Rules 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 12 sets the physical form of documents sent to the Trade Marks Registry: language, paper, ink, margin, duplicates, and the Registrar's power to allow electronic filing. Rule 13 says who must sign, how the signature is to be accompanied by a printed name, and that online "signing" includes a digital signature. If you prepare a trademark registration application on paper, these rules decide whether the paper is acceptable.
Paper documents must be typewritten and printed in Hindi or English, on strong A-4 or legal size paper, one side only, with a left margin of at least four centimetres (rule 12(1)). Documents are signed by the applicant, the opponent or a duly authorised person, with the name in Hindi or in English capitals (rule 13). For online filing, "signing" includes digital signature.
Rule 12(1): the paper rules
Rule 12(1) applies to "all applications, notices, statements, or other documents except trademarks" that the Act or Rules require to be served, left or sent to the Trade Marks Registry or the Registrar. The exception for "trademarks" means the representation of the mark itself is governed by rule 26, not by this rule. The requirements are:
| Requirement | Text |
|---|---|
| Method | Typewritten and printed |
| Language | Hindi or English |
| Legibility | Legible characters, with deep permanent ink |
| Paper | Strong paper of A-4 or legal size |
| Sides | One side only |
| Margin | Left-hand margin of not less than four centimetres |
| Subject to | Any other directions the Registrar may give |
The words "subject to any other directions that may be given by the Registrar" mean the Registrar can vary these requirements. The text does not list any such direction, so check the Registry's current notices.
Rule 12(2): duplicates
"Duplicate documents including copies of trademark shall be filed at the Trade Marks Registry if at any time required by the Registrar." The rule is conditional. The Registrar must require duplicates; the rule itself does not make them compulsory in every case. The phrase "at any time" means the demand can come at any stage.
Rule 12(3) and (4): electronic compatibility
- Rule 12(3): the Registrar may, after informing the public in the Journal, alter the size of applications, notices, statements, documents and Forms "to make it compatible in electronic mode".
- Rule 12(4): the Registrar may, after informing the public in the Journal, "permit the filing of applications, statements, notices or other documents by electronic mode subject to such guidelines and instructions as he may specify in the Journal."
The Journal here is the online Trade Marks Journal defined in rule 2(1)(l). So the paper rules in sub-rule (1) are the default for physical filing, and the electronic route follows whatever guidelines the Registrar publishes. See rule 11 for the related power to specify electronic Forms.
Rule 13: who signs and how
Rule 13 has three sub-rules.
- Who signs. "Any document required to be signed under the Act and the Rules shall be signed by the applicant or opponent or by a person duly authorised for the purpose." The rule names the applicant and the opponent. It uses the general words "a person duly authorised" for others, such as an agent or an officer of a company. For agent authorisation, see rule 19.
- Name with the signature. "Signatures to any documents shall be accompanied by the name of the signatory in Hindi or in capital letters, in English." So a signature on its own is not enough; the name must appear in Hindi, or in English capitals.
- Online filing. "In case of online filing of the document, the expression 'Signing' includes digital signature."
The text does not say what proof of authority is needed for "a person duly authorised", nor what happens to a document signed by the wrong person. Rule 23(1) adds that an application on Form TM-A "shall be signed by the applicant or his agent".
Putting it together
| Question | Answer from the Rules |
|---|---|
| Can I submit a handwritten application? | Rule 12(1) says documents must be typewritten and printed |
| Can I print on both sides? | No: "on one side only" |
| What margin must the left side have? | Not less than four centimetres |
| Who may sign a notice of opposition? | The opponent, or a person duly authorised (rule 13(1)) |
| Is a printed name required? | Yes, in Hindi or English capitals (rule 13(2)) |
| Does an e-filing need a wet signature? | Rule 13(3) says signing includes digital signature |
Example: Lakshmi Handlooms files a statement on paper. The text is typed in English, printed on A-4 on one side, with a three-centimetre left margin. Rule 12(1) asks for at least four centimetres, so the document does not meet the stated requirement. The text does not say what the Registry then does; the consequence is not stated in rule 12 itself. A company that signs through its director must show that the director is a "person duly authorised", and the printed name must appear in capitals beside the signature.
Where the rule 13 requirement of a signature is not met, rule 31 on deficiencies gives the general route for curing an application's defects within one month, though rule 31 speaks of requirements of the Act or rules for an application, not for every document.
Version note
This is the Rules as notified on 6 March 2017. Later amendments, and the Registrar's later notices on electronic filing, should be checked. For where the rule-making power comes from, see section 157 of the Act.
Need help with preparing and signing documents?
A document that is wrongly signed or wrongly formatted can cost time. If you want professional help, our trademark registration team prepares the papers and handles the signing and filing steps.
Key takeaways
- Paper documents: typewritten and printed, Hindi or English, A-4 or legal size, one side, left margin of at least four centimetres.
- The Registrar may require duplicates at any time and may allow electronic filing by Journal notice.
- The applicant, opponent or a duly authorised person signs.
- The signature must carry the name in Hindi or English capitals.
- Online, "signing" includes digital signature.
Read next
- Rule 11: forms and electronic filing
- Rule 14: service of documents
- Rule 19: agency and authorisation of an agent
- Rule 23: form and signing of the application
Disclaimer: Based on the Trade Marks Rules, 2017 as notified on 6 March 2017, as consulted on 1 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.