Law on PRODUCTION, ADMISSIBILITY & PROOF OF DOCUMENTS – in a Nutshell

Saji Koduvath, Advocate, Kottayam.

Documents to be utilised in court has to pass through three steps. They are:

  1. Production of documents in court
  2. Admittance and exhibition.
  3. Proof.

Production and Admission in evidence

Code of Civil Procedure, Order VII rule 14, Order VIII rule 8A and Order XIII rule 1 say as to ‘Production‘ of documents in court at various stages. At these stages the opposite party may not have a right to object. But the Court or even the office of the court (registry) can raise and note objection on the ground of insufficiency of stamp by virtue of the provisions of the Stamp Act concerned.

Order V rule 7 requires that the summons to the defendant to appear and answer shall order to produce all documents or copies thereof specified in rule 1A of Order VIII in his possession or power upon which he intends to rely in support of his case.

Order XIII rule 4 directs following endorsements on every document which has been admitted in evidence in the Suit:

  • (a) the number and title of the suit,
  • (b) the name of the person producing the document,
  • (c) the date on which it was produced, and
  • (d) a statement of its having been so admitted.

Code of Criminal Procedure, Section 173, deals with production of Police Report before the court, on completion of investigation. Sub section (5) of this section requires the police officer to forward to the Magistrate along with the report-

  • “(a) all documents or relevant extracts thereof on which the prosecution proposes to rely other than those already sent to the Magistrate during investigation;
  • (b) the statements- recorded under section 161 of all the persons whom the prosecution proposes to examine as its witnesses.”

Sec. 294 Cr PC deals with production of documents before court, and as to its proof.

  • “294. No formal proof of certain documents. (1) Where any document is filed before any Court by the prosecution or the accused, the particulars of every such document shall be included in a list and the prosecution or the accused, as the case may be, or the pleader for the prosecution or the accused, if any, shall be called upon to admit or deny the genuineness of each such document.
  • (2) The list of documents shall be in such form as may be prescribed by the State Government.
  • (3) Where the genuineness of any document is not disputed, such document may be read in evidence in any inquiry, trial or other proceeding under this Code without proof of the signature of the person to whom it purports to be signed:
  • Provided that the Court may, in its discretion, require such signature to be proved.”

Objection Regarding Admissibility of Documents – 2 counts

Disputes on admissibility of documents arise on 2 domains (See: Manakishore Lalbhai Vs. New Era Fabrics: AIR 2015 SC 3796). They are:

  1. Document which is ab initio (or inherently) ‘inadmissible’;
  2. Document liable to be objected on ‘mode or manner of proof’.

Even if an inherently-inadmissible document is marked, objections thereto can be raised ‘at a later stage’. Mode of proof (not inherent admissibility) falls within the realm of procedural law. Therefore, objection thereto can be waived.

Inherently-inadmissible documents

‘Inherent-inadmissibility of documents’ arises from the following:

  1. Irrelevancy
  2. Non-registration.

Section 5 of the Indian Evidence Act, 1872 deals with relevancy. It reads as under:

  • “5. Evidence may be given of facts in issue and relevant facts.—Evidence may be given in any suit or proceedings of the existence or non-existence of every fact in issue and of such other facts as are hereinafter declared to be relevant, and of no others.
  • Explanation.—This section shall not enable any person to give evidence of a fact which he is disentitled to prove by any provision of the law for the time being in force relating to Civil Procedure
  • Illustration s (a) A is tried for the murder of B by beating him with a club with the intention of causing his death. At A’s trial the following facts are in issue:— A’s beating B with the club; A’s causing B’s death by such beating; A’s intention to cause B’s death.
  • (b) A suitor does not bring with him, and have in readiness for production at the first hearing of the case, a bond on which he relies. This section does not enable him to produce the bond or prove its contents at a subsequent stage of the proceedings, otherwise than in accordance with the conditions prescribed by the Code of Civil Procedure.”

In Jainab Bibi Saheb v. Hyderally Saheb, (1920) 38 MLJ 532, it was pointed out that neither an omission by an advocate to object to giving of irrelevant and inadmissible evidence nor the failure of the tribunal to exclude it of its own motion would validate a decree based on material which the Evidence Act declares to be inherently and in substance irrelevant to the issue. It was also held in this decision that the primary rule to prove relevant facts by the evidence of witnesses is to call them before the trial Judge and examine them viva voce in the manner stated in Chapter 10 of the Evidence Act.

Admissibility of Documents Determined First; Then only, Genuineness, veracity, etc.

The question of proof comes for consideration only if the first two steps (Production and Admittance) are successfully covered. In Anvar P.V. v. P.K. Basheer, AIR 2015 SC 180: (2014)10 SCC 473, it is held by our Apex Court as under:

  • “Genuineness, veracity or reliability of the evidence is seen by the court only after the stage of relevancy and admissibility.”

Document liable to be Objected on ‘Mode or Manner of Proof’

Following are improper modes:

  • Seeking exhibition through one who cannot vouchsafe veracity.
  • Inadmissible mode of secondary evidence. Eg:
    • Certified copy produced without proving circumstances that entitles to give secondary evidence under Sec. 65 of the Evd. Act.
    • No secondary evidence other than that is recognised under Sec. 63 or 65 (e)/(f) can be validly tendered as secondary evidence.
  • Unstamped or insufficiently/improperly stamped document.

Objection to be Raised When document is admitted

It was observed by the Supreme Court in 2001 in Bipin Shantilal Panchal v. State of Gujarat, AIR 2001 SC 1158, that that ‘it is an archaic practice that during the evidence collecting stage, whenever any objection is raised regarding admissibility of any material in evidence the court does not proceed further without passing order on such objection’. And the Court directed as under:

  • “When so recast, the practice which can be a better substitute is this: Whenever an objection is raised during evidence taking stage regarding the admissibility of any material or item of oral evidence the trial court can make a note of such objection and mark the objected document tentatively as an exhibit in the case (or record the objected part of the oral evidence) subject to such objections to be decided at the last stage in the final judgment.”

But, the subsequent decisions in R.V.E. Venkatachala Gounder: AIR 2004 SC 4082; Dayamathi Bai (2004) 7  SCC 107 took a contra view. It was held that the objection as to ‘mode of proof’ should be taken at the time of marking of the document as an exhibit, so that the defect can be cured by the affected party.

In Re: To Issue Certain Guidelines Regarding Inadequacies And Deficiencies In Criminal Trials v. State of Andhra Pradesh, 2021-10 SCC 598, overruled (ruled – stood modified) Bipin Shantilal Panchal v. State of Gujarat, AIR 2001 SC 1158. It is directed as under:

  • “The presiding officer therefore, should decide objections to questions, during the course of the proceeding, or failing it at the end of the deposition of the concerned witness.”

It appears that the decision taken by a Magistrate to mark the document – “subject to objection” is improper; nevertheless, marking – “subject to proof” is a permissible action, for it is a “decision” ruled-down in In Re: To Issue Certain Guidelines Regarding Inadequacies And Deficiencies In Criminal Trials v. State of Andhra Pradesh, 2021-10 SCC 598.

Admissibility, Reliability of Documents be Considered at Hearing

In K. Mallesh v. K. Narender, 2015-12 Scale 341; 2016-1 SCC 670 (Anil R. Dave, Adarsh Kumar Goel, JJ.) allowed an appeal setting aside the order passed in an interlocutory stage, during the pendency of a suit, holding as under:

  • “2. In our opinion the High Court should not have interfered at the stage when the trial was still in progress. Therefore, we set aside the impugned order passed by the High Court without going into the merits of the case. We say that the admissibility, reliabiity and registrability of the documents shall be considered independently only at the time of hearing of the trial and not prior thereto. All questions with regard to the aforesaid issues shall remain open.

Discovery of Documents under O. XI r. 12 CPC and Question of Inadmissibility

The decision, M. L. Sethi v. R. P. Kapur, AIR 1972 SC 2379, emphasises that it is not necessary for an applicant under Order XI rule 12 to specify in detail the documents sought to be discovered when they are in the hands of the other side; and that the claim of privilege can be considered only after discovery, when the stage of production is reached. It is also made clear that if the document is relevant for the purpose of throwing light on the matter in dispute, though it might not be admissible in evidence, it can be put to discovery under rule 12.

Document Marked in Proof Affidavit, Court Records it – Objection in Cross Exam. – Effect

Our Procedural Codes do not specifically speak about it. Several propositions are seen raised.

  • Court evaluates documents only in Final Hearing. Hence, court cannot ignore the objection of the opposite party raised in cross examination.
  • For no objection at the time of ‘recording it by court’, objection raised in cross examination stand belated.
  • If a document ‘liable to be objected on mode or manner of proof,’ is allowed to be marked, or no objection is raised at that ‘proper’ time, subsequent cross examination is of no use.

It goes without saying that the pedantic approach in the latter propositions will adorn only over-scrupulous judges.

Rules as to Notice to Produce Documents

Order XI rule 15 and Order XII rule 8 are the provisions in the CPC to give notice to the other party to produce documents (for ‘inspection’ and ‘show court’, respectively).

See Blog (Click): Notice to Produce Documents in Civil Cases

Sec. 66 of the Evidence Act reads as under:

  • 66. Rules as to notice to produce.—Secondary evidence of the contents of the documents referred to in section 65, clause (a) , shall not be given unless the party proposing to give such secondary evidence has previously given to the party in whose possession or power the document is, [or to his attorney or pleader,] such notice to produce it as is prescribed by law; and if no notice is prescribed by law, then such notice as the Court considers reasonable under the circumstances of the case.
  • Provided that such notice shall not be required in order to render secondary evidence admissible in any of the following cases, or in any other case in which the Court thinks fit to dispense with it:—
  • (1) when the document to be proved is itself a notice;
  • (2) when, from the nature of the case, the adverse party must know that he will be required to produce it;
  • (3) when it appears or is proved that the adverse party has obtained possession of the original by fraud or force;
  • (4) when the adverse party or his agent has the original in Court;
  • (5) when the adverse party or his agent has admitted the loss of the document;
  • (6) when the person in possession of the document is out of reach of, or not subject to, the process of the Court.

See Blogs:

Courts to admit documents Without Proof

Sections 163 of the Evidence Act, reads as under:

  • 163. Giving, as evidence, of document called for and produced on notice: When a party calls for a document which he has given the other party notice to produce, and such document is produced and inspected by the party calling for its production, he is bound to give it as evidence if the party producing it requires him to do so.

It is observed in Government of Bengal v. Santiram Mondal, AIR 1930 Cal 370, with respect to a document used under Sec. 163, as under:

  • “The further contention is that if they are to be admitted, they cannot be put in or at any rate used without proof. But the section itself says that the party calling for it is bound to give it as evidence if required to do so, and that certainly means that it goes in as a record of the particular proceeding and that it can be looked at to see what it includes or omits.”

In Government of Bengal v. Santiram Mondal, AIR 1930 Cal 370, and R v. Makhan, AIR 1940 Cal 167 it was observed that Section 163 of the Evidence Act applies to Criminal Proceedings also.

Documents Marked by Consent – Does Oral Evidence Need to Prove Contents

There are three different views on this matter. They are-

  • 1. There must be oral evidence. Even if consent is given for marking the documents, it will only absolve the parties from formally proving the documents and nothing beyond that. That is, though documents are marked by consent, they could not be relied on unless there is no oral evidence to prove their contents.
  • 2. Document stands proved. When documents are marked by consent, there is no further need for a formal proof of the documents, it would amount to proof of whatever the documents contained.
  • 3. If truth is in question it should be specifically proved by proper evidence. In most of the cases, the truth may not remain in question if the contents thereof are proved. But, in rare occasions, even if contents of documents are proved, truth thereof may remain (expressly or implicitly) in question or unrevealed.

Court’s Jurisdiction to Require to Prove an Admitted Document

Sec. 165 of Evidence Act gives wide powers to court to produce any document. Sec. 165 reads as under:

  • 165. Judge’s power to put questions or order production.—The Judge may, in order to discover or to obtain proper proof of relevant facts, ask any question he pleases, in any form, at any time, of any witness, or of the parties, about any fact relevant or irrelevant; and may order the production of any document or thing; and neither the parties nor their agents shall be entitled to make any objection to any such question or order, nor, without the leave of the Court, to cross-examine any witness upon any answer given in reply to any such question:
  • Provided that the Judgment must be based upon facts declared by this Act to be relevant, and duly proved:
  • Provided also that this section shall not authorize any Judge to compel any witness to answer any question, or to produce any document which such witness would be entitled to refuse to answer or produce under sections 121 to 131, both inclusive, if the questions were asked or the documents were called for by the adverse party; nor shall the Judge ask any question which it would be improper for any other person to ask under section 148 or 149; nor shall he dispense with primary evidence of any document, except in the cases hereinbefore excepted.

Besides the powers of the court under Sec. 165 Evidence Act, the scheme of the Procedural Acts (Evidence Act, CPC and CrPC) shows that the courts have jurisdiction to require the party concerned to prove any document despite the admission of the opposite party and the provisions in the Evidence Act as to presumptions. (See: Proviso to Sec. 58 of Evidence Act, Order XII, Rule 2A Proviso of the CPC and Sec. 294 of the CrPC.) 

Sec. 58 of Evidence Act reads as under:

  • 58 Facts admitted need not be proved. —No fact need to be proved in any proceeding which the parties thereto or their agents agree to admit at the hearing, or which, before the hearing, they agree to admit by any writing under their hands, or which by any rule of pleading in force at the time they are deemed to have admitted by their pleadings:
  • Provided that the Court may, in its discretion, require the facts admitted to be proved otherwise than by such admissions.

Order XII, Rule 2A reads as under:

  • 2A. Document to be deemed to be admitted if not divided after service of notice to admit documents. (1) Every document which a party is called upon to admit, if not denied specifically or by necessary implication, or stated to be not admitted in the pleading of that party or in his reply to the notice to admit documents, shall be deemed to be admitted except as against a person under a disability :
  • Provided that the Court may, in its discretion and for reasons to be recorded, require any document so admitted to be proved otherwise than by such admission.
  • (2) Where a party unreasonably neglects or refuses to admit a document after the service on him of the notice to admit documents, the Court may direct him to pay costs to the other party by way of compensation.

Proof of Certified Copies Permitted by S. 77; Correctness Presumed by S. 79

Sec. 77 of the Evidence Act permits to produce certified copies of public documents in proof of its contents.  Sec. 77 reads as under:

  • “77. Proof of documents by production of certified copies- Such certified copies may be produced in proof of the contents of the public documents or parts of the public documents of which they purport to be copies.”

In Kalyan Singh v. Chhoti, AIR 1990  SC 396, our Apex Court did not act upon the ‘just an ordinary copy‘, for, there was “also no evidence regarding content of the original sale deed”. It reads as under:

  • Section 63 of the Evidence Act mentions five kinds of secondary evidences. Clause (1), (2) and (3) refer to copies of documents; clause (4) refers to counterparts of documents and clause (5) refers to oral accounts of the contents of documents. Correctness of certified copies referred to in clause (1) is presumed under Section 79; but that of other copies must be proved by proper evidence. A certified copy of a registered sale deed may be produced as secondary evidence in the absence of the original. But in the present case Ex. 3 is not certified copy. It is just an ordinary copy. There is also no evidence regarding content of the original sale deed. Ex. 3 cannot, therefore, be considered as secondary evidence. The appellate Court has a right and duty to exclude such evidence.”

Referring relevant provisions of Himachal Land Revenue Act, 1954 and Sec. 35 of the Indian Evidence Act, 1872, it is held in Partap Singh v. Shiv Ram: AIR 2020 SC 1382, that Record-of-rights (Revenue document) carries the ‘presumption of correctness‘.

Who Should Object FIRST – Court or Opposite Side?

There is divergence of judicial opinion as to saying ‘NO’ by court to marking a document with formal defect, beforehand it is objected by the other side. Eg. Tendering copy of a document without furnishing the ‘foundational evidence’ to admit secondary evidence.

First view
Court is under an obligation to exclude inadmissible materials.
H. Siddiqui v. A. Ramalingam: AIR 2011 SC 1492 (Followed in: U. Sree  v.  U. Srinivas: AIR 2013 SC 415.)
Yeshoda v. Shoba Ram:  AIR 2007 SC 1721
Second view
The court cannot object first.
If no objection for other side, Court cannot refrain from marking a document on its own volition or choice (on the ground of formal defect).
R.V.E. Venkatchalla Gounder v. Arulmighu Viswesaraswamy and V.P. Temple, (2003) 8 SCC 752
Smt. Dayamathi Bai v. K.M. Shaffi, AIR 2004 SC 4082.
(This view is generally followed in India.)

First View: Court is under an Obligation to Exclude

S. 65, Evidence Act enumerates the instances where a party is entitled to furnish secondary evidence.  It is a condition precedent to establish the circumstances laid down in S. 65, for letting in secondary evidence of a document.  Pointing out the right and duty of the court to prevent rushing of inadmissible and irrelevant evidence, it is held in a good number of decisions that the court is under an obligation to exclude such materials, at the threshold. [See: Yeshoda Vs. Shoba Ram:  AIR 2007 SC 1721; U. Sree  Vs.  U. Srinivas: AIR 2013 SC 415]

H. Siddiqui Vs. A. Ramalingam: AIR 2011 SC 1492 it is held as under:

  • “The court has an obligation to decide the question of admissibility of a document in secondary evidence before making endorsement thereon.”

Second view: If no objection (on Mode of Proof), Court has to mark

It is beyond doubt that marking of documents lie in the realm of procedural law.  Therefore, a catena of decisions emphasize that it is a matter that falls for the opposite party to waive strict formal proof.  That is, the court should not delve to object marking of a secondary evidence, if the opposite party has no objection.  [See:  RVE Venkatachala Gounder Vs. Arulmigu Viswesaraswami: AIR 2003 SC  4548;  Narbada Devi  Vs. Birendra Kumar: 2003-8 SCC 745; Dayamati Bai Vs. K.M. Shaffi :2004 SC 4082;  Oriental Insurance Co Vs. Premlata:  2007-8 SCC 575] Karnataka High Court pointed out in Nanda Behera v. Akhsaya Kumar Behera, 2017AIR (CC) 1893, that once the Court, rightly or wrongly, decides to admit the documents in evidence, so far as the parties are concerned, the matter is closed. This principle is followed in the following cases, with respect to insufficiently stamped document:

  • Pankajakshan Nair v. Shylaja: ILR 2017-1 Ker 951;
  • Dundappa v. Subhash Bhimagouda Patil: 2017-3 AIR(Kar)(R) 570;
  • Savithramma R. C. v. Vijaya Bank; AIR 2015 Kar 175;
  • Jayalakshmamma v. Radhika: 2015 4 KarLJ 545;
  • K. Amarnath v. Smt. Puttamma: ILR 1999 Kar. 4634

In the light of the Supreme Court decision in K.B. Saha and Sons Private Limited (that a document required to be registered is not admissible in evidence under section 49 of the Registration Act; and such unregistered document can only be used as an evidence of collateral purpose), it appears that the observation of the Karnataka High Court in Nanda Behera v. Akhsaya Kumar Behera, 2017AIR (CC) 1893, that once the Court, rightly or wrongly, decides to admit the documents in evidence, so far as the parties are concerned, the matter is closed, is not applicable to unregistered (compulsorily registrable) documents.

Oral Evidence on contents of Documents – No Use, Unless Secondary Evidence Entitled

Sec. 22 and 144 of the Evidence Act postulate that the oral admissions or assertions as to contents of documents are not relevant, unless and until the party proposing to prove them shows that he is entitled to give secondary evidence of the contents of such document under Sec. 65, or unless the genuineness of a document produced is in question.

Sec. 22 emphasises that oral evidence as to contents of documents , even if adduced, will be of no use, as it will be ‘irrelevant’. By virtue of Sec. 144 of the Evidence Act, the adverse party may object to giving oral evidence as to contents of the same until such document itself is produced, or until facts have been proved which entitle the party who called the witness to give secondary evidence of it.

Sec. 22 of the Evidence Act reads as under:

  • 22. When oral admissions as to contents of documents are relevant.—Oral admissions as to the contents of a document are not relevant, unless and until the party proposing to prove them shows that he is entitled to give secondary evidence of the contents of such document under the rules hereinafter contained, or unless the genuineness of a document produced is in question.

Sec. 144 of the Evidence Act reads as under:

  • 144. Evidence as to matters in writing.—Any witness may be asked, whilst under examination, whether any contract, grant or other disposition of property, as to which he is giving evidence, was not contained in a document, and if he says that it was, or if he is about to make any statement as to the contents of any document, which, in the opinion of the Court, ought to be produced, the adverse party may object to such evidence being given until such document is produced, or until facts have been proved which entitle the party who called the witness to give secondary evidence of it.
  • Explanation.—A witness may give oral evidence of statements made by other persons about the contents of documents if such statements are in themselves relevant facts.
  • Illustration. The question is, whether A assaulted B. C deposes that he heard A say to D—”B wrote a letter accusing me of theft, and I will be revenged on him”. This statement is relevant as showing A’s motive for the assault, and evidence may be given of it, though no other evidence is given about the letter.

Sec. 59 of the Evidence Act lays down that contents of documents (or electronic records) are to be proved by oral evidence.  Sec. 62 defines primary evidence to mean ‘the document itself’ produced for the inspection of the Court. Sec. 64 of the Act requires that that the documents to be proved primarily by ‘primary evidence’, except in cases where secondary evidence is provided under Sec. 65.  

Sections 22, 59, 61, 62 and 64 of the Evidence Act project the ‘rule of best evidence’ and it directs that the contents of the document are to be proved by the original document itself, unless secondary evidence is provided under Sec. 65. (See: Bimla Rohal v. Usha, 2002-2 HLJ 745; 2002-2 Shim LC 341)

Sec. 91 and 92 provides that when terms of a contract, or of a grant, or of any other disposition of property, have been reduced to the form of a document, and in all cases in which any matter is required by law to be reduced to the form of a document, their terms alone are taken to be the sources of what the parties wished to state; and oral evidence to the contrary, are excluded. Both these provisions are based on “best evidence rule”. (Roop Kumar v. Mohan Thadani AIR 2003 SC. 2418: 2003-6  SCC 595; S. Saktivel v. M. Venugopal Pillai 2007-7  SCC 104; Mumbai International Airport v. Golden Chariot Airport, (2012) 10 SCC 422; Tulsi v. Chandrika Prasad, AIR 2006 SC 3359).

The Supreme Court held in Roop Kumar v. Mohan Thedani: AIR 2003 SC 2418, as under:

  • “The grounds of exclusion of extrinsic evidence are (i) to admit inferior evidence when law requires superior would amount to nullifying the law, (ii) when parties have deliberately put their agreement into writing, it is conclusively presumed, between themselves and their privies, that they intended the writing to form a full and final statement of their intentions, and one which should be placed beyond the reach of future controversy, bad faith and treacherous memory.”

However, oral evidence can be given on a matter (adoption) which is not required by law to be in writing and it is not barred for the mere reason it was contained in a document (Jahuri Sah v. Dwarka Prasad Jhunjhunwala, AIR 1967 SC 109).

In Perumal Chettiar VS Kamakshi Ammal, AIR 1938 Mad 785; ILR 1938 Mad 933, it is held as under:

  • “Section 22 of the Indian Evidence Act adopted the stricter view and relegated oral admissions as to the contents of a document to the category of ‘secondary evidence’. The result, in India, is that if by reason of the document being unstamped, no evidence of its contents whether primary or secondary is admissible, evidence of admissions by the defendant is equally inadmissible. The position may be different where admissions are made in the pleadings themselves (cf. Huddleston v, Briscoe (1805) 11 Ves. 583 : 32 E.R. 1215 and Thynne v. Protheroe (1814) 2 M. & S. 553 : 105 E.R. 488 because by reason of Section 58 of the Evidence Act, it may not be necessary to prove admitted facts and the objection under Section 91 will not arise unless the plaintiff is called upon to go into evidence. (Mallappa v. Mat an Naga Chetty (1918)35MLJ555 This was the position in Pramatha Nath Sandal v. Dwarka Nath Dey (1896) I.L.R. 23 Cal. 851; cf. however Chenbasappa v. Lakshman Ramchandra I.L.R.(1893) 18 Bom. 369 where it was suggested that in a suit on an unstamped promissory note, even an admission in the written statement may not avail the plaintiff, as the Court when giving a decree on such admission may be “acting on” the document within the meaning of Section 35 of the Stamp Act; see also Ankur Chunder Roy Chowdhry v. Madhub Chunder Gkose (1873) 21 W.R. 1.”

Words in the Instruments Matters; Not to the Presumed Intention

Brett L.J. in Re Meredith, ex parte Chick, (1879) 11 Ch D 731, observed as under:

  • “I am disposed to follow the rule of construction which was laid down by Lord Denman and Baron Parke ……. They said that in construing instruments you must have regard not to the presumed intention of the parties, but to the meaning of the words which they have used.” (Quoted in: Thomas v. AA Henry, 2008(2) KLT 63.)

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Production of Documents in Court: Order XI, Rule 14 CPC is Not Independent from Rule 12

Saji Koduvath, Advocate, Kottayam.

A puzzling question: Is ‘discovery’, under Rule 12 of Order XI, CPC, an inevitable ‘pre-step’ to order ‘production’ under Rule 14 of Order XI?

Answer: Yes.

The probe is surfaced for it is not specifically stated either in Rule 12 or in Rule 14 that the ‘discovery’ under Rule 12 is a ‘condition precedent’ for ordering ‘production’ under Rule 14; though obviously there is a nexus between ‘discovery’ and ‘production’. The sequence in which these provisions are arrayed also gives us cue to answer this problem.

Order XI Rules 12 & 14: And the apparent anomalies that seek explanations

O. 11 R. 12 Application for discovery of documents: Any party may, without filing any affidavit, apply to the Court for an order directing any other party to any suit to make discovery on oath of the documents which are or have been in his possession or power, relating to any matter in question therein. On the hearing of such application the Court may either refuse or adjourn the same, if satisfied that such discovery is not necessary, or not necessary at that stage of the suit, or make such order, either generally or limited to certain classes of documents, as may, in its discretion be thought fit :
Provided that discovery shall not be ordered when and so far as the Court shall be of opinion that it is not necessary either for disposing fairly of the suit or for saving costs.
Rule 12 deals with (i) filing application for ‘discovery’ and (ii) passing order thereon.
It does not say specifically as to ordering ‘production‘ of documents after the discovery.
(‘Production’ of documents is governed by Rule 14.)
O. 11 R. 13 Affidavit of documents: The affidavit to be made by a party against whom such order as is mentioned in the last preceding rule has been made, shall specify which (if any) of the documents therein mentioned he objects to produce, and it shall be in Form No. 5 in Appendix C, with such variations as circumstances may require.It is not made clear in Rule 12 – whether ‘discovery of the documents’ partake ‘production’ also. But, rule 13 says – opposite party may make ‘objection’ to “produce” documents.
(No such provision for ‘objecting‘ in Rule 14.)
O. 11 R. 14 Production of documents: It shall be lawful for the Court, at any time during the pendency of any suit, to order the production by any party thereto, upon oath of such of the documents in his possession or power, relating to any matter in question in such suit, as the Court shall think right; and the Court may deal with such documents, when produced, in such manner as shall appear just.Rule 12 allows any party to ‘apply to the Court for an order’ for discovery.
(No such provision for ‘applying‘ in Rule 14.)
O. 11 R. 21 Non-compliance with order for discovery:  (1) Where any party fails to comply with any order to answer interrogatories, or for discovery or inspection of documents, he shall, if a plaintiff, be liable to have his suit dismissed for want of prosecution, and, if a defendant, to have his defence, if any, struck out, and to be placed in the same position as if he had not defended, and the party interrogating or seeking discovery or inspection may apply to the Court for an order to that effect and  an order may be made on such application accordingly, after notice to the parties and after giving them a reasonable opportunity of being heard.       
(2) Where an order is made under sub-rule (1) dismissing any suit, the plaintiff shall be precluded from bringing a fresh suit on the same cause of action.
Effect of ‘non-production’ under Rule 14 is not indicated in R. 21.
(Only the effect of non-compliance of ‘discovery
[Rule 12] is provided — in Rule 21.)

Resolutions and Propositions

Analysis of Rule 12 and 14 impeccably establishes complementarity between these provisions, and unerringly settles that ‘Discovery’ of documents under Rule 12 of Order XI is an inevitable condition precedent for ‘Production’ of documents under Rule 14, as shown under:

  1. Rule 12 (for discovery) expressly allows a party to the suit to apply the Court for an order directing any other party to make ‘discovery on oath’.
  2. The party against whom discovery (on oath) is applied for is required, to file affidavit (under Rule 13). Rule 13 further requires him to place his ‘objections to produce’.
  3. Rule 12 directs that the documents sought for must relate to matters in question; that on the hearing of such application the Court may either refuse or adjourn the same; and that if the court is satisfied that such discovery is not necessary, make such order, as the court thinks fit.
    • Though ‘production’ under Rule 14 is the serious matter when compared to ‘discovery’ under Rule 12, there is no provision in Rule 14 (as in Rule 12) for –
      • (i) applying for production;
      • (ii) placing objections or filing affidavit;
      • (iii) directing hearing by court, and passing an order as the court thinks fit.
  4. Failure to produce affidavit under Rule 12 invites stringent actions under Rule 21 (suit dismissed, defence struck out, etc.).
    • (i) Effect of non-production of documents under Rule 14 is not specified in R. 21;
    • (ii) court can, in such an eventuality, take adverse presumption only, (under Sec. 114, Illus.- g of the Evidence Act).

We see significant and severe actions as regards ‘discovery of documents’ under Rule 12 (that is, filing affidavit and objection, hearing, dismissal of suit, striking  out defence, etc.). And, no such significant actions are attached to Rule 14. Why?

  • The only answer is that the legislature took Rule 12 and 14 as concomitant provisions. That is, ‘production’ of a document under Rule 14 comes into consideration only if it is ‘discovered’ under Rule 14.

Legislative Intention – Concordance Between ‘Discovery’ and ‘Production’

The indisputable reciprocity between ‘discovery’ and ‘production’, and the sequence in which the they are arrayed in Rule 12 and 14, ensure that compliance of Rule 12 is a necessary pre-condition for ordering ‘production’ under Rule 14. Therefore, it is definite that discovery under Rule 12 partakes its ‘production’ (as the next step, under Rule 14).

The afore-stated propositions are fortified by the following:

  1. Ordering production, under Rule 14, is purely a discretionary matter with court.
    • Rule 14 reads – “It shall be lawful for the Court … to order the production … of such of the documents in his possession or power … ”.
    • Import of these words are obvious in itself. That is, wide-open discretion is given to the court for ordering production under rule 14.
  2. It is unquestionable that a party to the suit has no vested right to seek ‘production’ of any document under rule 14-
    • even after ‘discovery’ of the same under rule 12.
  3. Similarly, the party to the suit has no vested right to seek production of ‘all documents‘ discovered under Rule 12.

Do the words “at any time” in Rule 14 indicate – it is independent from Rule 12?

  • No.

Rule 14 reads as under:

  • “It shall be lawful for the Court, at any time during the pendency of any suit, to order the production by any party thereto ….. “

It is definite – the words “at any time during the pendency of any suit,” only emphasise-

  • that a party to the suit has no vested right to seek ‘production’ under rule 14, soon after a document is discovered under rule 12; and
  • that wide-open discretion is given to the court for ordering production under rule 14, at any time.

Documents Referred to in “Pleadings or Affidavit”; Can Production be Ordered?

Now, a question may reasonably and logically arise – Assume, certain relevant documents are referred to in “pleadings or affidavit”; can’t the court order production of those documents (directly) under Rule 14, on application of the other party?

  • Strictly speaking, No – because of the specific provisions of the CPC as to inspection (and to take copies) of documents referred to in pleadings or affidavits in Order XI rule 15.*
    • * Note: The rule is that general provisions should yield to specific provisions (J.K. Cotton Spinning & Weaving Mills Co. Ltd. v. State of U.P., (1961) 3 SCR 185; U.P. SEB v. Hari Shankar Jain, (1978) 4 SCC 16; Commercial Tax Officer, Rajasthan v. M/S Binani Cement Ltd., (2014) 3 SCR 1).
  • It goes without saying that the permission for taking copies is provided for ‘exhibiting’ the same by the party concerned, as part of his evidence.
  • Rule 15 Order XI CPC reads as under:
    • “15. Inspection of Documents Referred to in Pleadings or Affidavits. Every party to a suit shall be entitled at any time to give notice to any other party, in whose pleadings or affidavits reference is made to any document or who has entered any document in any list annexed to his pleadings or produce such document for the inspection of the party giving such notice, or of his pleader, and to permit him or them to take copies thereof; and any party not complying with such notice shall not afterwards be at liberty to put any such document in evidence on his behalf in such suit unless he shall satisfy the Court that such document relates only to his own title, he being a defendant to the suit, or that he had some other cause or excuse with the Court shall deem sufficient for not complying with such notice, in which case the Court may allow the same to be put in evidence on such terms as to costs an otherwise as the Court shall think fit.”
  • See blog: Notice to Produce Documents in Civil Cases
  • Proof of Documents & Objections To Admissibility – How & When?

If Admitted in Pleadings or Evidence that Document is in his Possession; Can Production be Ordered under S. 151?

  • Yes; it can be under inherent power. But, it must be remembered that because of the specific provisions of the CPC as to inspection (and to take copies) of documents referred to in pleadings or affidavits in Order XI rule 15, it may not be proper for a party to invoke Sec. 151 – though the power is open to the Court. The Court can also invoke Sec. 165 of the Evidence Act.
  • Note:
    • Order XI rule 12 speaks as to discovery of documents – (and not documents in ‘possession of‘ a party).
    • Order XI rule 15 speaks as to documents – ‘referred to‘ (and not documents in ‘possession of‘ a party).

A party in “possession of a document” can be directed to produce the same

  • A party inpossession of a document” (Distinct from “Documents Referred to in Pleadings or Affidavits” – Order XI rule 15) can be directed to produce the document. The plaintiff could file an application calling for the said document from the defendant.

In Anil Rishi v. Gurbaksh Singh, (S.B. Sinha, P.K. Balasubramanyan) it is held (obiter) as under:

  • “A party in possession of a document can always be directed to produce the same. The plaintiff could file an application calling for the said document from the defendant and the defendant could have been directed by the learned Trial Judge to produce the same.”

Does Sec. 30 CPC, Give an Independent Right to Order Production of Documents

Does Sec. 30 CPC (the substantive provision) give an independent right, is another question that may arise in this matter. The beginning portion of the section itself makes it clear that the section is “subject to such conditions and limitations as may be prescribed”. Therefore, it is clear that the power of the court to order production of document, under Sec. 30, is subject to the provisions in O. XI r. 12 and 14.

Sec. 30 CPC reads as under:

“Sec. 30 – Power to Order Discovery and the like.

  • Subject to such conditions and limitations as may be prescribed, the Court may, at any time, either of its own motion or on the application of any party-
  • (a) make such Orders as may be necessary or reasonable in all matters relating to the delivery and answering of interrogatories, the admission of documents and facts, and the discovery, inspection, production, impounding and return of documents or other material objects producible as evidence;
  • (b) issue summonses to persons whose attendance is required either to give evidence or to produce documents or such other objects as aforesaid;
  • (c) Order any fact to be proved by affidavit.”

Order XVI Rule 21, CPC (Madras & Kerala Amendment)

Yet another provision to be looked into in this matter is Order XVI Rule 21 CPC (Madras & Kerala Amendment). It reads as under:

  • “Rule 21 – Rules in case of parties appearing as Witnesses: (1) When a party to a suit is required by any other party thereto to give evidence or to produce a document, the provisions as to witnesses shall apply to him so far as applicable.
  • (2) When a party to a suit gives evidence on his own behalf the Court may, in its discretion, permit him to include as costs in the suit a sum of money equal to the amount payable for travelling and other expenses to other witnesses in the case of similar standing….”

It is plain – Order XVI deals with ‘Summoning and Attendance of Witnesses’; and that the Madras and Kerala amendment on Order XVI Rule 21 CPC does not deal with the power of the court to Oder ‘Production of Documents’.

Can a Party Seek Discovery and Production in One Petition?

Technically it may not be illegal, altogether. But, it will be improper if the court passes orders on both prayers simultaneously, especially since the court has to order production.

The ‘Scheme’ of CPC

The ‘scheme’ of the CPC is also germane.

  • We can compare the provisions in the CPC as to production of documents with calling for the opposite party as a witness.
    • There is no specific provision in the CPC that allows a party to the suit to summon the opposite party as a witness – though court has discretion (Order 16 rule 14 CPC), to ‘examine any person, including a party to the suit’ after 1976 Amendment of the CPC.
  • (See: Kishori Lal v. Chunni Lal, ILR 31 All. 116, Narayana Pillai v. Kalyani Ammal, 1963 KLT 537,  Muhammed Kunji v. Shahabudeen, 1969 KLT 170.)
  • See blog: Can a Party to Suit Examine Opposite Party, as of Right?

It is clear, the scheme of the CPC is-

  • (i) not to initiate coercive steps, against a party who does not examine himself as a witness, or withholds a document;
  • (ii) but to take adverse presumption under Sec. 114 Evidence Act.

Notice and Summons to Produce Documents in other Provisions of the CPC

Besides the powers of the court under Sec. 165 of Evidence Act, no doubt, the provisions of Order XVI rule 14 (summons to witness to produce documents) and Order XI rule 15 and Order XII rule 8 (notice to the other party to produce documents) provide for production of documents independent of O. XI r. 12 and O. XI r. 14. These enabling provisions do not bestow a vehicle to the court to ignore the provisions under O. XI r. 12 and O. XI r. 14; for, the judicial principle – the general provisions should yield to specific provisions.

Order XVI r. 14

  • Court may of its own accord summon as witnesses strangers to suit: Subject to the provisions of this Code as to attendance and appearance and to any law for the time being in force, where the Court at any time thinks it necessary [to examine any person, including a party to the suit], and not called as a witness by a party to the suit, the Court may, of its own motion, cause such person to be summoned as a witness to give evidence, or to produce any document in his possession on a day to be appointed, and may examine him as a witness or require him to produce such document.”
    • But, the words “of its own accord“, “subject to the provisions of this Code … and to any law” and “the Court may” make it clear that this provision is not intended to use openhandedly.
  • Order XI rule 15 and Order XII rule 8 are the provisions in the CPC to give notice to the other party to produce documents (for ‘inspection’ and ‘show court’, respectively).

Discovery is Made to Aid the Production of Documents

The proposition, ‘production of a document under Rule 14 comes into consideration only if it is ‘discovered’ under Rule 12′ can be fully supported by the decision of the Bombay High Court, in Manager, Ramkrishna Ramnath Bidi v. First Civil J. First Class, Nagpur, AIR 1959 Bom 181 (J Mudholkar and S Kotwal, JJ).

Referring O. 11 of the CPC, it is held in this decision as under:

  • “In its first eleven rules, Order 11 deals with the delivery of interrogatories …. Then it makes provision for the discovery of documents in rules 12 and 13. After discovery is provided for, it deals with the subject of production of documents in Rule 14. Then provision is made for the inspection of the documents produced in Rules 15, 17 and 18 of the Order.
  • Reading the Order as a whole, it seems to us clear that the provisions made in the Order for discovery and inspection are only provisions made in order to aid the production of documents before the Court, particularly the provisions regarding ‘discovery’.”

Views of the Apex Court

The decision, M. L. Sethi v. R. P. Kapur, AIR 1972 SC 2379, emphasises that it is not necessary for an applicant under Order XI rule 12 to specify in detail the documents sought to be discovered when they are in the hands of the other side; and that the claim of privilege can be considered only after discovery, when the stage of production is reached. It is also made clear that if the document is relevant for the purpose of throwing light on the matter in dispute, though it might not be admissible in evidence, it can be put to discovery under rule 12.

Documents Need Not be Admissible; Sufficient if Relevant and Throw Light

The Apex Court held in M. L. Sethi v. R. P. Kapur, AIR 1972 SC 2379, as under:

  • “Nor do we think that the High Court was right in holding that the documents ordered to be discovered were not relevant to the injuiry. The documents sought to be discovered need not be admissible in evidence in the enquiry or proceedings. It is sufficient it the documents would be relevant for the purpose of throwing light on the matter in controversy. Every document which will throw any light on the case is a document relating to a matter in dispute in the proceedings, though it might not be admissible in evidence. In other words, a document might be inadmissible in evidence yet it may contain information which may either directly or indirectly enable the party seeking discovery either to advance his case or damage the adversary’s case or which may lead to a trail of enquiry which m have either of these two consequences. The word ‘document’ may this context includes anything that is written or printed, no matter what the material may be upon which the writing or printing is inserted or imprinted. We think that the documents of which the discovery was sought, would throw light on the means of the respondent to pay court fee and hence relevant.”

It is true, our Apex Court, did not give effect to the proposition that compliance (discovery) of Rule 12 is a condition precedent to order production under Rule 14 in Basanagouda v. SB Amarkhed, AIR 1992 SC 1163, when it proceeded as under:

  • “The Court, therefore, is clearly empowered and it shall be lawful for it to Order the production, by any party to the suit, such documents in his possession or power relate to any matter in question in the suit provided the Court shall think right that the production of the documents are necessary to decide the matter in question.” 
    • Note: Whether ‘discovery under Rule 12 is a condition precedent for ordering production of documents under Rule 14’ was not considered in this case.

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End Notes

Section 130 Evidence Act

  • Sec. 130 stipulates that no witness who is not a party to a suit shall be compelled to produce
    • (i) his title-deeds to any property, or
    • (ii) any document in virtue of which he holds any property as pledge or mortgagee.

It will be interesting to consider whether the court has jurisdiction to compel a party to produce his title deeds to any property – applying the converse analogy on the negative assertion in Section 130 (otherwise than ‘discovery’ under Rule 12).

The answer is – No.

  • In Dolagovinda Pradhan v. Bhartruhari Mahatab, 1993 CIVCC 394, 1993-3 LJR 506, 1991-2 Ori LR395, 1991-3 CurCC 519, it is observed (obiter) that under Order XI, Rule 14, CPC, it would be lawful for the Court to require, the party to the suit, to produce such documents in his possession relating to any matter in question in the suit subject to its lawful objections. The High Court pointed out the converse analogy on the negative assertion in Section 130 Evidence Act (which provides that no witness who is not a party to a suit shall be compelled to produce his title-deeds to any property). Though the High Court merely referred to “lawful” authority of the court to require production of the document from a party, it clear that the postulation laid down is that the court has the “power” to order production, because the court placed the proposition in converse to the direction in Sec. 130 of the Evidence Act. It does not appear to be a correct proposition in the light of ML Sethi v. RP Kapur (supra).

Sec. 66 of the Evidence Act reads as under:

  • 66. Rules as to notice to produce.—Secondary evidence of the contents of the documents referred to in section 65, clause (a) , shall not be given unless the party proposing to give such secondary evidence has previously given to the party in whose possession or power the document is, [or to his attorney or pleader,] such notice to produce it as is prescribed by law; and if no notice is prescribed by law, then such notice as the Court considers reasonable under the circumstances of the case.
  • Provided that such notice shall not be required in order to render secondary evidence admissible in any of the following cases, or in any other case in which the Court thinks fit to dispense with it:—
  • (1) when the document to be proved is itself a notice;
  • (2) when, from the nature of the case, the adverse party must know that he will be required to produce it;
  • (3) when it appears or is proved that the adverse party has obtained possession of the original by fraud or force;
  • (4) when the adverse party or his agent has the original in Court;
  • (5) when the adverse party or his agent has admitted the loss of the document;
  • (6) when the person in possession of the document is out of reach of, or not subject to, the process of the Court.

See blog: Notice to Produce Documents in Civil Cases

Courts to admit documents Without Proof

Section 163 of the Evidence Act, reads as under:

  • 163. Giving, as evidence, of document called for and produced on notice: When a party calls for a document which he has given the other party notice to produce, and such document is produced and inspected by the party calling for its production, he is bound to give it as evidence if the party producing it requires him to do so.

In Government of Bengal v. Santiram Mondal, AIR 1930 Cal 370, and R v. Makhan, AIR 1940 Cal 167 it was observed that Section 163 of the Evidence Act applies to Criminal Proceedings also. It is observed in Government of Bengal v. Santiram Mondal, AIR 1930 Cal 370, with respect to a document used under Sec. 163, as under:

  • “The further contention is that if they are to be admitted, they cannot be put in or at any rate used without proof. But the section itself says that the party calling for it is bound to give it as evidence if required to do so, and that certainly means that it goes in as a record of the particular proceeding and that it can be looked at to see what it includes or omits.”

Read Blog: How to Prove Whatsapp Chats, Facebook Messages and Website Information in Courts?

Court’s Jurisdiction to Require to Prove an Admitted Document

In any case, besides the powers of the court under Sec. 165 of Evidence Act, the scheme of the Procedural Acts (Evidence Act, CPC and CrPC) shows that the court has jurisdiction to require the party concerned to prove that document. We can rely on Sec. 58 of Evidence Act and Order XII, Rule 2A Proviso of the CPC and Sec. 294 of the CrPC to see the scheme of the procedural laws.

Section 294 of Code of Criminal Procedure reads as follows:

  • “294. No formal proof of certain documents. (1) Where any document is filed before any Court by the prosecution or the accused, the particulars of every such document shall be included in a list and the prosecution or the accused, as the case may be, or the pleader for the prosecution or the accused, if any, shall be called upon to admit or deny the genuineness of each such document.
  • (2) The list of documents shall be in such form as may be prescribed by the State Government.
  • (3) Where the genuineness of any document is not disputed, such document may be read in evidence in any inquiry, trial or other proceeding under this Code without proof of the signature of the person to whom it purports to be signed:
  • Provided that the Court may, in its discretion, require such signature to be proved.”

See Blog: PRODUCTION, ADMISSIBILITY & PROOF OF DOCUMENTS


Can a Commissioner be Appointed for Seizing Account Books

Can a Commissioner be appointed for seizing the books of account of a party to the suit in the exercise of its inherent powers?

  • No.
  • In Padam Sen v. The State of Uttar Pradesh, AIR 1961 SC 218, it was held that ‘the Munsif had no jurisdiction to appoint a Commissioner for seizing the account books of the plaintiff, which is passed by the Court is null and void’.

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Book No. 1

Civil Procedure Code

Power of attorney

Title, ownership and Possession

Principles and Procedure

Land LawsTransfer of Property Act

Book No. 2

Evidence Act – General

Book No. 3

Contract Act

Easement

Stamp Act

Will

Book No. 4: A Handbook on Constitutional Issues

Book No. 5: Common Law of CLUBS and SOCIETIES in India

Book No. 6: Common Law of TRUSTS in India