GST REG-03 explained: when the officer queries your application

Why REG-03 is issued

Under Rule 9(2), the officer can raise a query if the application or documents are incomplete or unclear. Typical reasons are routine but must be answered precisely.

• Address proof unclear, unsigned or in a third party's name without consent
• Rent agreement unregistered, expired or missing pages
• Mismatch between the name on documents and PAN
• Photographs of premises or name board asked for
• Partnership deed or authorisation letter missing
• Doubts after a physical verification visit

Time limits

The officer must issue REG-03 within the time allowed for deciding the application, normally 7 working days, or 30 days where physical verification applies. You then have 7 working days from receipt to reply in REG-04. If the reply is satisfactory, the officer approves the application; if there is no reply or it is unsatisfactory, the officer can reject it in REG-05 with reasons.

How to reply well

Read the notice line by line and answer each point separately. Upload clear, complete PDFs within the size limits. If the officer asks for something you cannot supply, explain why and give an alternative document. Where the query concerns premises, photographs of the entrance with the board and a fresh consent letter usually help.

• Do not reupload the same unclear document
• Keep the language factual and short
• Check that every document is signed where needed
• File the reply before the due date, not on the last hour

If the application is rejected

After a REG-05 rejection you can file a fresh REG-01 with corrected documents, or file an appeal if you believe the rejection was wrong. A professional can draft the REG-04 reply and organise the documents so the officer's specific objections are met.

Get it handled for you

Received a notice like this? Our chartered accountants draft the reply from your records and an authorised representative follows up with the officer, so you do not have to visit the department. Call or WhatsApp +91 63677 44602, or use the form below.

This guide explains the law in general terms as of October 2026. Time limits and requirements can depend on the facts of your case and on the notice you received.