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Reply through the GST Portal’s current View/Reply control before the deadline printed on your notice. First identify the notice and its form family, then submit the matching reply (such as REG-18, ASMT-03 or DRC-06), complete the authentication offered by the portal, and download the acknowledgement containing the ARN or equivalent reference. Preserve that acknowledgement with the exact response, attachments, notice PDF and confirmation records; an ARN proves submission metadata, not that the department accepted your explanation.
What to do first: identify the notice and its deadline
Do not begin by choosing a form from memory. Open the notice on the GST Portal and record the document type, form number, reference number, issue date, period involved, stated grounds and response deadline. Save the original notice PDF before drafting. The deadline printed in that particular notice controls; a generic number cannot safely be substituted because registration, scrutiny, demand and appeal routes have different legal rules.
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Check whether the document is still a notice inviting a reply or whether an order has already been issued. A show-cause notice normally gives you an online reply route. An assessment or demand order may require an appeal instead of (or in addition to) a reply. Keep the notice reference exactly as displayed, including letters, slashes and leading zeroes. You will use it to select the case, name files and verify the acknowledgement.
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The form family must match the proceeding. GSTN’s form catalogue identifies the following common routes:
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| Notice or proceeding | Taxpayer action | Important distinction |
|---|---|---|
| Registration cancellation show-cause notice (REG-17) | Reply in REG-18 | Use the cancellation-reply route identified in the notice; do not submit a general letter in place of REG-18 when that control is provided. |
| Notice seeking additional information or clarification | Reply in ASMT-03 where the notice identifies that route | Answer each information request and identify the supporting record for each answer. |
| Demand or recovery show-cause notice (DRC-01 or statement) | Reply in DRC-06 | DRC-03 is used for voluntary or notice-related payment; it is not the ordinary written reply to the show-cause notice. |
| Demand or assessment order | Consider APL-01 appeal if legally available | Keep the final APL-02 acknowledgement and appeal number. A reply screen for an earlier notice does not replace an appeal against an order. |
The portal may change menu labels or authentication choices. Follow the notice’s current View, Reply, Reply to Notice or similarly labelled control. If the displayed form does not correspond to the notice number, stop and verify the case rather than forcing a submission through an unrelated form.
Prepare a point-by-point response before opening the submission screen
Map every allegation to an answer
Make a working table with one row for each paragraph, issue or discrepancy in the notice. Quote or paraphrase the issue briefly, state whether you agree or disagree, give the factual explanation, cite the relevant return, invoice, ledger or correspondence, and identify the attachment that proves the point. Use the notice’s own numbering so an officer can check completeness quickly.
State the GSTIN, legal name, notice reference, tax period and contact details in the heading of your draft. Explain corrections plainly: what was reported, what should have been reported, why the difference arose and what action you have taken. If an amount is disputed, separate the undisputed amount from the disputed amount and show the calculation period by period. Do not make a broad admission merely to finish the form; obtain professional advice when the wording could affect liability.
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Prepare a numbered index before uploading. For each file, record the item number, file name, description, relevant period and the paragraph it supports. A useful description is “Item 3 – GSTR-3B for April 2025, table 3.1(a), supports response to paragraph 4,” not “document.pdf.” Upload only records that support an identified point. Unexplained or duplicate files make it harder to establish what the department actually received.
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Use readable filenames without changing the underlying document. Keep the original source files and the final PDFs separately. Check the portal’s displayed file-type and size limits at the time of upload; limits can differ by form and can change. If a record exceeds the limit, do not silently omit pages. Split it into clearly numbered parts, explain the split in the index and retain the complete original in your archive.
Step-by-step: submit the reply online
- Sign in and locate the notice. Log in to the GST Portal with the taxpayer account associated with the GSTIN. Open the notice from the dashboard, case list or the portal section shown in the notice, then select the current View/Reply control. Confirm that the reference number and taxpayer name match your saved PDF.
- Capture the notice details. Before typing, note the form number, reference number, issue date, due date, tax period and officer or jurisdiction details shown. Save or print the notice and any system-generated annexure. These details are part of your submission record even if the portal later changes its display.
- Select the matching reply route. Choose REG-18 for a REG-17 registration-cancellation show-cause notice, ASMT-03 when an information or clarification notice identifies that route, or DRC-06 for a DRC-01 demand/recovery show-cause notice. If the screen offers a different form, return to the notice and verify the proceeding rather than guessing.
- Enter the response. Reproduce the issue numbering and answer in the same order. Keep the factual narrative concise but complete, show calculations where amounts are involved, and identify every supporting file by its index number. If the form has separate fields for grounds, payment, interest or attachments, use each field instead of hiding all information in one text box.
- Upload and label attachments. Add only the final files listed in your index. Open each uploaded item through the portal’s preview or download option, if available, to check that it is legible and complete. Record the portal’s displayed file name; that is evidence of what was attached, not merely what you intended to attach.
- Preview the complete form. Use the preview or draft view before authentication. Check the GSTIN, legal name, notice reference, periods, tax and interest amounts, bank or contact details, declaration text and every attachment name. Compare the preview with your offline draft and the original notice. Correct errors before signing; do not rely on a later amendment unless the portal expressly permits one.
- Complete the offered authentication. The portal will present the authentication method available for that filing, which may include a digital signature certificate (DSC) or electronic verification code (EVC), depending on taxpayer type and transaction. Follow the on-screen instructions and wait for the success response. Never close the browser immediately after entering a code; the filing is not evidenced until the portal confirms submission.
- Save the confirmation and ARN. After successful filing, record the acknowledgement reference number (ARN) or equivalent reference, submission date and time, and status message. GSTN describes the process this way: “The system generates an ARN and displays a confirmation message.” Download the acknowledgement or submitted-form PDF from the confirmation screen or filing history before leaving the session.
- Verify delivery through a second channel. Check the registered email and mobile for the GSTN notification and compare its reference number with the portal record. Open the case status later to confirm that the reply is shown as submitted. These checks corroborate the primary acknowledgement; they do not replace it.
DSC, EVC and authentication: what the evidence proves
Use the authentication option the specific reply screen offers. Do not assume that every notice requires a DSC or that EVC is available for every taxpayer. Keep the signatory’s authority and the account’s registered contact details current, because an expired certificate, an unregistered mobile number or a mismatch in taxpayer details can prevent completion.
For appeals, GSTN states that an appeal can be filed through DSC or EVC, with DSC mandatory for companies and LLPs. The requirement for a reply form may differ, so read the filing screen and the notice instructions. If the portal accepts the form but does not produce a final acknowledgement, treat the transaction as incomplete until the filing history or support channel confirms an ARN.
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How to preserve valid proof of submission
Keep four kinds of evidence together
- Primary filing proof: the portal-generated ARN or equivalent reference and the downloadable acknowledgement or submitted-form PDF.
- Corroborating proof: the success or confirmation screen, submission timestamp, portal case status and GSTN email or SMS notification.
- Content proof: the exact final response text and the files actually attached, preserved as submitted. A draft edited after filing cannot prove what the department received.
- Source proof: the original notice PDF, annexures, calculations, invoices, returns and correspondence used to prepare the answer.
GSTN says the ARN is sent to the taxpayer’s registered email and mobile and that the acknowledgement can be downloaded. That statement describes the portal filing process; it is not a guarantee that every notice type exposes identical buttons or screens. If a particular notice lacks a downloadable PDF, save the confirmation page as a PDF, capture the case-status entry and retain the notification showing the same reference.
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Use a read-only case folder
Create one folder for the matter and make a read-only copy after submission. A practical filename includes the GSTIN, notice reference, form, UTC timestamp and ARN, for example:
27AAAAA0000A1Z5_REG-17-REF123_REG-18_2026-10-19T14-32Z_ARN123456789012.pdfKeep the notice, final form, attachment index, each uploaded file, acknowledgement, confirmation capture and email or SMS export in that folder. Retain the original files in a second backup location. Do not overwrite a file after filing; if a correction is prepared later, save it as a new version with its own timestamp and explanation. A checksum or document-management audit trail can add integrity evidence, but it does not substitute for the GST Portal acknowledgement.
When a notice has become an order: appeal evidence
If the document is a demand or assessment order rather than an invitation to explain, check whether an appeal is legally available and whether the statutory period is running. GSTN’s appeal FAQ describes a three-month appeal period and possible condonation of up to one additional month for sufficient cause. Confirm the triggering date and eligibility under the law applicable to your order; do not calculate the period from an unrelated reminder or from the date you happened to download the PDF.
File the appeal through APL-01 when appropriate and preserve the final APL-02 acknowledgement. GSTN states: “The appeal is considered filed only when the final acknowledgment (APL-02) with an appeal number is issued.” A draft, a payment reference or an initial submission screen is not the final appeal proof. Keep the order, grounds of appeal, payment records, annexures and APL-02 in the same read-only archive, but label them separately from the earlier notice reply.
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Deadlines, late replies and escalation
Work backward from the due date printed on the notice. Set an internal deadline at least one working day earlier so authentication, portal outages or attachment corrections do not consume the final hours. If the portal is unavailable, preserve dated screenshots or outage messages, note the exact time and immediately use the official support route shown on the portal or notice. Such records may support an explanation, but they do not automatically extend a statutory deadline.
A missed deadline can have consequences that depend on the proceeding. Submit as soon as possible, explain the cause in the permitted field or covering representation, and seek advice on whether a late reply, rectification or appeal route exists. Do not backdate a document or alter a timestamp. Where the notice alleges fraud, suppression, complex input-tax-credit issues or a large disputed amount, have a qualified GST practitioner or tax lawyer review the response before filing.
Troubleshooting common submission problems
The ARN is not visible
Check the filing history, acknowledgement download area and registered email and mobile. Compare the notice reference, GSTIN and timestamp across each record. If the portal shows a pending or failed status, do not assume that an EVC entry completed filing. Save the screen, note the transaction time and contact the portal’s official support channel with the taxpayer ID and transaction details. Submit again only after determining whether the first attempt was rejected or merely awaiting confirmation; duplicate replies can create confusion.
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An attachment will not upload
Read the file-type and size limits displayed by that form. Re-export a clear PDF, remove password protection if the portal rejects encrypted files, and split an oversized record into labelled parts while retaining the complete original. Update the attachment index to show every part. Do not replace a required record with a screenshot that omits pages or metadata.
The authentication code or DSC fails
Check that the registered mobile or email can receive the code, the code has not expired, the DSC is valid and the signatory is authorised for the GSTIN. Restarting the session can help after a timeout, but preserve the draft offline first. If the portal repeatedly rejects valid credentials, document the error and seek official support rather than attempting an unapproved workaround.
The portal timed out after submission
Open the case status in a new session and check email or SMS before resubmitting. If there is no status or reference, treat the filing as unconfirmed, save evidence of the timeout and complete the submission again when the portal is stable. Keep both transaction records if the system later shows duplicate attempts and explain the sequence if asked.
Final pre-submission checklist
- The notice PDF, reference number, issue date, tax period and printed due date are saved.
- The selected form matches the proceeding: REG-18, ASMT-03, DRC-06 or the appeal route where applicable.
- Every notice paragraph has a numbered factual answer and, where needed, a calculation.
- An attachment index identifies each uploaded file and the issue it supports.
- GSTIN, legal name, periods, amounts, contact details and declaration text match the source records.
- The preview was checked and the authentication completed successfully.
- The ARN or equivalent reference, acknowledgement PDF, confirmation screen and notification were downloaded.
- The exact submitted response and uploaded files were copied to a read-only folder and a second backup.
- The case status was checked and the deadline or any appeal period was diarised.
Use the acknowledgement as your filing anchor, the submitted-form PDF as your content record and the notice as the legal context. Together they show what was filed, when it was filed and which proceeding it answered; none by itself proves that the department agreed with the explanation.
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