SOP Possession Version 2

1. Internal document
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SOP - Possession
Details:
Process Possession
Date 01/30/2018
Version VER 2/Possession/ 0118
Product Movable assets of Retail Products
Scope: Broadly defines guidelines for possession criteria, procedure, MIS, asset storage
policy, release of possessed asset to borrower on part payment or foreclosure and
disposal of asset (release of asset to buyer). This note would be applicable for all movable
assets of Retail assets.
Includes following processes:
1. Repo kit printing, issuance and storage – For PMT
2. Approval process for Repossession, Repo kit requisition, Repossession, Storage,
Valuation & Lost Repo kit documentation.
Steps:
1. Repo Kit printing and storage – For Process Management team (PMT) - Central team
Sr.
No
Process Steps FPR Tentative TAT
*
Deviations if any
1 Check with Projects team for
numbering of Repo Kit (in order to
align with Repo module in Y -
CAPS).
PMT T-0
2 Send request for printing Repo Kit to
INM team / printer, based on
existing arrangement from time to
time
PMT T-0
3 INM team / Printer to print Repo
Kits as per instructions from PMT
INM Team/
Printer
T-1 to T-20

2. Internal document
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SOP - Possession
4 Receiving of Repo Kit PMT T+20
5 Checking of Repo Kit number PMT T+20 Deviation 1:- In case of
discrepancy, the same to
be reported to seniors for
approval.
6 Update the Repo Kits in Repo Kit
register.
PMT T+20
7 Storage of Repo Kit, preferably in
FRFC.
PMT T+20
2. Approval process for Repossession, Repo kit requisition, Storage & Valuation.
Sr.
No
Process Steps FPR Tentative
TAT*
Deviations if any
1 Post 60 DPD LRN is issued to the
customer
CP NA
2 Post issuance of LRN, approval to
be taken from Collection Head for
repossession considering below
points :
Based on buckets as per product
wise matrix in collection manual
and feedback, decide the case
where possession may need to be
done
Imp :
Please avoid possession if any of
below :
- Case below 60 DPD.
- >90% of loan is repaid
- Death case
- VVIP / Politically connected /
HNI customer
- Customer has already filed case
against YES BANK
SL/ RL As and when
required
Deviation 2:-
In case possession is to
still be carried out
despite any of the
above conditions, then
same to be mentioned
while seeking
approval.

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SOP - Possession
- Escalation cases (Sensitive or
Open cases)
- Accident / Total loss assets which
wouldneed to be towed/ scrapped
- High tech equipment which are
not supposed to be moved (fixed or
installed, such that moving it will
damage the equipment)
- Loaded vehicles having
hazardous / perishable goods
3 Post receipt of approval from
collection head, case is allocated to
Agency for the purpose of tracing
the asset.
SL Within 2 days
of approval
4 Registration & Hypothecation
details to be check as per RTO
records online, wherever available.
CP/SL Within 2 days
of approval
Deviation 3:- In case of
any mismatch, the
same needs to be
informed to seniors &
approval to be taken to
carry out possession.
5 Check for LRN issuance status. If
the LRN is not dispatched then
initiate the process of LRN
issuance.
Please await 10 days from date of
issue of LRN ( 3 days fordelivery of
notice and 7 days period granted to
customer for repayment of loan)
Post confirmation of registration
details matching as per RTO
records and issuance of LRN,
CP/SL to send request to PMT.
CP/SL 10 days from
the date of
issue of LRN
6 Post confirmation of registration
details matching as per RTO
records and issuance of LRN,
CP/SL to send request to PMT &
provide the below details:
a. CH approval
b. Customer name & loan no,
c. Linked Loan no, if any
d. Registration no
CP/SL

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SOP - Possession
7 On receiving request, PMT to check
following:
- DPD of case is same or higher as
mentioned in approval
- All details matching as mentioned
in approval raised to CH
- CheckLoanRecallNoticeis issued
and more than 10 days from date of
letter
PMT T+1 Deviation 4: - In case of
any parameter details
not matching the same
needs to be highlighted
& deviation approval
to be sought by CP/SL
from appropriate
authority.
8 On confirming fulfilment of all
parameterstakeRepoKitandfill all
details :
- Customer name & agreement no.
- Empaneled repo agency (please
confirm allocation for repo to that
agency in system, whenever
available)
- Issue date and Expiry date
Imp : Please do not issue Repo Kit
to any un empanelled repo agency
PMT T+1 Deviation 5:- - In
exceptional cases, if
repo to be done by un
empanelled repo
agency then prior
approval is required
from CH.
9 Update Repo Kit no. and issuance
details in Repo Kit register.
Dispatch the same to requestor.
PMT T+1 Deviation 6: - In case of
scan Repo Kit issuance,
CH approval is
required.
10  CP to receive the physical
Repo-kit, check all details
filled correctly.
 Send confirmation of Repo
Kit received to PMT.
 SignandstamptheRepoKit
before issuing to the Repo
agency. Also take
acknowledgement on copy
&/ in register
CP/SL T+2 to 3 Deviation 7:- No
possession or
surrender to be taken
withoutvalidRepo Kit.
11 Track and confirm Repo Kit has
been received by CP
PMT T+4
12 On tracingtheasset,intimatepolice
authorities about the scheduled
possession via letter.
Take properacknowledgementand
signature of the concerned Police
officials onthepre-possession letter
Repo agency T
(Where T is
date of
repossession)
Deviation 8:- Cases
where police does not
co-operate or accept
such letters, letter
should be sent by
RPAD/ Speed post

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SOP - Possession
13 Only authorized possession agent
should completely fill up inventory
sheet to generate an inventory of
items and accessories available
with the asset at time of possession.
Inventory sheets will be in
quadruplicate.1st copy is customer,
2nd copy: Stockyard; 3rd copy:
Agency copy, 4th copy: office.
Collecting original keys, original
RC document, permit copies (for
commercial vehicles) of possessed
asset is highly recommended.
Important : -
1. Repo agency to strictly
follow the Code of conduct
2. In case there are any
valuables kept in the asset,
the same to be returned to
the borrower/driver on the
spot.
3. In case of commercial
vehicles which are laden,
where ever possible, please
ask borrower / consignor /
consignee to unload the
goods before taking
possession.
Repo
Agency
T Deviation 9: - In case of
any violence or
resistance from
customer agency
should abandon the
possession activity and
document the same
with Bank officials.
14 Post repossession intimate police
about the repossession
Repo agency T Deviation 10 :- Cases
where police does not
co-operate or accept
such letters, letter
should be sent by
RPAD/ Speed post
15 Take the repossessed vehicle to
the nearest empanelled yard.
Possession intimation to be
given to PMT team over mail.
Repo
agency&/CP
a. -
T
(Within 24
hours of
possession)
Deviation 11:- In case
asset is repossessed far
off from any
empanelled yard, an
un empanelled yard
can be opted as a strict
exception, provided it
meets the minimum
criteria and approval
to be sought from CH.

6. Internal document
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SOP - Possession
Agreement to be
signed, KYC of Stock
Yard owner to be
collected & sent to
PMT.
16 Stockyard person to take inventory
of asset, match the items and sign
on the inventory sheet of the Repo
Kit.
Acknowledge the copy of
inventory sheet of the repo agent ,
handover their copy & inform to
PMT vehicle entry in yard
Park the asset at designated area
inside the yard. Inward & outward
movement of asset to be updatedin
the register.
Stock Yard Deviation 12: -In case
of any mismatch in the
inventory sheet & the
physical asset, the
same needs to be
communicated
immediately to the
central team over mail.
17 Upon receipt of possession
intimation from CP, pre- sale notice
to be sent to customer.
** Refer Annexure 6.
PMT Within T+7 Deviation 13:- Prior
confirmation from
requisite authority is
required for non-
dispatch of presale
notice.
18 All possessed or surrendered
vehicles needs to be valued.
Preferable to get valuation of asset
by 2 independent govt. certified
valuers.
The valuation report has to be
shared with the Central team and
hard copy to be inserted in the
repo-kit
CP/SL &
empaneled
Valuer
Within T+2 Deviation 14: - CH
approvalis required,in
case of un-empaneled
Valuer.
Mandatory to have at
least one valuation
report.
For collaterals above
Rs.50 Crores,
(irrespective of
sanction amount),
valuations has to be
done by 2 independent
valuers
19 Incaseof ladenvehicles,CP/SLhas
to inform PMT & provide copy of
Lorry receipt, Invoice, etc. through
mail.
CP/SL T+1

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SOP - Possession
20 In case of laden vehicles, PMT will
checktheLorryreceipt,Invoice, etc.
& then issue Consigner– Consignee
notice to relevant authorities on
their address provided by CP for
removal of goods.
** Refer Annexure 5.
PMT Within T+7 Deviation 15: - Prior
confirmation from
requisite authority is
required for non-
dispatch of notice.
21 Inspection of assets by prospective
buyer to be allowed only within
official timings of stockyard. i.e.,
after 9.30 AM and before 6.30 PM.
Inspection letter to be issued by
CP/SL to prospective buyers.
** Refer Annexure 4.
CP/SL &
stockyard
As and when
asset is ready
for disposal
22 Post disposal of asset (as covered in
SOP for disposal of assets through
auctions) Post Sale notice to be
issued.
** Refer Annexure 7.
PMT. Within 7 days
from date of
loan closure
23  Please refer to the SOP for
auctions for the process of
issuance of Release letter to
borrower / buyer.
 ** Refer Annexure 3.
 Stockyard agency should
release theassets only on receipt
of asset release memo which
should be signed by authorized
signatory.
 Information to be given to PMT
over mail for release of asset
 Outward register to be updated
accordingly.
CP/SL &
Stockyard
As and when
Buyer comes to
yard for taking
delivery of
asset
24 Details to be tracked by HO for
utilized and unutilized Repo Kit as
per format.
All the utilized Repo Kit along with
relevant documents to be sent to
PMT within 48 hours of possession.
All the expired Repo Kit to be
dispatched to PMT team within 48
hours from date of expiry
** Refer Annexure 1.
CP/SL T+2

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SOP - Possession
3. Process for Utilized Repo Kit
Sr.
No
Action step FPR TAT Deviation
1 a. Take copies of Used Repo
Kits along with original
documents.
** Refer Annexure 1.
b. Retain the copy. Preferable
to scan and store the
images.
c. Send the original Repo Kit
and documents to Central
team
CP/AL/SL T
2 PMT to receive the Repo Kit PMT T+1 to 2
3 Once Repo Kit is checked, ensure
properfiling andstorage is done of
the used Repo Kit and attached
documents
PMT T+ 4 Deviation 16: - In case
of any discrepancy,
then the same needs
to be published to
concern person &
resolution needs to be
arranged.
4 Post completion of audit all
utilized Repo Kits are to be sent to
storage vendor as per document
retention policy
PMT T+4
5 Barcoding & dispatch detail wise
file to be maintained for all cases
sent to storage.
PMT T+4

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SOP - Possession
4. Process for Unutilized Repo Kit
Sr.
No
Action step FPR Tentative TAT
*
Deviation
1 If Repo Kit is expired/unutilized,
CP/AL/SL to strike off (cancel off)
the entire Repo Kit and send the it
to central team
CP/AL/SL T+2
WhereT is date
of expiry of
Repo kit
2 Post receiving theRepo Kit,update
the Repo Kit register and ensure
Repo Kit is cancelled
PMT T+3 to 4
3 All cancelled Repo Kit is
shredded/purged. Post monthly
audit& shredding certificateneeds
to be obtained from auditor.-
PMT T+5
5. Lost Repo Kit Process: -
Sr. No Action step FPR Tentative TAT
*
Deviation
1 Lost Repo Kit intimation to be
given to CP on agency letter head
along with FIR copy & indemnity
bond on Rs.100 stamp paper.
Agency
2 CP/SL will inform to central team
for loss of Repo Kit along with FIR
copy, indemnity bond on Rs. 100
stamp paper, Lost Repo Kit
intimation letter.
CP/SL
3 Up on receipt of lost Repo Kit
intimation, PMT update the lost
Repo Kit tracker & filed the
documents in separate Box file.
PMT
4 Send the draft of paper publication
to MCC team for vetting.
PMT
5 Share the vetted paper publication
draft with CP for publication.
PMT
6 Take monthly CH approval for all
lost cases.
PMT
7 File paper publication copy along
with other documents.
PMT

10. Internal document
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SOP - Possession
Annexure 1:- Repo documents checklist
Annexure 2:- Bid winning Letter format
Annexure 3:- Asset Release Letter format
Annexure 4:- Vehicle Inspection Letter
Annexure 5:- Consigner consignee notice format
Annexure 6:- Presale notice format
Annexure 7:- Post sale notice format