Status Tracking
Overview
The Status Tracking service allows citizens to monitor the real-time progress of their applications, service requests, and grievances submitted through the KKD eServices Portal. Whether you have applied for a certificate, submitted a building permit application, or lodged a public grievance, this service provides complete transparency into the processing pipeline, from submission to final disposal.
The tracking system is updated in real time as applications move through various stages of processing. Citizens receive proactive notifications via SMS and email at each significant milestone, ensuring they are always informed about the status of their submissions without needing to visit government offices or make repeated enquiries.
How to Track Your Application
The KKD eServices Portal offers three convenient methods for tracking the status of your applications:
Method 1: Track by Reference Number
Every application submitted through the portal generates a unique Reference Number (also called Application ID or Acknowledgement Number). This is the quickest method for status tracking.
- Visit the KKD eServices Portal and navigate to the "Track Status" section.
- Select the service type from the dropdown menu (e.g., Birth Certificate, Trade Licence, Grievance).
- Enter your Reference Number in the designated field.
- Complete the CAPTCHA verification.
- Click "Track" to view the current status, processing history, and expected completion date.
Method 2: Track by Login
Registered users can view all their applications and their respective statuses through their personal dashboard.
- Log in to the KKD eServices Portal using your registered credentials (mobile number/email and password, or Aadhaar-based OTP).
- Navigate to "My Applications" from the dashboard menu.
- View the list of all submitted applications with current status indicators.
- Click on any application to view detailed processing history, officer remarks, and any pending actions required from your end.
Method 3: Track by SMS
Citizens who do not have internet access can track their application status via SMS. This service is available on all mobile networks.
- Open the messaging application on your mobile phone.
- Type the message in the following format: STATUS [Reference Number] (e.g., STATUS KKD2026031500123).
- Send the SMS to 56161.
- You will receive an automated reply within a few minutes containing the current status of your application.
Application Status Meanings
The following table explains the various status indicators used in the tracking system. Understanding these statuses will help you determine the current stage of your application and any actions that may be required from your side.
| Status | Meaning | Action Required |
|---|---|---|
| Submitted | Your application has been successfully received by the system and is awaiting assignment to a processing officer. | No action required. Retain your reference number. |
| Under Review | Your application has been assigned to a processing officer and is currently being reviewed. Document verification is in progress. | No action required. Wait for further updates. |
| Pending Documents | The processing officer has reviewed your application and requires additional documents or clarifications before proceeding. | Log in and upload the requested documents. The deadline for submission will be indicated. |
| Field Verification | A field verification visit has been scheduled by the concerned authority. An officer will visit the address provided in the application. | Ensure availability at the registered address during the scheduled verification window. |
| Awaiting Approval | All verifications are complete. The application is pending final approval from the sanctioning authority. | No action required. Approval is expected shortly. |
| Approved | Your application has been approved. The certificate or document is being prepared for issuance. | Download the digital copy from your dashboard or collect the physical copy from the designated office. |
| Rejected | Your application has been rejected. The reason for rejection is provided in the remarks section. | Review the rejection reason. You may re-apply with corrected information or file an appeal within 30 days. |
| Dispatched | The physical copy of your document has been dispatched via registered post to the address provided in your application. | Expect delivery within 5-7 working days. A postal tracking number will be shared via SMS. |
| Closed | The application process is complete. The document has been issued and delivered, or the grievance has been resolved. | No further action required. Provide feedback if prompted. |
| On Hold | Processing has been temporarily paused due to administrative reasons or pending inter-departmental clearance. | No immediate action required. Contact the helpline if the hold extends beyond 15 working days. |
SMS and Email Notifications
The KKD eServices Portal sends automatic notifications to keep citizens informed at every stage of their application processing. Notifications are sent through the following channels:
- SMS Notifications: Sent to the registered mobile number at each status change. SMS notifications include the application reference number, current status, and any action required. To opt out of SMS notifications, send "STOP KKD" to 56161.
- Email Notifications: Detailed email updates are sent to the registered email address with comprehensive information about the status change, officer remarks, and next steps. Email notifications include links to log in and view the full application history.
- Push Notifications: If you have installed the KKD eServices mobile application, you will also receive push notifications for instant updates.
To update your contact details for receiving notifications, log in to your account and navigate to "Profile Settings." Ensure your mobile number and email address are current and accurate to avoid missing important updates.
Common Issues and Troubleshooting
- Reference number not found: Ensure you have entered the reference number correctly, including any prefix (e.g., KKD2026XXXXXXXX). The reference number is case-sensitive. If the issue persists, the application may still be in the initial processing queue. Allow 24 hours after submission before attempting to track.
- Status not updated for an extended period: If the status has not changed for more than 10 working days, the application may require escalation. Contact the helpline at 1800-425-3077 or lodge a follow-up through the Public Grievance / Helpdesk.
- Not receiving SMS or email notifications: Check that your registered mobile number and email address are correct in your profile settings. Ensure that messages from KKD eServices are not being filtered as spam. For SMS issues, check with your mobile operator that the short code 56161 is not blocked.
- Application shows "Pending Documents" but all documents were uploaded: Log in to your dashboard and check the remarks section for specific document requirements. The processing officer may require a different format, clearer scan, or an additional document not originally listed.
- Application rejected without clear reason: If the rejection reason is unclear or you believe the rejection is erroneous, you may file an appeal within 30 days of the rejection date through your dashboard. Alternatively, contact the concerned department directly or lodge a grievance for review.
For further assistance with status tracking, contact the helpline at 1800-425-3077 or email support@kkdeservices.com. Detailed service delivery statistics and processing timelines are available on the Reports and Dashboards page.