Rules 11-12 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.
Rule 11 says that the forms in the Second and Third Schedules must be used in all cases to which they apply, and explains when a replica or a machine readable form will do. Rule 12 sets the physical shape of the documents filed at the Registry, such as language, paper, size and margin, and allows the Registrar to permit electronic filing after notification in the Journal.
The forms in the Second and Third Schedules must be used in all cases to which they are applicable, and every form must carry the prescribed fee. A replica, or a form acceptable to the Registrar with the same information, satisfies the rule. Documents must be in Hindi or English, on strong paper of about 33 cm by 20 cm, with a left margin of at least 4 cm. Electronic filing and machine readable forms depend on notifications in the Geographical Indications Journal.
Rule 11(1) and (2): use the prescribed form and attach the fee
Rule 11(1) says the forms set forth in the Second and the Third Schedules "shall be used in all cases to which they are applicable and may be modified as directed by the Registrar to meet other cases". The Second Schedule lists Forms GI-1 to GI-10; the Third Schedule carries the Registrar's own forms O-1 to O-5. Since the Amendment Rules, 2020, the authorised user forms are Form GI 3A and Form GI 3B, substituted for the old Form GI-3. Our article on the forms in the Second and Third Schedules lists each of them with the section and rule it serves.
Choosing the right form is the first step of any geographical indication registration filing. Rule 11(2) says any form, when filed at the Registry, "shall be accompanied by the prescribed fee". This is the same point that rule 10(2) makes, and the consequence of a missing or short fee is in rule 10(5); see our article on rule 10 and the mode of payment.
Rule 2(1)(k) defines a "form" as one in the Second or the Third Schedule only. That wording is narrow, and a form that is not in either Schedule is not a "form" for the Rules. The Registrar's power to modify a form "to meet other cases" is the route for situations the Schedules do not cover.
Rule 11(3): replicas and acceptable forms
Rule 11(3) says the requirement to use a form is satisfied by:
- a replica of that form; or
- a form acceptable to the Registrar that contains the information required by the form in the Schedule and complies with any direction as to the use of such a form.
This allows agents and groups to type the form in their own layout, but the information content must match, and any direction from the Registrar still has to be followed. A form that omits a field because it looks unnecessary is at risk.
Rule 11(4): machine readable forms
Under rule 11(4) the Registrar may, after notification in the Geographical Indications Journal, specify the forms that must be submitted in machine readable form. The forms must then be completed in the manner specified so as to permit automated input into a computer, "such as by character recognition or scanning". Until the Registrar notifies, there is no such requirement; check the Journal for any notification.
Rule 12(1): size, paper, language and margin
Rule 12(1) is subject to any other directions the Registrar gives. It says all applications, notices, statements or other documents, except the geographical indication itself, must be:
| Requirement | What rule 12(1) says |
|---|---|
| Method | Typewritten, lithographed or printed |
| Language | Hindi or English |
| Characters | Large and legible |
| Ink | Deep permanent ink |
| Paper | Strong paper |
| Sides | One side only, except for affidavits |
| Size | Approximately 33 cms by 20 cms |
| Margin | Left hand part: not less than 4 centimetres |
The exemption of affidavits is only from the "one side only" requirement; the other requirements still apply. The geographical indication itself is outside rule 12(1), because its representation is dealt with in rules 26 to 28.
Rule 12(2): duplicate documents
Rule 12(2) says duplicate documents, including copies of geographical indications, must be filed at the Registry if at any time so required by the Registrar. An applicant who is told to file duplicates should do so in the same form and on the same type of paper.
Rule 12(3) and (4): altering size and filing by electronic means
Rule 12(3) lets the Registrar, after notification in the Geographical Indications Journal, alter the size of all applications, notices, statements or other documents and forms "to make it compatible in machine readable form". Rule 12(4) lets the Registrar, again after notification in the Journal, permit the filing of applications, statements, notices or other documents by electronic means, subject to conditions he may specify either generally by published notice in the Journal or in a particular case by written notice to the person who wishes to file by such means.
The text of the Rules does not describe any portal, login, digital signature or online payment steps. Do not assume any particular online procedure from these Rules; look for the notification in the Journal. A draft guideline on filing has been published for comments, but a draft is not law and does not change these Rules.
A worked example
A producers' federation, an invented body, prepares its application using a word-processed copy of the form. It keeps all the headings and fields of the Schedule form, prints it in Hindi on strong paper of approximately 33 cm by 20 cm, leaves a margin of more than 4 cm on the left, prints on one side only, and attaches the fee. This satisfies rules 11(3) and 12(1), because the replica carries all the information required by the form. For its affidavit, the federation may print on both sides, since rule 12(1) excepts affidavits from the one-side rule. If the Registry later notifies electronic filing, the federation would check the conditions specified in the notice. All names are invented.
Need help with GI forms and filing format?
Rejected formats and wrong forms cost time at the start of a GI file. Our team prepares and checks filings on the correct forms; see our GI registration service for how we support groups, societies and exporters.
Key takeaways
- Forms in the Second and Third Schedules must be used wherever they apply (rule 11(1)).
- A replica, or a form acceptable to the Registrar with the same information, satisfies the rule (rule 11(3)).
- Every form carries the prescribed fee (rule 11(2)).
- Documents are in Hindi or English, on strong paper of about 33 cms by 20 cms, with a left margin of at least 4 centimetres, one side only except affidavits (rule 12(1)).
- Machine readable forms, altered sizes and electronic filing depend on notifications in the Journal.
- Check for amendments made after 3 November 2025.
Read next
- Rules 13-14: signing and service of documents
- Rule 10: fees and mode of payment
- Sections 86-87 of the GI Act: power to make rules
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.