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Form 18 – Application for Duplicate Trade Certificate
Form 18 is an official document used by motor vehicle dealers and authorised trade certificate holders to notify the RTO about the loss, theft, or destruction of their trade certificate. Through this form, the certificate holder can also request the RTO to issue a duplicate trade certificate. By filing Form 18, vehicle dealers can continue lawful operations without disruption, even if their original trade certificate is damaged or lost.
What is Form 18?
Form 18 is a government-mandated form that allows motor vehicle dealers to report the RTO about the certificate loss and request a duplicate copy of their trade certificate. The form must be submitted when the original trade certificate issued in Form 17 is lost, stolen, torn, or destroyed. The application is submitted to the concerned Regional Transport Office (RTO), either offline or online through the Parivahan Sewa portal, along with the required documents and fee.
Who Needs to Submit a Form 18?
Form 18 can be submitted by:
Motor vehicle dealers holding a valid trade certificate
Automobile manufacturers and authorised distributors
Approved vehicle repairers and test agencies
Any trade certificate holder whose certificate is lost or damaged
Without filing Form 18, dealers cannot legally obtain a duplicate trade certificate.
What Is the Difference Between Form 17 and Form 18?
Have a look at the table below to know the differences between Form 17 and Form 18:
| Basis of Comparison | RTO Form 17 | RTO Form 18 |
| Purpose | Original trade certificate | Application for a duplicate trade certificate |
| Issued/Submitted By | Issued by the Regional Transport Office (RTO) | Submitted by the dealer or trade certificate holder |
| Used When | When a trade certificate is granted for the first time | When the original trade certificate is lost or destroyed |
| Requirement | Mandatory for trade operations | Mandatory for getting a replacement of your lost/damaged trade certificate |
In short, Form 17 is used to get a Trade Certificate, while Form 18 is used to apply for a duplicate certificate if the original one is lost, damaged, or destroyed.
What Details are Included in Form 18?
Form 18 includes the following details:
Details of the registering authority
Trade certificate number
Validity of the trade certificate
Reason for application
Brief explanation about how the certificate was lost or damaged
Surrender of a damaged certificate
Declaration by the applicant
Application fee details
Applicant's signature and address
Date of application
How to Download and Fill Form 18?
You can download and fill out Form 18 by following the step-by-step guide below:
Step 1: Open the official Parivahan Sewa website and hover over the 'Informational Services' tab.
Step 2: Click on the 'Downloadable Forms' option and click on the 'Form 18' link to download it.
Step 3: Start filling the form by addressing it to the concerned RTO.
Step 4: Write the trade certificate number and its validity date.
Step 5: Clearly indicate whether the trade certificate is lost, stolen, or destroyed. If you are surrendering the damaged trade certificate, indicate it on the form.
Step 6: If you have filed a police complaint or an FIR, in case of the theft of your trade certificate, attach a copy of the same.
Step 7: Sign or provide a thumbprint at the bottom of the form to confirm the accuracy of the information and to undertake to return the original certificate if it is found later.
Step 8: Submit the form to the RTO along with the prescribed fee.
Validity of Duplicate Trade Certificate Issued via Form 18
The duplicate trade certificate issued through Form 18 does not have a new or prolonged expiration date. Instead, it has the same validity as the original trade certificate. Vehicle dealers must renew their duplicate trade certificate based on the expiration date of their initial certificate to avoid fines and disruptions in business activities.
Importance of Form 18
Check out the key points below to understand the importance of Form 18:
It allows vehicle dealers to legally replace a lost or damaged trade certificate.
It helps maintain seamless business operations.
It helps to avoid penalties that could arise from not having the certificate available during RTO inspections or audits.
Helps dealers to conduct their business while abiding by the law.
Common Reasons for Rejection of Form 18
Your Form 18 application may be rejected by the RTO due to the following reasons:
If you have written an incorrect trade certificate number.
If the trade certificate is mutilated or soiled, the damaged certificate is not to be surrendered along with the form.
If a FIR or police report is not submitted in case the certificate is lost or stolen.
If you have not deposited the prescribed fees.
If there is any mismatch in dealer or business information.
Frequently asked question
Form 18 is used to inform the RTO about the loss or destruction of a trade certificate. It is also used to apply for a duplicate copy.
If any vehicle dealer conducts his business without a valid trade certificate, he may face fines or penalties for violating the Central Motor Vehicles Rules, 1989. The authorities may also seize the vehicle to prevent its illegal movement.
Yes, if you lose your trade certificate or if it is stolen, you must file a police complaint. This helps prevent misuse of the original certificate.
Yes, Form 18 can be submitted online through the Parivahan Sewa portal. However, in some states, the Form 18 can also be submitted offline through the relevant RTO.
No, the duplicate trade certificate has the same validity as that of the original. It is not issued with an extended validity date.
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