Bangladesh development bank Limited
Head Office, Dhaka.
Documentation Department
Documetation Policies and Procedures.
Introduction:
Documentation Department has to perform a wide range of activities related to documentation of long term loans sanctioned by the bank. In addition to completion of documentation formalities of all long term loans sanctioned at Head Office level, arranges audit clearance for loan sanctioned at the branch level also. However, completion of documentation formalities of long term loans is the main function of this department. Documentation procedures followed by the bank for its Head Office & Branches as well are as follows :
i. Papers to be Submitted by the Sponsors/Company after sanction of loan :
(a) Acceptance Letter with Companies Board resolution;
(b) Documentation fee : One fourth of one percent on the amount of loan sanctioned or the actual expenses. Whichever is more, subject to a minimum Tk 5000 and maximum Tk 30,000 with VAT.
(c) Other Charges : (i) Charge filling fee.
(ii) Deed Collection fee.
(ii) Stamps (As per Banks requirement).
(d) Copy of Memorandum and Article of Association with certificate of incorporation.
(e) Attested passport size photographs of all Directors (2 copies for each).
(f) Documents/title deeds of project land and co-lateral security (if any);
(g) Non-encumbrance certificate from district registrar office;
(h) Mutation with DCR;
(i) C.S. S.A. R.S. Khatian;
(j) Mouza Map;
(k) Up to date rent receipt;
(l) Chain of previous documents such as bia-deed. Bia Khatian etc.;
(m) Registered Mortgage and registered Irrevocable power of Attorney;
(n) Necessary papers/Documents as per Sanction letter;
(o) 100% Share Certificate;
(p) NOC from RAJUK/CDA/KDA/Municipal Authorities/Local authority for setting up the project on the land within this area;
(q) NOC from BSCIC authority for project to be set up at BSCIC Industrial Estate;
(r) NOC from BPDB/DESA/BPS/TGT & DC;
(s) NOC from Department of Environment Pollution Control where applicable; and
(t) NOC from Director, Drug Administration (for pharmaceutical projects).
Particulars of documents required on the basis of type of loans and/or location of project land :-
ii New/Original Loan :
(a) Original registered title deed of project land and collateral land (if any);
(b) Bia-Deed;
(c) C.S, S.A & R.S Khatian with ROR;
(d) DCR and Mutation Khation;
(e) Rent Receipt;
(f) Non-encumbrance Certificate from District Registrar; &
(g) Mouza Map.
iii In case of Project Land acquired by the Govt. acquired project land :
(a) Copy of the relevant Requisition Order;
(b) Copy of the Acquisition;
(c) Allotment letter in favour of the company;
(d) Possession Delivery Certificate;
(e) Original registered deed of transfer;
(f) NOC from Govt. for mortgage the land in favour of BDBL;
(g) Evidence of payment of the purchase price; &
(h) Site plan.
iv. In case of Project Land located at BSCIC area/Industrial Estate &/or Govt. allotted plot :
(a) Original allotment letter;
(b) Possession delivery certificate;
(c) NOC to create mortgage in fovour of BDBL;
(d) Original registered lease deed;
(e) Evidence of payment of purchase price; &
(f) Site plan;
v. In case of rented premises:
(a) Lease Agreement by the borrower with land-lord;
(b) Tax payment receipt in the name of land-lord; &
(c) Approved Building plan by the appropriate authority.
vi. Required Documents depending on type of ownership/company :
A. For Limited Liability Companies
(1) DP note (double) accompanied by DP note Revival letters (Form I & II) and delivery letter;
(2) Credit Agreement;
(3) Agreement of hypothecation;
(4) Memorandum of Deposit of Title deeds;
(5) Resolution/Authority to execute documents;
(6) Specimen signatures of executants of documents on the Banks standard cards;
(7) Letter of Guarantee;
(8) Affidavit/Undertaking as per sanction letter;
(9) Personal Guarantee of all directors;
(10) Share transfer form (Blank)-117 duly signed by the directors/Share holders;
(11) 100% Share Certificate;
(12) Auditors Certificate in favour of paid-up capital & Necessary papers as per sanction letters.
B. For Proprietorship :
(1) Single D.P Note;
(2) D.P Note Delivery Letter;
(3) Revival Letter Form-III;
(4) Specimen Signature Card;
(5) Personal Guarantee;
(6) Acceptance letter;
(7) Registered Mortgage & registered Irrevocable Power of Attorney along with all necessary documents/papers i.e. Bia Deed, Bia-Khatian, CS, SA, RS parcha, Mutation, DCR, up to date Rent receipt, Non-Encumbrance certificate from District Registrar;
(8) Affidavit for Declaration furnished by the borrowers/Land owners that the Mortgage Properties are free from encumbrance-from first class Magistrate;
(9) TIN Certificate & Trade License;
(10) Photograph of sponsors;
(11) Undertaking as per Sanction letter;
(12) Agreement of hypothecation; &
(13) Documentation fee, necessary stamps as per Bank's rules.
C. For Partnership Firm :
(1) Single D.P Note;
(2) D.P Note Delivery Letter;
(3) Revival Letter Form-III;
(4) Specimen Signature Card;
(5) Personal Guarantee;
(6) Acceptance letter;
(7) Registered Mortgage & registered Irrevocable Power of Attorney along with all necessary documents/papers i.e. Bia Deed, Bia-Khatian, CS, SA, RS parcha, Mutation, DCR, up to date Rent receipt, Non-Encumbrance certificate from District Registrar;
(8) Affidavit for Declaration furnished by the borrowers/Land owners that the Mortgage Properties are free from encumbrance-from first class Magistrate;
(9) TIN Certificate & Trade License;
(10) Photograph of sponsors;
(11) Undertaking as per Sanction letter;
(12) Agreement of hypothecation; &
(13) Documentation fee, necessary stamps as per Bank's rules.
(14) Credit Agreement;
(15) Partnership Agreement;
(16) Memorandum of Association & Articles of Association;
(17) Resolution; &
(18) Agreement of Hypothecation along with list of machinery.
vii. For Additional Loan & BMR& E Loan
(a) Letter of acceptance;
(b) Board resolution of the company for documentation;
(c) Memorandum of Association & Article of Association;
(d) Auditors Certificate in respect of paid up Capital;
(e) 100% Share Certificate;
(f) Memorandum of deposit of title deeds/Agreement of Hypothecation with Charge filling form- form-17;
(g) Deed of continuation and Acknowledgement;
(h) Photographs of each director (two copy);
(i) Particulars of Directors (from RJSC);
(j) Return of allotment of Shares (from RJSC);
(k) DP Note;
(l) DP. Note delivery letter;
(m) Revival letter form I & II;
(n) Credit Agreement;
(o) Specimen signature of executants of document on the Banks standard Cards;
(p) Personal Guarantee of all directors;
(q) Share transfer form of Directors/Share-holders form-117 (Blank); &
(r) Affidavit/undertaking as per Sanction letter.
viii .In Case of Management Change :
(a) Letter of acceptance;
(b) Board resolution of the company for documentation;
(c) Memorandum of Association & Article of Association;
(d) Auditors Certificate in respect of paid up Capital;
(e) 100% Share Certificate;
(f) Share transfer form - form-17 (Blank);
(g) Deed of continuation and Acknowledgement;
(h) Photographs of each director (two copy);
(i) Particulars of Directors (from Registrar of Joint Stock Companies,
RJSC);
(j) Return of allotment of Shares (from RJSC);
(k) DP Note;
(l) DP. Note delivery letter;
(m) Revival letter form I & II;
(n) Credit Agreement;
(o) Specimen signature of executants of document on the Banks standard Cards;
(p) Personal Guarantee of all directors;
(q) Share transfer form of Directors/Share-holders form-117 (Blank);
(r) Affidavit/undertaking as per Sanction letter;
(s) Summery of share capital;
(t) Certified copy of share transfer of new inducted director with share transfer form- form-117 (duly stamped);
(u) Affidavit/undertaking as per sanction letter; &
(v) Company resolution for outgoing director and appointment of new director.
viii. in case of change in Board of Directors of the Company/Ownership:
(a) Letter of acceptance;
(b) Board resolution of the company for documentation;
(c) Memorandum of Association & Article of Association;
(d) Auditors Certificate in respect of paid up Capital;
(e) Share Certificate;
(f) Deed of continuation and Acknowledgement;
(g) Photographs of each director (two copy);
(h) Particulars of Directors (from RJSC);
(i) Return of allotment of Shares (from RJSC);
(j) DP Note;
(k) DP Note delivery letter;
(l) Revival letter form I & II;
(m) Credit Agreement;
(n) Specimen Signature of executants of document on the Banks standard
cards;
(o) Personal Guarantee of all directors;
(p) Share transfer form of Directors/Share-holders form-117 (Blank);
(q) Affidavit/undertaking as per Sanction letter;
(r) Certified copy of Summery of share capital from RJSC;
(s) Certified copy of share transfer of newly inducted director with share transfer form- form-117 (duly stamped);
(t) Affidavit/undertaking as per sanction letter; &
(u) Company's resolution for out going director and appointment of new director.
ix. In case of change of Project Land :
(a) Acceptance letter of sanction letter with Company's Board resolution;
(b) Undertaking as per sanction letter;
(c) Charge filling fee- form-18; &
(d) All papers/deeds as per para 1(h-m).
x. In case of Rephasement/Rescheduling of Loan Account :
(1) Acceptance letter of the company/partnership/proprietor with Board Resolution; &
(2) Documentation fee TK. 5000/= with VAT.
2. Besides papers and documents to be submitted are subject to verification, examination & vetting by the bank's lawer so as to ascertain whether they are in order to protect bank's interest.
N.B. The above formalities are subject to amendment, modification and/or change at the discretion of the Bank Management. Further the documents/papers required for documentation purpose as delineated above may vary to some extent depending on the merit of the cases.
Documentation Policies and Procedures
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