of executants should be taken in such a way so as to run
on the document and the paper by way of authentication.
3) Stamp papers of requisite value may be stapled to the document. The stamp
papers should bear the following notation under the signature of the borrower(s).
Attached to and forming part of the bank‟s form No. ___, (Letter of hypothecation
/ Agreement / Guarantee / Indemnity), executed on ------------------ by --------------
in favour of UCO Bank as security for an advance of Rs. --------------------------.”
4) Some of the Bank branches have now been authorized to receive stamp duty
and then frank the documents with the amount received. The necessary amount
has to be paid in cash to the concerned branch and the required denomination
will be franked on the document and returned to the applicant. The franking
should be done before the execution of the document.
The different ways of utilizing stamp papers are illustrated in Annexure - 10

Non-stamping or under-stamping
In case of under-stamping or non-stamping the same can be validated by paying the
shortfall. However it is necessary to get the document first adjudicated by the Collector
of Stamps and payment of penalty. The branches should ensure that all documents are
properly stamped and the stamping is done before or at the time of execution.

EXECUTION OF DOCUMENTS

Proper execution of document serves the following purposes:-

1. It helps to identify the borrower.
2. It helps to identify the security.
3. It helps in recording the transactions as written evidence.
4. It helps in producing evidence acceptable to a court of law.
5. It is a means of creating a charge over the security.
6. It serves as an acknowledgement of debt.
7. It gives the right to file a summary suit.
8. It incorporates the terms and conditions on which the loan / advance was
sanctioned or commitment was made.

In order to make the documents legally valid and enforceable in a court of law, it should
be executed properly by a person who has the legal capacity to execute it. In other
words the borrower should be competent enough to enter into a legal contract. As per
the provisions of the Indian Contract Act, only a person who is of sound mind and of the
age of majority and not expressly debarred by a court of law is competent to enter into a
contract. Hence, minors, lunatics and insolvents are not competent to execute a
document.
4
Date and place are important aspects of proper documentation. Any lacuna in these
areas can render the whole documentation invalid and put the entire loan amount at risk.
When any document is executed the date should be the date on which it is executed.
There should not be any over writing. The name of the place where the borrower or
guarantor has actually signed the documents should be clearly mentioned at the
appropriate place. This is necessary in the event of legal recourse for recovery, to
prevent the borrower taking the defense that he / she was not present in that place on
the particular date .The place of documentation also ultimately decides the jurisdiction of
the court. Any overwriting in date can give the benefit of doubt to the borrower or
guarantor in respect of expiry of limitation.

Normally documents should be executed in the branch premises. However, if the

borrowers are staying at different places, documents should be got signed either by
deputing a competent bank official or through the branch located at that place.
Documents so got executed at different places and different dates should bear the name
of the place where it actually got executed and the date on which the concerned person
actually signed the document. Though, such documents are being signed on different
dates, the same are said to have been completed on the date when the last of the
documents was signed. The mode of execution in representative capacity is given in
annexure – 7.

Illiterate Borrowers
In case of illiterate borrowers, the left hand thumb impression in case of men and right
hand thumb impression in the case of women should be got affixed to the document in
the presence of the bank‟s official and the wording “ Left / Right hand thumb impression
of Mr / Ms ………” should be written just below the thumb impression. Thumb
impression should not be attested on the documents.

Vernacular Signature
Documents of most of the banks are in bilingual format i.e. in Hindi and English. When a
document is signed in the language other than the language of the document, then it is
said to be signed in vernacular language.

In the case of illiterate borrowers and those borrowers who sign in vernacular the
contents should be explained to him / her in a language known to him / her by a
responsible person (third party) conversant with English language and known to the
bank and a certificate as per annexure–1 should be obtained from such person and kept
with the documents. In the absence of this declaration, it may lead to a situation where
the entire documents may be treated as invalid.

5
Witnessing a Document:
Some documents mainly deeds executed to cover the debt against mortgage,
guarantee, sale, assignment etc require witnessing under the law. It is implied that all the
documents where a space has been provided for the signature of the witness should be
got witnessed and should not be left blank. Any document which requires witnessing, if
not got witnessed, is an invalid document and carries no legal weight. Moreover, all the
documents executed by blind people and illiterates should be got witnessed to avoid any
complications. Care should be taken that independent witnessing by not less than two
persons is obtained along with their complete address.

General Precautions to be taken for Execution of Documents

1. Branch official or other persons should not initial or verify the signatures on the
document.
2. Documents should be filled up with the same ink and pen by the same person
and completed in one sitting.
3. Documents should be executed in the presence of Manager or any other
responsible officer.
4. If required to be sent out, the documents are to be carried by an officer and
should be executed in front of the officer.
5. All insertions / cancellations should be authenticated by the executants with their
full signature.
6. Documents should be properly stamped.
7. Documents should be dated prior to the date of advance or the date of advance
but not subsequent to the date of advance.
8. Where documents contain more than one sheet / page, every page should be
signed and in addition signature should be taken at the end of the schedule of
securities.
9. ROI mentioned in the document should be as per sanction stipulations.

SCRUTINY OF DOCUMENTS

The executed documents should be examined by the Officer in Charge of Advance /

Asst. Branch Head and Branch Head. An Attestation Memo should be attached with
each set of documents and should be signed by the Officers concerned in token of their
having verified the document before submitting to the Assistant Branch Head / Branch
Head for final scrutiny. A copy of the Attestation Memo is given in Annexure - 3. The
following points should be borne in mind while scrutinizing the documents:
1. All necessary documents have been obtained.
2. The documents are properly stamped.
3. Deletions, insertions and alterations are duly authenticated by full signatures.
4. The documents are properly filled and complete in all respects. .
6
 5. In case of limited companies whether Board Resolution has been obtained
clearly stating who would sign the documents on behalf of the company and who
would witness the affixing of the common seal.

Documents will be considered defective in the following cases: –

1. Inappropriate documents
2. Incomplete set of documents
3. Documents not filled in / partially filled in / incorrectly filled in.
4. Documents with overwriting / erasures.
5. Documents with unauthenticated insertions / corrections / alterations.
6. Unstamped / under stamped / improperly stamped documents.
7. Documents not executed by the required number of parties.
8. Documents executed by persons not authorized to execute.
9. Documents executed by incompetent persons.

CUSTODY OF DOCUMENTS

Due care should be given to the custody of documents. The following points should be
kept in mind with regard to storage of documents:
1. All documents obtained should be entered in Security Ledger (S3), checked and
initialled by joint custodians.
2. Documents pertaining to each party should be placed in separate covers / folders
with brief particulars of contents and name of account marked on the cover.
3. All documents should be kept in fire proof safe in strong room under joint
custody.

VALIDITY PERIOD OF DOCUMENTS

The Limitation Act, 1963 is applicable throughout India except Jammu & Kashmir.
Limitation period is the time limit within which action can be taken in a court of law to
enforce any legal right. A suit filed after limitation period will not be accepted by the
court. The limitation period bars the remedy of filing a suit but it does not take away the
right of recovering the debt. There is no limitation period for recovering the debt by
exercising the right of lien, set-off or selling the goods pledged to bank which does not
involve filing of suits.

Period of Limitation
Cash Credit Accounts: Cash credit accounts can be generally be considered as a
mutual, open and current account. This is because there are a series of transactions in
the account. The limitation period in such cases is three years from the close of the year
7
in which the last entry is admitted or proved. The entry may be of debit or of credit but it
must be an actual advance and not an item of interest or bank charges. However, it
there are only withdrawals and no deposits, or deposits was only towards repayment of
interest on money advanced, the account will not be a “mutual” one. In other words
there must be frequent operations in the accounts by withdrawals and deposits for a
cash credit to qualify as a mutual, open and current account. Otherwise the period of
limitation will be three years from the date of each such advance. .

Overdraft Accounts: Limitation period is three years from the date of the overdraft. Each
payment by the customer would go to extend the limitation in regard to the particular
overdraft which it goes to repay and which would be the earliest item outstanding on the
debit side.

Demand Loan Accounts: Limitation period is three years from the date of the loan.

Term Loan Accounts: In a term loan the moneys lent are to be repaid by way of fixed
installments over a period of time. Limitation runs for each installment separately from
the date of installment. However the term loan agreement provides that if default is
made in payment of any one installment, all subsequent installments shall immediately
become due and payable. Hence we may take the period of limitation as three years
from the date of the first default as the bank elects to sue for the whole amount when
one or few installments are defaulted.

Bill of Exchange : The limitation period in the case of Bills of Exchange is as follows :
On a bill of exchange or promissory note payable at a fixed period after date - 3 years
from the date when the bill or note falls due.
On a bill of exchange payable at sight or after (but not at a fixed time) - 3 years from the
date when the bills is presented for sighting.
On a bill of exchange accepted payable at a particular place - 3 years from the date
when the bill is presented at that place, and
On a bill of exchange or promissory note payable at fixed time after sight or after
demand - 3 years from the time when the fixed time expires.

Mortgage: When an account is secured by a mortgage or charge upon an immovable

property, the period of limitation for recovery of money due in such an account is 12
years from the date when the money sued for becomes due. It may be noted that the
above period of limitation applies only to suits to recover money by sale of immovable
property charged and not from the borrower personally. Personal remedy becomes
barred on expiry of 3 years from the date when the money becomes due unless there is
an acknowledgement or payment and endorsement of such payment.

8
Extension of Period of Limitation
The period of limitation is extended if there is a payment on account of a debt, provided
the payment is made before the expiration of the prescribed period of limitation by the
person liable for the debt or by his agent duly authorized in this behalf. If there has been
such payment, a fresh period of limitation starts from the date when the payment was
made.

Where, before expiration of the prescribed period of limitation, an acknowledgement of

liability in respect of the debt has been made in writing signed by the party from whom
the debt is due or by any person duly authorized by him in this behalf, a fresh period of
limitation starts from the date when the acknowledgement is so signed. In view of this, at
every half-yearly / yearly closing of books, branch should obtain Debit Balance
confirmation (S14) duly signed by the borrower and the guarantor. Each borrower and
guarantor should sign the Debit Balance Confirmation across a revenue stamp in
representative capacity, if any. In case it is difficult to get Debit Balance Confirmation
signed by guarantor(s), a notice as per annexure – 2 should be sent to guarantor(s) by
Registered Post..

RENEWAL OF DOCUMENTS

Whenever there are any variances in credit facilities i.e. changes in nature of facilities
and limits (enhancement / reduction) or terms and conditions of finance, documents are
to be renewed by obtaining full set of documents and also A-12 (link document). When
there is no change in facilities / sanction terms and documents are more than two years
old “Acknowledgement of Debts / Securities” in Form A-12A is to be obtained for each
credit facility. Board resolution for renewing documents should be obtained. Board
resolution is not necessary for executing A-12A. Agreement relating to Term Loan (A-
109) does not require renewal but “Debit Balance Confirmation” (S-14) should be
obtained every half year.

Revival of time-barred documents

If the borrower / guarantor indicates an express promise to pay the time-barred debt as
per section 25(3) of the Indian Contract Act, the period of limitation is extended from that
date. Separate letters should be taken from borrower (annexure – 8) / guarantor
(annexure – 9) and such letter should be stamped as an agreement.

It is also advisable to get duly executed a fresh promissory note from the borrower and a
fresh letter of guarantee from the guarantor. Other prescribed security documents in the
account, if any, may also be got executed as may be necessary.

9
MISCELLANEOUS ISSUES

Sanction Advice
Whenever a loan is sanctioned a sanction advice should be issued to the borrower
containing detailed “terms of sanction”. This is an important part of the documentation
process. The borrower and guarantor should both accept the terms of sanction and it
should be kept with the documents.

Documentation in case where Limits are utilized at Different Branches

If a borrower wants to avail a limit at different branches of a bank then the
documentation is to be done at the branch where the proposal was submitted .The other
concerned branches are to be advised of sub-limits, terms and conditions for availing the
limits and other important instructions relating to the sanction.

Insertion of additional clause in documents

The clause regarding Bank‟s right of lien and / or set off on all securities and / or monies
held by the Bank on account of the borrowers is to be inserted in the relevant documents
in the place noted against each document in annexure – 4.

Declaration–cum–Undertaking to be obtained in the case of Car / Two Wheeler /

Commercial Vehicle Loans.

The car loan / two wheeler loan agreement the details of Engine Number / Chassis
Number will not be available at the time of execution of the documents. The details of
the vehicle will be available only after the borrower takes delivery of vehicle and obtains
registration number from the Regional Transport Authority. Hence it is advisable that a
Declaration-cum-Undertaking be obtained from borrower(s) on a later date i.e. as soon
as he takes delivery of the vehicle from the dealer and gets the registration number from
the Regional Transport Authority. The Declaration-cum-Undertaking attracts stamp duty
of Rs.100/-. The Declaration-cum-Undertaking format is given in Annexure - 11

10
 Annexure – 1

Date : ……..

The Manager
UCO Bank
………………..

Dear Sir,

I hereby declare that signature / left / right hand thumb impression of ………….
………………… was placed on the following documents dated ………………… in my
presence.

1) D.P.Note for Rs. ………..

2) Letter of Waiver
3) …………………..
4) …………………

The contents of the above documents were read over and explained by me to the
executants in his / her language and he / she executed the same of his / her own free
will without any undue influence or coercion, after fully understanding the terms and
effect thereof by putting his / her thumb impression / signature on them.

Yours faithfully,

…………………..

11
 Annexure - 2

Date ………………..
……………………
……………………
……………………

Dear Sir(s),

Re : Banking facilities extended to M/s …………………. under your guarantee.

We wish to give below for your information, the liabilities in our books as at the close of
business on ……………………. in the name of M/s ……………… in respect of banking
facilities extended to them by / under your guarantee:

Nature of Credit Facility Balance Due (Rs)

1
2
3

Yours faithfully,

Manager

12
 Annexure – 3

ATTESTATION MEMO
UCO BANK
--------------------------- BRANCH

Name of the party

Nature of limit

Amount of limit

Details of documents

Signature of Officer in whose presence

documents were signed

Signature of Officer verifying signature of

executants

Documents examined by:

Officer-in-Charge (Advance Department) Manager / Assistant

Manager

Date :

13
 Annexure - 4

INSERTION OF CLAUSE

The following clause should be inserted in the documents at the places indicated in the
table given below in case it is not already inserted.. The clause may be got
printed/typed/handwritten in a separate sheet of paper and pasted firmly in the existing
document format at the place as indicated in the Appendix in case the same has not
already been incorporated. The person(s) executing the document would be required to
put his/their signature(s) in the left hand margin of the newly inserted clause.

“Until payment is made to the Bank of all the amounts, whether past, present or future, actual or
contingent, which may be payable by the Borrower or for which the Borrower may be or become
liable hereunder or otherwise and whether as principal or surety, the Borrower agrees that the
Bank shall have a lien and/or right of set off on all securities and/so on monies whatsoever held
at any time by the Bank on account of or to the credit of the Borrower in or for any account or
manner or purpose howsoever. The Bank shall be at liberty to discharge the said obligations or
liabilities of the Borrower out of the said securities and/or monies, and in case of term deposits,
whether the same have matured for payment or not, and may appropriate or realise them in the
manner thought fit by it and without notice to the Borrower (and whether before or after filing suit
or taking any legal proceedings). The Bank may set off an amount estimated by it in good faith to
be the amount of the obligation.”

Control Particulars of document The place where Number of

Number the additional clause to
of clause is to be be allotted to
document inserted the additional
clause
inserted
A-8 Agreement for pledge of goods to secure After clause 15 15(a)
demand cash credit / loan.
A-9 Hypothecation of goods to secure a demand After clause 13 13(a)
cash credit
nd
A-9A Deed of hypothecation of movable Plant and After clause4(j) 2 paragraph
machinery to secure a term loan
A-9B Hypothecation and Book Debts to secure After clause 10 10(a)
demand cash credit
A-9D Extension of charge of hypothecation over After clause 5 5(a)
current assets for non-fund based facilities
A-9E Agreement for hypothecation of After clause 21 21(a)
Machinery for deferred payment guarantee
A-20 Agreement for inland / foreign bills purchased After clause15(a) 15(b)
and advances against bills in course of
collection
A-87 Hypothecation of goods & debts to secure a After clause 12(a) 12(b)
demand cash credit
A-103 Deed of Simple Mortgage After clause 7(a) 7(b)
FR-2 Irrevocable documentary credit After clause 7(a) 7(b)
Hypothecation of Plant & Machinery as After clause 8(g) (The additional
additional security clause is to be
inserted in the
same clause
8(g) without
allotting any
new clause)
JAL-70 Agreement relating to tea hypothecation After clause 20 20(a)
(Revised)

14
 Annexure - 5
STANDARD DOCUMENTS OF THE BANK

The Bank has a standard set of documents which are to be utilized depending on the
requirement in each case. The documents along with the Code No, description and
stamping requirement are given below for ready reference:

Sl Document Description Stamping

No No
1 A-1 It is a “Demand Promissory Note” and contains an To be signed on
unconditional undertaking by the borrower to pay Revenue Stamp.
the amount he /she has borrowed from the Bank,
as and when the Bank demands it, along with
interest as agreed to. This document is taken
where the borrower is an individual or company.

2 A-2 It is a “Demand Promissory Note” and contains an To be signed on

unconditional undertaking by the borrower to pay Revenue Stamp.
the amount he /she has borrowed from the Bank,
as and when the Bank demands it, along with
interest as agreed to. This document is taken
where there are more than one borrower and also
in the case of partnerships.

3 A-3 This document is what is called a “Letter of To be stamped as

Continuity”. It is taken in case of cash credit / over an agreement
draft advances. This is taken to avoid the rule in
Clayton‟s case.

4 A-4 This document is taken while granting advances To be stamped as

against shares, National Savings Certificate, Govt. an agreement
Promissory Notes, Debentures, etc.

5 A-5 Partnership Letter is taken in case of partnerships Stamping not

which do not have a written “Partnership Deed”. It required
is a declaration signed by the partners confirming
the existence of the partnership and also specifies
the joint and several character of liability of the
partner as also their power to bind other partners.

6 A-6 This document is to be executed by the borrower To be stamped as

whenever the borrower authorizes another person an agreement
to operate his / her cash credit / overdraft account
for a temporary period of time. The form has
provision for obtaining the specimen signature of
the person so authorized.

7 A-7 “HUF letter” is taken when the bank grants loan To be stamped as
and advances to a Hindu Undivided Family. This an agreement
document records the name of the Karta and other
adult Co-parceners. It also specifies their liability
as also their power to bind all members. It serves
the purpose of a resolution.

8 A-8 This document is an “Agreement of Pledge” and is To be stamped as

taken while granting loan and advances against an agreement
security of pledge of goods.

9 A-8A The document “Supplemental Agreement to To be stamped as

Pledge of Goods for Increase in Limit/Facility for an agreement
15
 adult property as security” is taken when there is
an enhancement in the existing limit/facility along
with additional property pledged as security.

10 A-8B The document “Form of Supplemental Agreement To be stamped as

to Pledge of Goods for Increase in Limit/Facility an agreement
without Additional Property as Security” is taken
when there is an enhancement in the existing
limit/facility granted to the Borrower without
additional property pledged as security.

11 A-9 The document is the “Deed of Hypothecation”. It is To be stamped as

taken while granting loans and advances against an agreement.
security of hypothecation of goods. (If the State has
prescribed ad
valorem stamp duty
for “hypothecation
document” then the
document would
attract ad
valorem stamp duty
as prescribed.)

12 A-9A Deed of hypothecation of movable plant and To be stamped as

machinery to secure a term loan an agreement.
(If the State has
prescribed ad
valorem stamp duty
for “hypothecation
document” then the
document would
attract ad
valorem stamp duty
as prescribed.)

13 A-9B The document relates to Hypothecation of Book To be stamped as

Debts to secure a Demand Cash-credit This an agreement.
document is taken when the Bank allows a (If the State has
demand cash credit against hypothecation of prescribed ad
valorem stamp duty
book- debts.
for “hypothecation
document” then the
document would
attract ad valorem
stamp duty as
prescribed).

14 A-9D The “Agreement for extension of Charge by way of To be stamped as

Hypothecation over Current Assets to secure Non- an agreement.
Fund Based Facilities” is obtained when (If the State has
accommodation by way of cash credit facility and prescribed ad
valorem stamp duty
other additional facilities are granted to the
for “hypothecation
borrower and the borrower agrees that the first document” then the
charge created by hypothecation will also extend document would
over the additional facilities. attract ad valorem
stamp duty as
prescribed.)

15 A-9E Agreement for hypothecation of machinery for To be stamped as

deferred payment guarantee an agreement.
(If the State has
prescribed ad
valorem stamp duty
for “hypothecation

16
 document” then the
document would
attract ad valorem
stamp duty as
prescribed.)

16 A-12 Letter of Acknowledgement – cum – Balance (A- To be stamped as

12) is obtained whenever a fresh set of documents an
are obtained from the borrower. A fresh set of acknowledgement
documents is to be taken before the expiry of of debt and
every three years or whenever there is change in signed on
sanction terms whichever is earlier. The document Revenue Stamp.
acts as an acknowledgement of debt and also as
a link document as it links the old documents with
the new ones.
.
17 A-12A Acknowledgement of Debt / Securities (A-12A) is To be stamped as
taken whenever documents are to be renewed on an
the same terms and conditions. Once this acknowledgement
document is taken the entire set of documents of debt and signed
on Revenue Stamp.
need not be obtained and it serves the purpose of
Each borrower and
renewal of documents. guarantor should
sign across a
revenue stamp

18 A-20 The “Agreement of Bills Purchase” is taken for Bill To be stamped as

Purchase facility / advance against bills in course an agreement
of collection. It lays down the terms and conditions
on which the Bills Purchased facility are granted to
the party. In case of bills purchased, the bills are
endorsed in favour of Bank and the Bank
becomes a holder-in–due-course and has a right
to sue the party concerned on the instrument
itself. The Bank has recourse against the party for
whom the bills have been purchased and normally
in case of dishonour the party is asked to
reimburse the amount and on failure to do so, his
account is debited. If the full amount is not
recovered by debiting the account an overdraft
would be created and this will have to be
recovered within a period of 3 years otherwise it
will become time- barred. Even otherwise the suit
on the instrument must be filed within a period of 3
years. In order to save limitation confirmation of
balance is to be obtained. A-20 does not require
renewal.

19 A-21 “Letter of Guarantee” is obtained from the To be stamped as

guarantor whenever loans and advances are an indemnity
sanctioned on the guarantee of a third person. A-
21 is obtained from the guarantor when the
borrower is either a company or a firm.

20 A-21A “Letter of Guarantee” is obtained from the To be stamped as

guarantor whenever loans and advances are an indemnity
sanctioned on the guarantee of a third person. A-
21A is obtained from the guarantor when the
borrower is an individual.

21 A-27 “Consumer Loan Agreement” is obtained in the To be stamped as

case of consumer loan. The document is executed a guarantee-cum-
17
 by both the borrower as well as the guarantor. agreement

22 A 36C “UCO Car / Two Wheeler Agreement” is obtained To be stamped as

in the case of UCO car loans and UCO two an agreement
wheeler loans.

23 A-36R “Agreement for Transport Loan” is obtained while To be stamped as

granting Transport Loan. This document is a guarantee-cum-
executed by the borrower as well as the agreement
guarantor.

24 A-38R Letter of Lien on Fixed Deposit Receipt is taken To be stamped as

while granting advances against the security of an agreement
Fixed Deposit Receipt. It gives the bank the right only in case of
of appropriation by foreclosing the FDR advance to a
person other than
the depositor.
Otherwise it need
not be stamped.

25 A-39 “Agreement for advances against Fixed Deposit To be stamped as

Receipt not belonging to the Borrower” is taken an agreement
from a borrower who borrows against the security
of a Fixed Deposit Receipt belonging to another
person.

26 A-40 “Power of Attorney relative to Supply Bills on To be stamped as

Government” is an irrevocable Power of Attorney a Power of
granted by the borrower in favour of the Bank Attorney.
empowering the Bank to sign, present and submit
supply bills on behalf of the borrower to the
Government Departments concerned and also to
obtain payment thereof. It is obtained from
borrowers to whom advances against government
supply bills has been sanctioned.

27 A-47 “Letter of Waiver” is a document is obtained from Stamping not

the borrower whenever the advances are granted required
against Demand Promissory Notes (A-1 and A-2).
As per section 64 of Negotiable Instruments Act,
1881, the Promissory Note must be presented for
payment to the maker. If it is not presented to the
borrower he can‟t be held liable for the amount. As
it is very difficult for the Bank to present the DP
Notes to the borrower for payment the “letter of
waiver” is taken whereby the borrower waives
presentation of the DP Note.

28 A-49B “Agreement for Education Loan” is executed by To be stamped as

the borrower and guarantor(s) in the case of agreement-cum-
Education loans. guarantee

29 A-58 “Agreement-cum-Declaration for loan against LIC To be stamped as

Policy This document is taken while granting loan an agreement
against the security of LIC Policy. No charge on
security is created by this document and hence
has to be assigned by the borrower in favour of
the Bank.

30 A-88B “Counter Guarantee” is obtained from the To be stamped as

borrower whenever Bank executes a guarantee an indemnity
18
 Bank Guarantee) to a third party at the request
and for the sole benefit of the borrower. In case of
borrower‟s default in fulfilling his obligation to the
third party, guarantee may be invoked against the
Bank. This document though called a counter-
guarantee is more of a counter-indemnity. On the
strength of this document, the Bank can recover
from the borrower all losses, damages, costs,
charges and expenses incurred/ sustained by the
Bank in connection with the fulfillment of the terms
of the guarantee executed by it.

31 A-100 Agreement with the borrower(s) on rescheduling / To be stamped as

rephasing of term loan an agreement

32 A-101 Agreement with the borrower(s) on rescheduling / To be stamped as

rephasing of term loan an agreement

33 A-103 Deed of Simple Mortgage is executed when the To be adequately

Bank obtains collateral security by way of simple stamped and
mortgage of land and building while granting registered with
agricultural advances. the sub-registrar
of assurances.

34 A-103A Deed of Simple Mortgage (A-103A) is executed To be stamped on

when the Bank obtains collateral security by way ad valorem basis.
of simple mortgage of land and building while
granting Cash Credit facility to farmers for
cultivation of crops. These documents have got to
be witnessed by at least two witnesses and
registered with the Registrar of Assurance of the
area where the property is situated.

35 A-104 “Agreement of Hypothecation of Pump Set” is To be stamped as

obtained from the borrower while granting loan for an agreement
the purchase of a Pump Set.

36 A-105 “Hypothecation of Standing Crops” is obtained to To be stamped as

create a charge of hypothecation on standing an agreement
crops to secure agricultural advances e.g. Crop
Loan, Pump Set Loan, Tractor Loan, Dug-well
Loan, Land Development Loan, Other Agricultural
Implements Loan etc.

37 A-107 Letter of Guarantee in case of Joint borrower To be stamped as

an indemnity

38 A-107A Letter of Guarantee in case of loan amount of To be stamped as

Rs.5000/- or less an indemnity

39 A-108 “Agreement of Hypothecation of Tractor” is To be stamped as

obtained from the borrower while granting loan for an agreement
the purchase of a Tractor.

40 A-109 “Agreement relating to Term Loan” is taken from To be stamped as

the borrower while granting a Term Loan. A copy an agreement
of the borrower‟s proposal should be enclosed to
this document. It should be stamped as an
agreement.

19
41 S-14 “Acknowledgment of Debt & Security” (S-14) is to To be stamped as
be obtained every half–year showing the balance an
outstanding in the account and details of acknowledgement
securities. This is a document of Balance-cum- of debt and
Security Confirmation. It also serves as an signed on
acknowledgement of debt. This document is to be Revenue Stamp.
signed by both the borrower and the guarantor.
Every acknowledgement of debt (in writing)
obtained before the expiration of the period of
limitation ensures that a fresh period of limitation
starts from the time when the acknowledgement is
signed.

42 FR-2 “Application for Letter of Credit” is obtained from To be stamped as

the borrower each and every time while opening an agreement.
Letter of Credit on his behalf. It should be stamped
as an agreement. This document is taken for
foreign as well as inland Letter of Credit. Only one
“Letter of Credit” can be opened on the strength of
one FR-2 form.

43 FR-126 “Packing Credit Form” is obtained in case the To be stamped as

borrower has been sanctioned “Packing Credit” an agreement.
facility.

44 Permanent / Omnibus Counter Guarantee is To be stamped as

obtained whenever a Bank Guarantee limit is an agreement.
sanctioned against which several Bank
Guarantees within the overall limit needs to be
issued.

45 “Supplemental Deed of Hypothecation of Goods To be stamped as

for increase in limit / facility without additional an agreement.
property as security” is obtained whenever there is
an enhancement in the limits but there is no
change in the property offered for hypothecation.
This document is obtained in the case of advance
to companies.

46 “Supplemental Deed of Hypothecation of Goods To be stamped as

for additional security for an increase in limit / an agreement.
facility” is obtained whenever there is an
enhancement in the limits along with
hypothecation of additional property. This
document is obtained in the case of advance to
companies.

47 “Supplemental Deed of Hypothecation of Goods To be stamped as

for additional security for an existing limit / facility” an agreement.
is obtained whenever whenever additional security
is taken for an existing limit. This document is
obtained in the case of advance to companies.

48 Hypothecation of Plant and Machinery as To be stamped as

additional security an agreement as
well as a Power
of Attorney

49 “Composite Deed of Hypothecation” is a document To be stamped as

to create charge in Bank‟s favour by way of an Agreement
20
 hypothecation over various movable assets of the and Power of
borrower Attorney

50 PSLD-1 “Priority Sector Loan Document – 1” is taken in the To be stamped as

case of KCC loans an agreement

51 PSLD-1A Documents for all Priority Sector loans including To be stamped as

General Credit Card upto Rs.25000/- an agreement

21
 Annexure – 6

SUGGESTED LIST OF DOCUMENTS TO BE TAKEN

List of documents to be taken on the basis of the borrowers constitution, facility and security is
given below. The list is only indicative and certain variations in the selection of documents may be
required in some cases depending on the terms of sanction. The following points have to be kept
in mind while carrying out documentation.

1) A copy of the sanction advice wherein the borrower(s) and guarantor(s) have accepted the sanction
terms should be kept with the documents.

2) In the case of Partnerships if Partnership Deed is not available, Letter of Partnership (A5) is to be
taken.

3) In the case of Joint Stock Company copy of Board Resolution authorizing borrowing, execution of
documents and operation of the account should be obtained.

4) In the case of Public Limited Company if the borrowing exceeds Paid-up-Capital and Free
Reserves, copy of special resolution permitting borrowing in excess of Paid-up-Capital and Free
Reserves should be obtained.

5) In case of change in credit facilities or terms of sanction full set of documents along with A12 and
S14 should be obtained.

6) In case there is no change in limits or sanction terms A12A is to be obtained for each credit facility
before expiry of 3 years. S-14 should also be obtained.

7) Some documents require certain annexures to be attached to the document. In such cases care
should be taken to attach the relevant annexure. For example Term Loan document (A109)
requires a copy of the borrower‟s proposal to be attached. Agreement for Education Loan (A49B)
requires a copy of the borrower‟s application to be attached to the document. Composite deed of
hypothecation requires a copy of the accepted sanction letter to be attached to it.

Type of Facility Individual More than Sole Partnership Hindu Joint Stock
One Proprietary Undivided Company
Individual firm Family
Clean Demand Loan A1,A47 A2, A47 A1,A47 A2,A47 A2,A47,A7 A1, A47

Clean Cash Credit / A1, A47, A3 A2, A47, A3 A1, A47, A3 A2, A47, A3, A2, A47, A1, A47, A3
Overdraft A3,A7

Demand Loan against A1, A47, A2, A47, A1, A47, A2, A47, A2, A47, A1, A47,
FDR A38(R) A38(R) A38(R) A38(R) A38(R)A7 A38(R)

Cash Credit / A1, A47, A3, A2, A47, A3, A1, A47, A3, A2, A47, A3, A2, A47, A3, A1, A47, A3,
Overdraft against A38(R) A38(R) A38(R) A38(R) A38(R),A7 A38(R)
FDR

1. FDR duly discharged by depositor(s) across revenue stamp should be obtained.

2. In case of advance against third party FDR:
Letter on Form A39 signed by borrower should be obtained.
Letter on Form A 38A should be sent to the depositor.
Form A38(R) should be signed by the depositor(s).

Demand loan against A1, A47,D48 A2,A47,D48 A1, A47,D48 A2,A47,D48 A2,A47,A7, A1, A47,D48
Recurring Deposit D48

1.Recurring deposit Pass Book duly discharged by depositor(s) across revenue stamp should be
obtained.

Demand loan against A1, A47, A58 A2, A47, A58

LIC Policy

CC / OD against LIC A1, A47, A3, A2, A47, A3,

Policy A58 A58
LIC Policy LIC Policy
duly assigned duly
assigned

1.Last Premium Receipt or a letter from LIC stating that no premium is outstanding should be
obtained.
2. Life Policy with endorsement of assignment should be obtained.
22
 3. Letter addressed to LIC of India by assignor(s) regarding assignment should be obtained.
4. Assignment should be got registered with LIC of India and Life Policy and acknowledgement of
notice of assignment should be obtained from LIC of India.

Demand loan against A1, A47, A4 A2, A47,A4 A1, A47, A4 A2, A47, A4 A2, A47, A1, A47, A4
NSC A7,A4

CC / OD against NSC A1, A47, A3, A2, A47, A3, A1, A47, A3, A2, A47, A3, A2, A47, A1, A47, A3,
A4 A4 A4 A4 A3,A7,A4 A4

1.NSC along with necessary form should be obtained and endorsement for transfer from Post
Office should be obtained on it.

Demand loan against A1,A47, A4 A2,A47, A4 A1,A47, A4 A2,A47, A4 A2,A47, A1,A47, A4

Govt. Securities – A7,A4
Promissory Notes

CC against Govt. A1, A47, A3, A2, A47, A3, A1, A47, A3, A2, A47, A3, A2, A47, A1, A47, A3,
Securities – A4 A4 A4 A4 A3,A7,A4 A4
Promissory Notes

1. The Government Promissory Note duly endorsed in favour of the Bank by the borrower should
be obtained.

Demand loan against A1,A47,A4, A2,A47,A4, A1,A47,A4, A2,A47,A4, A2,A47,A7,A4 A1,A47,A4,

Pledge of Shares / S16 S16 S16 S16 S16 S16
Debentures

CC / OD against A1,A47,A3, A2,A47,A3, A1,A47,A3, A2,A47,A3,A4 A2,A47,A3,A7 A1,A47,A3,

Pledge of Shares / A4,S16 A4,S16 A4,S16 S16 A4,S16 A4,S16
Debentures

1. Shares to be in Demat format

2. A-4 and S-16 should be modified by adding the text given below:
“Wherever the shares / securities are held in dematerialized form with depository, I undertake to
comply with the provisions contained in the Depositories Act, 1996, and the Rules, Regulations
and bye-laws framed thereunder from time to time to give effect to the aforesaid transactions of
pledge / hypothecation, transfer and sale of shares / securities and also to execute such further
or other deeds or documents or instruments as may he called upon by you to do so. “

Demand loan against A1,A47,A8 A2,A47,A8 A1,A47,A8 A2,A47,A8 A2,A47,A7,A8 A1,A47,A8

Pledge of Goods and
Commodities

CC / OD against A1,A47,A3, A2,A47,A3, A1,A47,A3, A2,A47,A3,A8 A2,A47,A3,A7 A1,A47,A3,A8

Pledge of Goods and A8 A8 A8 A8
Commodities

Demand loan against A1,A47,A9 A2,A47,A9 A1,A47,A9 A2,A47,A9 A2,A47,A7,A9 A1,A47,A9

Hypothecation of
Goods and
Commodities

CC / OD against A1,A47,A3, A2,A47,A3, A1,A47,A3, A2,A47,A3, A2,A47,A3,A7 A1,A47,A3,A9

Hypothecation of A9 A9 A9 A9 A9
Goods and
Commodities

Demand loan against A1,A47,A8 A2,A47,A8 A1,A47,A8 A2,A47,A8 A2,A47,A7,A8 A1,A47,A8

Warehouse Receipts

CC/OD against A1,A47,A3, A2,A47,A3, A1,A47,A3, A2,A47,A3,A8 A2,A47,A3, A1,A47,A3,A8

Warehouse Receipts A8 A8 A8 A7, A8

1. Warehouse Receipt duly endorsed in favour of Bank accompanied with a Letter (A-92) signed by
the borrower should be obtained.
2. A letter (A-93) addressed to Warehousing Corporation by the borrower notifying them about
pledge of Warehourse Receipt and Bank‟s lien on stocks to be obtained.
3. A notice (A-94) in duplicate should be sent to Warehousing Corporation about Bank‟s lien on
stock and acknowledgement on duplicate to be obtained.
4. Storage Order (A-52) should be obtained from the borrower for the stocks represented by the
Warehouse Receipt.
Demand loan against A1,A47,A9B A2,A47,A9B A1,A47, A9B A2,A47,A9B A2,A47,A7, A1,A47,A9
Hypothecation of A9B
Book Debts

CC/OD against A1,A47,A3, A2,A47,A3, A1,A47,A3, A2,A47,A3, A2,A47,A3, A1,A47,A3,

Hypothecation of A9B A9B A9B A9B A7,A9B A9B
Book Debts
23
Term Loan against A109, A9A A109, A9A A109, A9A A109, A9A A109, A7,A9A A109, A9A
Hypothecation of
Movable Plant and
Machinery

Documentary Bills A20 A20 A20 A20 A20 A20

Purchased
Bills in Course of A1, A47, A3, A2, A47, A3, A1, A47, A3, A2, A47, A3, A2, A47, A3, A1, A47, A3,
Collection A20 A20 A20 A20 A20 A20

Bank Guarantee A88B A88B A88B A88B A88B A88B

(One Time)

Bank Guarantee Omnibus Omnibus Omnibus Omnibus Omnibus Omnibus

(Limit) Counter Counter Counter Counter Counter Counter
Guarantee Guarantee Guarantee Guarantee Guarantee Guarantee

KCC A1,A47.A3, A1,A47.A3,

A105,A21A / A105,A21A /
A107 / A107 /
A107A A107A

Rescheduling / A100, A101 A100, A101 A100, A101 A100, A101 A100, A101 A100, A101
Rephasing of loans

24
 Annexure - 7

EXECUTION OF DOCUMENTS IN REPRESENTATIVE CAPACITY

Sole Proprietorship Sole Proprietorship where a limited

company is the sole-proprietor

For Jayadeep & Co For Manirathnam & Sons

Sanjoy Jayadeep For Karthik Electricals Ltd.
Sole Proprietor Karthikumar Vandana
Director Director
Sole Proprietor

Sole Proprietorship where a partnership Hindu Undivided Family (HUF)

firm is the sole proprietor

For M/s Jayaraman & Sons For Vikram Shah HUF

For Ashok Bros Nikhil Shah
Ashokan Karta
Sudip Banarjee
Partners
Sole Proprietor A-7 should be executed in individual
capacity.

Partnership Partnership where one of the partners is a

HUF

For Agarwal & Brothers For Chandramoul & Sons

Mohanlal Agarwal For Rajan & Bros
Sohan Agarwal Rangarajan
Partners Karta Ashokan Chandran
Partner Partner Partner
Mohanlal Agarwal*
Sohan Agarwal*

The DPN alone should be signed by the

partners both in individual as well as
representative capacity. In all other documents
it should be executed in representative
capacity only.

Partnership where one of the partners is a Limited Company

Limited Company

For Prakasham & Sons For Bombay Metal Products Limited

For Ramamurthy &Company Ltd. Vikram Shah Ashok Deshmukh
Mani Rajan Director Director
Director Director
Jayaraman
Mahesh Kumar
Partners The common seal should be affixed in the loan
documents in the presence of the officer /
director as stated in the Board Resolution.

Trust Society / Association

For Hiralal Shah Trust For Cosmos Employees Society

Satyam Shah Dirubhai Shah Pendarkar Shivarae
Trustee Trustee President Treasurer

Authorised signatories as per Trust Deed Authorised signatories as per bye laws should
should execute the document execute the document
25
 Annexure - 8

LETTER TO BE OBTAINED FROM THE BORROWER FOR REVIVAL OF

DOCUMENTS

DATE : ____________________

The Manager
UCO Bank
.........................
.........................
Dear Sir,

Sub : My .........................................................Account with you

I acknowledge and confirm that a sum of Rs. .............. is due and owing from me to you
inclusive of interest upto ..................... (date) in my above account with you. I promise to
pay to you the said sum with further interest to accrue thereon. I have executed / shall
execute* in your favour and delivered / shall deliver* to you a fresh pronote also for the
said amount evidencing my above liability and undertaking to pay.

Yours faithfully,

*Delete whichever is inapplicable.

26
 Annexure - 9

LETTER TO BE OBTAINED FROM THE GUARANTOR FOR REVIVAL OF

DOCUMENTS

DATE : ____________________

The Manager
UCO Bank
.........................
.........................
Dear Sir,

With reference to the loan granted by you to ........................................ which was

guaranteed by me, I confirm that a sum of Rs......................... is due and owing to you as
on................................ (date) inclusive of interest upto ............. (date) under my
guarantee. I regret I could not pay to you the said amount in discharge of my
guaranteed obligation. I promise to pay to you the said amount with further interest to
accrue thereon at the agreed rate. I have executed / shall execute* in your favour and
deliver / shall deliver to you* a fresh letter of guarantee also in token of my continuing
liability and undertaking.

Yours faithfully,

*Delete whichever is inapplicable.

To be stamped as an agreement.

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 Annexure - 11

DECLARATION-CUM-UNDERTAKING
To
UCO Bank,
____________________ Branch
__________________________

Sub : UCO Car / Two Wheeler / Transport Operator Loan

In consideration of the Bank having granted / sanctioned a car / two wheeler / transport
loan at my / our request to the tune of Rs._____________/- (Rupees _______ _____
_____ _______ __ _____________________________
____________________________ ______________ ) for the purpose of purchase of a
car / two wheeler / commercial vehicle in my / our name(s), I / we ______________ ___
_________________________ S/o / W/o / D/o ___________________ _____ ______ _
_ ___________________ residing at _____________________________ ______ _ _ _
_ _ ________ ____________________________________________ , do hereby
confirm having availed such credit facility and executed the following documents in
favour of the Bank on _________
(a)
(b)

In compliance with my / our obligation and / or undertaking by virtue of the aforesaid

agreements, I / we do hereby furnish the details of the Vehicle i.e. Registration Number,
chasis Number, Engine Number etc. to the Bank hereunder.

i. Car / Two Wheeler / Transport vehicle ----- Make, Model :

ii. Engine No :
III Chassis No :
iv. Registration No :
v. Insurance Policy No ................................................ with Bank Clause.

I/We further declare and confirm that the aforementioned vehicle stands hypothecated /
charged by way of First Charge in favour of the bank as a secured asset and in case of
any default on my / our part in repayment of the said loan, the bank shall have the right
to repossess the said car / two wheeler / transport vehicle in accordance with law and I /
we shall be liable for all such expenses relating to such repossession.

I / We also declare that this Declaration cum Undertaking shall be treated as part of the
documents already executed by me / us, the details whereof have been mentioned in the
preceding paragraph.

Dated this ______ day of ______ , 20___.

Place : Signature of the Borrower(s)

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