General information, not tax or legal advice. GST and transport rules change from time to time. Check the official source linked below, or ask your CA, before acting on anything here.
Papers for the vehicle
- Registration certificate (RC) — proof that the truck is registered.
- Insurance certificate — at least third-party insurance is compulsory for every vehicle on a public road.
- Fitness certificate — every transport vehicle needs a valid certificate of fitness.
- Permit — for carrying goods for hire. A national permit is needed to run across States.
- Pollution Under Control (PUC) certificate — valid emission test certificate.
- Road tax receipt, as applicable in your State.
Papers for the driver
- Driving licence valid for the class of vehicle being driven (a transport vehicle licence for goods carriers).
- An identity document is useful to carry as well.
Papers for the load
- Tax invoice or delivery challan for the goods.
- LR / bilty (consignment note) — see what to write on an LR.
- E-way bill, when the value of the goods crosses the notified limit.
Where each paper comes from
| Paper | Issued by | Good habit |
|---|---|---|
| Registration certificate | Transport department (RTO) | Update it when the owner or address changes |
| Insurance | Insurance company | Renew before the expiry date, not after |
| Fitness certificate | Transport department | Book the inspection a few weeks early |
| Permit / national permit | Transport department | Check the States and period it covers |
| PUC certificate | Authorised testing centre | Test again when the certificate runs out |
| Driving licence | Transport department | Check the vehicle class and expiry for every driver |
When an officer asks
Under the Motor Vehicles Act, the driver must show the licence when an authorised officer asks, and the owner or person in charge must show the insurance certificate and — for a transport vehicle — the fitness certificate and permit. If a document is not with you at that moment, the law allows it to be produced (as a duly attested copy) within 15 days.
Digital copies
The Ministry of Road Transport & Highways has advised that documents shown through DigiLocker or the mParivahan app are to be treated at par with the originals. Keep them updated in the app — it saves the day when a paper is left at home.
Watch the expiry dates
Insurance, fitness, permit and PUC all expire, and each on a different date. Write all four dates for every truck in one place and check them at the start of each month. Renewing a week early costs nothing; being stopped with an expired paper costs a trip.
Official sources
- Motor Vehicles Act, 1988 — Section 130 (duty to produce documents)
- Parivahan Sewa — Ministry of Road Transport & Highways
- DigiLocker (Government of India)
Save every truck’s paper dates in GOODLOAD, and keep copies of the papers on your phone.
Open the app