Documents required for a geographical indication application: a checklist built on rules 23, 27, 31 and 32 and the Registry's 2011 manual

Documents required explained: this guide covers what it means, who it applies to, the step-by-step process, documents required, fees, due dates and penalties in India — so you can stay compliant with confidence and avoid costly mistakes.

This guide turns the rules on the form and contents of a geographical indication application into a checklist, and then shows what the Registry looks at in its first scrutiny. Every requirement is tied to a rule of the Geographical Indications of Goods (Registration and Protection) Rules, 2002. Passages from the GI Registry's Manual of Practice and Procedure (2011) are marked as guidance: the manual has no force of law and is older than both amendments.

File Form GI-1 in triplicate with three copies of the statement of case (rule 23(1)), with five additional representations (rule 27(1)), the items listed in rule 32(1) and a statement of user with an affidavit (rule 25). The prescribed fee must accompany the filing. If the application does not meet section 11 or rule 23, the Registrar sends a deficiency notice and the applicant has one month from receipt to remedy it, or the application may be treated as abandoned (rule 31).

How to use this guide

Rule-by-rule explanations are in our articles on rule 23, rules 26 to 28, rules 29 to 31 and rule 32. The application itself is explained in our article on section 11 of the GI Act. For drafting the statement, see our companion guide on how to draft a statement of case.

Producer groups that want the file checked before it is filed often use a geographical indication registration adviser for a pre-filing review.

Part 1: the checklist, rule by rule

Fees are in the First Schedule as substituted in November 2025: entry 1A (one class) and 1B (convention country) Rs. 1,000 each, and entries 1C and 1D Rs. 1,000 for each class. Rule 10(5) treats a document filed without the fee, or with insufficient fee, as not filed. See our article on the First Schedule.

Rule 23(6) adds conditions for every application: the indication must be defined with sufficient precision; the graphical representation must stand in place of the indication without samples; and a person reading the Register or the Journal must be able to understand what the indication is. A three-dimensional indication or a colour claim is acted on only if the application says so (and, for colours, specifies them).

Part 2: what the manual adds on handling documents (guidance)

The manual's paragraphs 03.04 to 03.06 repeat and expand rules on size, signing and fees:

• Size and language. Documents in Hindi or English, typewritten or printed in large legible characters on strong paper, one side only, about 33 cm by 20 cm, with a margin of not less than 4 cm on the left (compare rule 12(1)). The manual says it is "desirable" to use A4 with margins of at least 4 cm on top and left and 3 cm on bottom and right, 1 1/2 or double line spacing, a plain font such as Arial, Times Roman or Courier, preferably size 12. That A4 advice is the manual's, not a rule.
• Signing. An association's document is signed by the authorised signatory, who states his capacity below the signature, with the name in English capitals or in Hindi (compare rule 13). The manual says it is desirable to file documents as annexures and for the signatory to sign at the end of each annexure.
• Fees. The manual repeats the modes of payment and says a document is not deemed filed, and the Registrar does not act on it, until the fee is paid. This matches rule 10(5). Fee amounts in the manual are out of date and are not used here.

Part 3: what the manual adds on contents (guidance)

The manual's paragraph 03.08 says the application should include the duly filled form, the statement of case, three certified copies of the map, a list of the association's producer members (not necessarily exhaustive), additional representations, the affidavit under rule 32(6)(a), the association's registration certificate and bye-laws (with an English translation if needed), and, for a convention application, the foreign office certificate.

Two points conflict with, or go beyond, the rules.

1. Additional representations. In paragraph 03.08 the manual says only two additional representations are sufficient because the Registry digitised its forms. In paragraph 04.01 it lists the filing of "Five Additional representations" among the points checked in preliminary examination. Rule 27(1) requires five and has not been amended. Treat five as the rule and check the current Registry practice.
2. Affidavit. The manual says no affidavit is needed from an association of producers. Rule 32(1)(6)(a) lists the affidavit within the statement of case. The remark reflects 2011 practice and does not amend the rule.

Part 4: preliminary examination (guidance on a rule 31 step)

Rule 31 provides that where an application "does not satisfy requirements under section 11 or rule 23, the Registrar shall send notice thereof to the Applicants to remedy the deficiencies", and that if within one month from receipt the applicant fails to remedy any deficiency, "the application may be treated as abandoned". The manual's paragraph 04.01 says an Examiner or Authorised Officer scrutinises the application and statement for:

• proper form;
• fees paid;
• signature of the applicant or agent;
• five additional representations;
• statement of case in triplicate;
• three certified copies of the map, clearly showing the latitude and longitude of the indication's area;
• address for service in India for a convention application;
• power of attorney or authorisation form in original;
• correct class of goods;
• documentary evidence of the applicant's legal status (such as memorandum and articles, bye-laws, registration certificates);
• translation or transliteration of non-English or Hindi text; and
• the convention country certificate with particulars.

Some of these go beyond the text of the rules: the manual's "latitude and longitude" is not in rule 32(1)(6)(d), which asks for certified copies of the map showing title, publisher's name and date of issue. A careful applicant includes it anyway.

Paragraph 04.02 of the manual says deficiencies are communicated to the applicant or agent under rule 31, are to be complied with within the time stated in the communication, and that failing this the application may be treated as abandoned, although a one-month extension may be requested in Form GI-9(C) with the prescribed fee. Rule 31 itself fixes one month from receipt and does not mention an extension. The extension of time on Form GI-9 under rule 83 and entry 9C (Rs. 300 as per the First Schedule as substituted in November 2025) applies to times that are not expressly provided in the Act and not already extendable under the Rules; see our article on rules 83 to 85. Whether rule 83 covers the rule 31 period is a question to confirm with the Registry.

An example

Himalayan Walnut Growers' Federation prepares its file against the checklist. It prints Form GI-1 in triplicate with three copies of the statement of case, adds the affidavit on representing the producers, three certified copies of the map, the bye-laws, a statement of user with an affidavit and sales exhibits, and five matching representations. The logo has Hindi words in Devnagari, so no transliteration is needed. Two months later the Registry sends a rule 31 notice: the Federation's map copies did not show the date of issue. The Federation sends corrected certified copies within one month of receipt, and the application goes forward.

Silences

• Rule 31 does not state a time for the Registrar to send the notice. The manual's Chapter 15 says two months from receipt of the application; that is a 2011 statement of the Registry, not a rule.
• The rules do not say what happens after the application is "treated as abandoned", beyond the word "may".

Amendments made after November 2025 should be checked before acting.

Need help assembling your application?

A missing map date or a missing affidavit can cost a month and risk abandonment. Our geographical indication registration team can check your file against this list before it is filed and answer any deficiency notice.

Key takeaways

• Form GI-1 in triplicate with three copies of the statement of case; five additional representations; the prescribed fee.
• Rule 32(1) lists the statement's contents; rule 25 requires a statement of user with an affidavit.
• Rule 31: one month from receipt to remedy deficiencies, or the application may be treated as abandoned.
• The manual is guidance only and differs from rule 27(1) on the number of representations.
• Entries 1A to 1D are Rs. 1,000 (per class for 1C and 1D) as per the First Schedule as substituted in November 2025.
• Check Registry practice and later amendments before filing.

Read next

• How to draft a GI statement of case
• GI registration time limits at every stage
• Rule 29 to 31: transliteration, name of goods and deficiencies
• GI registration process: application and certificate

Disclaimer: Based on the Geographical Indications of Goods (Registration and Protection) Rules, 2002 as notified on 8 March 2002 and as amended by the Amendment Rules of 2020 (G.S.R. 528(E)) and 2025 (G.S.R. 812(E)), as consulted on 2 October 2026. Later amendment rules, forms and fees should be checked in their current form. This article is general information, not legal advice; check the official text before acting.