Need a certified copy of a deed in Sri Lanka—for a lost document, a property transaction, a bank, a lawyer or your own records? The process is more straightforward when you identify the correct Land Registry and provide enough details for staff to locate the deed. This guide explains the practical steps, the difference between a deed copy and a land-register extract, current published fees, the online application route and common mistakes to avoid.
Important distinction: a certified copy of a deed reproduces a document kept in the registry. It is not, by itself, a complete investigation of ownership, mortgages, later transfers, court proceedings or other interests affecting the land.
What you need: a deed copy or a land-register extract?
People often use the words “deed copy” and “පත්තිරු / land extract” as if they mean the same thing. They are different records and serve different purposes.
| Document | What it is | Where to start |
|---|---|---|
| Certified copy of a deed | A certified reproduction of a particular deed or instrument deposited in the registry. | Identify the Land Registry holding the relevant notary’s duplicate copy of that deed. The Registrar General’s Department provides an official deed-copy procedure. |
| Certified land-register extract | A copy or extract of the relevant register entries for the land. It may help you trace registered instruments and references. | Start with the Land Registry relevant to the land and follow the Department’s separate extract-copy instructions. |
If you are preparing to buy, sell, gift or mortgage land, do not assume that obtaining one deed copy completes the legal checks. A proper title investigation may require a sequence of deeds, register searches and examination of other relevant records.
Step 1: Identify the correct Land Registry
The Registrar General’s Department (RGD) states that certified copies of deeds are issued through the Land Registries that hold the duplicate copies of deeds delivered by the notary who drew and attested them. The correct office is therefore not necessarily the nearest registry or the office you visited previously.
Start with any information you have about the deed:
- the notary public’s name and the approximate date of attestation;
- the deed number and date;
- the names of the parties to the deed;
- the land’s village, address, boundaries or lot number;
- the Land Registry, volume/folio or registration reference, if shown on an old copy.
If you do not know the registry, contact the RGD or a Land Registry and explain what details you have. Do not guess a registry solely from the present address of the owner: registry jurisdiction and the place where the notary’s duplicate was deposited are the key questions to confirm.
Special caution: Sri Lanka has both ordinary deed-registration processes and a separate title-registration system in areas where title registration applies. If your property is registered under the title-registration system, ask the relevant Title Registry which service and form apply; do not assume the ordinary deed-copy process is the correct one. The RGD publishes separate Title Registry guidance.
Step 2: Gather the identifying details before applying
The more accurately you identify the document, the easier it is for the registry to search its records. Before completing the application, prepare as many of the following details as are available:
- full name of the notary who attested the deed;
- deed number and date;
- names of the grantor/vendor and grantee/purchaser, as written in the deed;
- location and description of the land;
- registration or volume/folio reference, if available;
- your contact details and the method by which you want to receive the copy.
Old deeds may contain spelling variations, former place names, older administrative divisions or handwritten references. Copy the information as it appears on any document you have, and clearly mark anything you are uncertain about rather than silently “correcting” it.
If you are applying as a representative, the RGD’s published instructions say that a letter of authorisation must be submitted. Check the current form and office instructions for any additional identification or supporting documents required in your circumstances.
Step 3: Apply online, by post or in person
Option A — Apply through the RGD online portal
- Open the official Online LAND portal.
- Select the deed-copy request option and complete the requested details carefully.
- Choose the relevant Land Registry and ensure the application is directed to the office that can locate the document.
- Make payment through the payment method provided by the official portal.
- Keep the application reference and payment receipt. The portal describes delivery by speed post or collection from the Land Registry, depending on the request.
The RGD’s online-service guidance says the process takes about five working days. Treat that as the Department’s published general guidance, not a guarantee for every request: missing information, a difficult search, a public holiday or an office query may affect completion. You can submit a request through the portal at any time, but processing takes place on working days.
Read the RGD’s official online request instructions.
Option B — Submit the prescribed form by post or in person
The RGD’s published instructions identify the prescribed application as Form A32(B) for a certified copy of a deed. Download the latest version from the Department’s official service page, complete it legibly and submit it to the appropriate Land Registry. The Department says applications may be delivered in person or sent by post. If you post the application, retain a copy of the form and any payment evidence, and use a delivery method that gives you a record.
Before travelling, check the current office hours and cash-counter closing time on the relevant RGD page. The Department’s published deed-copy page states weekday office hours and notes that cash counters close earlier than the office. Confirm current details directly because public-service arrangements can change.
Step 4: Check the fee and processing time
At the time this guide was checked on 23 October 2026, the RGD’s published deed-copy service page listed these fees for a copy of a deed relating to specified land:
| Service | Published fee |
|---|---|
| Normal service — one deed copy | Rs. 600 |
| Expedited one-day service — one deed copy | Rs. 1,000 |
These are the fees shown on the RGD’s published service page when checked; they may be revised. Confirm the applicable amount, payment route and availability of expedited service with the relevant Land Registry or the online portal before paying. The online process may present the fee and payment options applicable to the request you submit.
Do not confuse the deed-copy fee with the fee for a land-register extract, a title investigation, a notary’s professional service or a search covering multiple records. These are different tasks and may involve separate charges.
Step 5: Receive the copy and check it carefully
Depending on the route selected and the registry’s instructions, the copy may be collected or delivered. When you receive it, check the following:
- the deed number and date, if stated;
- the names of the parties and the notary;
- the description of the land and any plan or lot references;
- that the pages appear complete and the certification is present;
- any registry reference, endorsement or attachment referred to in the copy.
If a name, date, page or land description appears inconsistent, contact the issuing registry promptly and explain the discrepancy. Keep the copy safely and make a separate scan for working purposes. Do not mark, staple through or otherwise alter the certified document itself.
Common mistakes that can delay a deed-copy request
- Applying to the wrong registry: confirm where the relevant notary’s duplicate is kept and which office handles the request.
- Confusing a deed copy with an extract: choose the record you actually need.
- Providing only a current owner’s name: include the deed number, date, notary or other identifiers where possible.
- Leaving details incomplete or illegible: double-check names, dates and land descriptions before submitting.
- Using an old form or fee: check the current official RGD instructions rather than relying on an old photocopy or social-media post.
- Assuming the copy proves present ownership: a deed copy is evidence of the contents of that document; it does not show by itself whether a later deed, mortgage, court action or other registered matter affects the land.
- Paying an unofficial intermediary without checking: use the Department’s official portal or payment instructions and keep your receipt.
What should you do after obtaining the deed copy?
Your next step depends on why you requested it:
- If the original deed is lost: keep the certified copy securely and ask a Sri Lankan notary or attorney-at-law whether further records or steps are needed for the intended transaction.
- If you are buying land: use the copy as one part of the due-diligence process. See our guide, How to Check Land Title in Sri Lanka Before Buying Property.
- If you need to understand a deed: read our practical guide, How to Read a Deed of Transfer in Sri Lanka.
- If a representative is acting for someone abroad: the authorisation and Power of Attorney requirements may need separate attention. See Power of Attorney Signed Abroad for Selling Land in Sri Lanka.
A land transaction can require a chain of title documents, registry searches and review of encumbrances and other relevant matters. A single certified copy should not be treated as a substitute for that broader investigation.
Frequently asked questions
1. Can I request a certified copy of a deed online in Sri Lanka?
Yes. The Registrar General’s Department provides the Online LAND portal for deed and land-register extract requests. The request must be directed to the appropriate registry, and you should keep the application reference and payment receipt.
2. Which application form is used for a deed copy?
The RGD’s published service instructions identify Form A32(B) for obtaining a certified copy of a deed. Always download the latest form from the official RGD website before applying.
3. How much does a certified deed copy cost?
The RGD’s deed-copy service page listed Rs. 600 for normal service and Rs. 1,000 for the expedited one-day service when checked on 23 October 2026. Fees can change, so confirm the current amount and whether expedited service is available for your request before payment.
4. How long does an online request take?
The RGD’s online-service page describes a five-working-day process. That is general published guidance, not a guarantee; incomplete details or registry searches may take longer.
5. Can someone else apply on my behalf?
The RGD’s published instructions allow an application by a representative of an interested party and state that a letter of authorisation must be submitted. Confirm the latest supporting-document requirements with the relevant registry.
6. Is a certified deed copy enough to prove that I own the land today?
Not necessarily. It reproduces a particular deed but does not, by itself, establish that no later transfer, mortgage, court proceeding or other relevant entry exists. A proper title investigation may require further deeds and registry searches.
7. What if I need a land-register extract instead?
The RGD has a separate procedure and application form for extracts. Use the Department’s official extract-copy guidance and confirm the correct registry for the land.
Official sources and further reading
- Registrar General’s Department — Obtaining a Certified Copy of a Deed
- Registrar General’s Department — Request Deed and Extract Copies Online
- Registration of Documents (Amendment) Act, No. 48 of 2011 — official legislation PDF
- Registration of Documents Ordinance — consolidated text (secondary online source)
Legal information notice: This article is general legal information for Sri Lanka, prepared from the official RGD service guidance and the legal materials linked above, checked on 23 October 2026. It is not legal advice on a particular property or dispute. Registry practice, forms and fees may change; confirm the current requirements with the relevant Land Registry and obtain advice from a qualified Sri Lankan attorney-at-law or notary where a transaction or title question is involved.