Rules 13-14 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 13 says who must sign documents filed at the Geographical Indications Registry, depending on whether the filer is an association of persons or producers, a body corporate, an authority or a partnership. Rule 14 says how documents may be sent and when they are deemed to have been delivered. Getting these two rules right avoids defects that have nothing to do with the merits of the indication.
An application by an association of persons or producers is signed by its authorised signatory. A body corporate, organisation or statutory authority signs through its Chief Executive, Managing Director, secretary or other principal officer, and a partnership through at least one partner. The signatory's capacity must be stated below the signature, and the name must appear in English or Hindi in capital letters. Documents may be posted by prepaid letter and are deemed delivered when the letter would arrive in the ordinary course of post.
Rule 13(1): who signs for whom
Rule 13(1) is written for different kinds of filer. The table summarises it.
| Filer | Who signs under rule 13(1) |
|---|---|
| Association of persons or producers (an application for registration) | The authorised signatory thereof to sign such documents |
| Body corporate | The Chief Executive, or the Managing Director or the secretary or other principal officer of the organisation |
| Organisation or authority established by or under any law for the time being in force | The same officers: Chief Executive, Managing Director, secretary or other principal officer |
| Partnership | At least one of the partners |
The last sentence of rule 13(1) requires that the capacity in which an individual signs on behalf of an association of persons or a body corporate "shall be stated below his signature". A signature without the capacity beneath it is incomplete.
For anyone preparing a GI registration application, two practical points arise, because GI applicants are very often societies, cooperatives, producer companies or statutory boards:
- A society should hold a resolution authorising a named person to sign. Rule 13 uses the words "authorised signatory", so the authority should exist before the application is signed.
- A statutory authority, such as a board set up by an Act, signs through its principal officer.
Rule 23(1) separately says that an application for registration must be signed by the applicant or his agent. The agent route needs a valid authorisation on Form GI-10 under rule 20, discussed in our article on authorisation of an agent. Also see our article on who can apply for GI registration for context on the applicants themselves.
Rule 13(2): the name in capitals
Rule 13(2) says signatures to an application and any other documents "shall be accompanied by the name of the signatory in English or in Hindi and in capital letters". This is a plain formality, but registries treat it as part of a complete filing. Print the name in capitals beneath the signature, followed by the capacity.
A model block, with an invented name, would read:
Signature RAMESH KUMAR NAIR Secretary, for and on behalf of the Konkan Spice Growers' Association
Rule 14(1): service by prepaid post
Rule 14(1) provides that all applications, notices, statements, papers having representations affixed to them, or other documents authorised or required by the Act or the Rules to be made, served, left or sent at or to the Registry, or with or to the Registrar or any other person, "may be sent through the post by a prepaid letter".
It uses the word "may", so post is permitted but not made compulsory. Rule 12(4), explained in our article on forms, size of documents and electronic filing, allows electronic filing only after notification in the Journal. Rule 14 does not mention courier or speed post by name; the Registry's Manual of Practice and Procedure (2011), which is guidance without the force of law, mentions post, registered post, speed post and courier, but a party should rely on the Rules first.
Rule 14(2) and (3): when sending is complete, and proof
Rule 14(2) says any application or document so sent "shall be deemed to have been made, served, left or sent at the time when the letter containing the same would be delivered in the ordinary course of post". The relevant date is therefore the date of ordinary-course delivery, not the date of posting and not the date the Registry in fact opened the envelope.
Rule 14(3) says that in proving such sending it is sufficient to prove that the letter was properly addressed and put into the post. Keep the postal receipt, a copy of the covering letter and a note of the address used.
This connects with the fee rule: rule 10(3) applies the same "ordinary course of post" idea to money orders, bank drafts and cheques. See our article on rule 10.
The rule 14 deemed-delivery test in practice
- Where a limit is running, for example a period for filing a counter-statement, the deemed delivery date is the relevant date. Do not post at the last moment and assume the posting date counts.
- A letter that is not properly addressed does not get the benefit of rule 14(3).
- Rule 14 deals with sending documents to the Registry, the Registrar and any other person. Documents sent to an applicant at the address for service follow the address rules in our article on address for service in India.
A worked example
Madhubani Folk Painters' Society, an invented body, is applying for registration of the name of its paintings. Its secretary signs the application. Beneath the signature the secretary writes the name in capital letters and the capacity: "Secretary, for and on behalf of Madhubani Folk Painters' Society". The Society posts the application by prepaid letter, keeps the receipt, and notes the date. Under rule 14(2) the application is deemed made when the letter would be delivered in the ordinary course of post, and rule 14(3) lets the Society prove sending by showing the letter was properly addressed and put into the post. All names are invented.
Need help with signing and sending GI papers?
A document signed by the wrong person, or without the capacity shown, can hold up a GI filing. We help societies and companies sort out the signing authority and prepare a clean set of papers; read more about our geographical indication registration support.
Key takeaways
- An association of persons or producers signs through its authorised signatory (rule 13(1)).
- A body corporate or statutory authority signs through its Chief Executive, Managing Director, secretary or other principal officer; a partnership through at least one partner.
- The capacity must be stated below the signature, and the name given in English or Hindi in capital letters (rules 13(1) and (2)).
- Documents may be posted by prepaid letter and are deemed delivered when the letter would be delivered in the ordinary course of post (rule 14).
- Proof of sending is sufficient if the letter was properly addressed and put into the post.
- Amendments after 3 November 2025 should be checked.
Read next
- Rules 15-16: particulars of address and statement of principal place of business
- Rules 11-12: forms, size of documents and electronic filing
- Section 11 of the GI Act: application for registration of a geographical indication
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.