Rule 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 14 deals with how documents reach the Trade Marks Registry, the Registrar or any other person: by hand, by prepaid post, or electronically. It also says when a posted document is treated as served, what particulars every later letter must carry, and when the Registrar may accept filings online or by email. If a dispute turns on whether a paper was in time, this is the rule to read. A short legal consultation can help if you are unsure how your own filing stands.
Documents may be delivered by hand, sent by prepaid post, or submitted electronically as the Registrar lays down (rule 14(1)). A posted document is deemed served when the letter would be delivered in the ordinary course of post, and proof that it was properly addressed and posted is enough (rule 14(2)-(3)). Every later correspondence must give application number, date and place of filing, class, address for communication and agent or proprietor code (rule 14(4)).
Sub-rule (1): three ways to send
Rule 14(1) covers "all applications, notices, statements, papers having representations affixed thereto, or other documents authorised or required by the Act or the rules made thereunder, served, left or sent, at or to the Trade Marks Registry or with or to the Registrar or any other person". They:
- may be delivered by hand;
- may be sent through the post by a prepaid letter; or
- may be submitted electronically "in the manner as laid down by the Registrar".
The phrase "any other person" is important. The rule does not only govern what is sent to the Registry. It also covers documents sent to another party, such as a counterstatement copy delivered to an opponent. Which office receives documents is dealt with in rule 8.
Sub-rules (2) and (3): when post is treated as served
Rule 14(2): "An application or any 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."
Rule 14(3): "In proving such sending, it shall be sufficient to prove that the letter was properly addressed and put into the post."
| Question | Rule 14 answer |
|---|---|
| Which moment counts for a posted document? | The time when the letter would be delivered in the ordinary course of post |
| What must the sender prove? | That the letter was properly addressed and put into the post |
| Is proof of actual receipt needed? | The text says proof of proper addressing and posting is sufficient |
Notice that the moment is not the day of posting but the likely day of delivery. The text does not give a number of days for "the ordinary course of post"; it is a question of fact. For fee payments by post, rule 10(3) has a separate test: the time of receipt at the office. Do not mix the two.
Example: Tanvi Gifts posts a response from another city on a Monday. Under rule 14(2) the response is deemed made when it would be delivered in the ordinary course, not on the Monday. If a deadline expires the same Tuesday, the sender takes a risk. Keep the postal receipt and a copy with the address clearly shown, because rule 14(3) asks for proof of proper addressing.
Sub-rule (4): particulars to give in correspondence
After an application is filed, any person writing about it "shall furnish the following particulars":
| Clause | Particular |
|---|---|
| (a) | The application number or numbers, if any |
| (b) | The date and place of filing |
| (c) | The appropriate class or classes in relation to which the application is filed |
| (d) | An address for communication |
| (e) | The concerned agent's code, if any, and the concerned proprietor's code, if allotted |
These particulars help the Registry link a letter to the right file. The Rules do not say what the Registry does with a letter that omits them. As the clauses use "if any" and "if allotted" for numbers and codes, only the ones that exist need to be given.
Sub-rule (5): online gateway and email
"The Registrar after informing the public in the Journal may accept applications, notices, statements, or other documents online through the gateway provided for this purpose, or in case of documents not requiring the payment of a fee, through e-mail to a designated email address for the purpose."
Two routes appear here, with a clear dividing line:
- Online gateway for documents generally, once the public has been informed in the Journal.
- Email to a designated address only for documents that do not require a fee.
So a Form that carries a fee cannot be filed by email under this sub-rule; it goes through the online gateway. The text does not name the gateway or the email address; both come from the Registrar's notice. Rule 12(4) and rule 11(4) contain related permissions on electronic filing.
How rule 14 differs from rules 17 and 18
- Rule 14 is about documents sent to the Registry or to another person, and about how the act of sending is proved.
- Rule 17 requires each party to furnish an address for service in India, with an email address.
- Rule 18 deals with service by the Registrar on the party. It adds that an email is deemed served "at the time of sending the email".
Rule 14 treats post and email differently on timing, as you will see when comparing the two: rule 14(2) refers only to post. For email filing by a party, the text of rule 14 does not state a deemed time.
The Act's own provision on address for service is covered in sections 143 and 144.
Version note
The text used here is the Rules as notified on 6 March 2017. Later amendments and the Registrar's later notices on online or email filing should be checked.
Need help with a filing deadline?
If a deadline turns on how and when a document was sent, it helps to have the delivery proof reviewed before you rely on it. Our legal consultation service can look at your papers and the timeline.
Key takeaways
- Documents may go by hand, prepaid post or electronically.
- A posted document is deemed sent when it would be delivered in the ordinary course of post.
- Proof of proper addressing and posting is sufficient.
- Later correspondence must carry the application number, date and place of filing, class, address for communication and any agent or proprietor code.
- Email filing is allowed only for documents that need no fee, and only after Journal notice.
Read next
- Rules 8–9: leaving of documents and issue of notices
- Rules 17–18: address for service and service of documents by the Registrar
- Rule 10: fees and mode of payment
- How to check trademark status on the IP India portal
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.