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Download the notice and every attachment from the GST common portal, keep the untouched files as a read-only master, and verify the Reference Number (RFN) through GSTN’s Verify RFN service. Preserve the GSTIN, RFN, issue date, issuing officer details, verification result, download log, and file hashes together so the record can be checked later for an audit, appeal, or dispute.
What a GST notice record contains
A GST notice is an electronic record associated with a particular GSTIN, reference number or RFN, financial year, issue date, and issuing authority. The PDF is only one part of the record. Attachments, notice summaries, replies, orders, portal verification results, and correspondence may all be needed to show what was served, by whom, for what purpose, and when you obtained it.
GST Council instructions provide for electronic service or uploading of several proceedings. For example, the summary of a demand notice in FORM GST DRC-01 and the summary of an order in FORM GST DRC-07 are served or uploaded electronically on the portal. A downloaded PDF should therefore be preserved as a portal record, not treated like an ordinary document that can be renamed, edited, or replaced without a trace.
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Why the complete package matters
- The notice text establishes the allegations, tax period, legal provisions, amounts, and response deadline.
- Attachments may contain relied-upon calculations, statements, invoices, schedules, or evidence that is not reproduced in the notice body.
- The RFN and portal result connect the file to the issuing authority and stated purpose.
- Metadata and a download log help show when and from which account the copy was obtained.
- An untouched original allows an auditor, adviser, appellate authority, or court to distinguish the portal file from later annotations.
Before you download: prepare the intake record
Use the GST common portal account for the relevant GSTIN. If you manage several registrations, confirm the active GSTIN before opening the notices or orders area. A file downloaded under the wrong registration can look authentic while belonging to a different taxpayer.
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Information to have ready
- The GSTIN shown in the notice or the registration for which you are acting.
- The notice, order, or reference identifier, including any RFN.
- The relevant financial year and tax period.
- The user account or staff member authorised to access the registration.
- A secure storage location with enough space for the PDF, every attachment, and verification evidence.
Set up a stable naming convention
Keep the original filename inside the evidence package. You may also create an internal copy name that makes sorting possible without changing the portal original. A practical pattern is GSTIN_RFN_YYYY-MM-DD_notice.pdf, replacing the placeholders with the actual GSTIN, reference or RFN, and issue date. If the portal supplies several files with similar names, add a sequence such as _attachment-01 while retaining a separate manifest that records each original filename.
Use a trusted clock and log format
Record the download timestamp in UTC, not only the local time shown on a workstation. Also record the local time and time zone if your organisation normally works in another zone. The log should identify the GSTIN, portal path, reference number, financial year, account or staff member, and every file downloaded. This is operational evidence of your handling process; it is not a substitute for the portal’s own issue and service records.
How to download a GST notice and its attachments
- Sign in. Open the GST common portal and sign in with the account authorised for the relevant GSTIN. Complete any current authentication challenge required by the portal.
- Select the registration. If the account controls more than one registration, switch to the GSTIN named in the notice before opening the notices or orders area.
- Open the notices or orders list. Use the portal’s current notices/orders menu and locate the entry by reference number, date, financial year, or proceeding type. Labels can change as the portal is updated, so confirm the heading and GSTIN shown on the record.
- Open the individual record. Select the notice or order reference, not merely a list-row summary. Read the displayed issue date, RFN or other reference, officer information, tax period, and document type before downloading.
- Download the principal PDF. Save the file without editing it. Do not print to PDF, rescan it, or use an editor as the first copy; those actions can remove embedded properties or alter the representation supplied by the portal.
- Download every attachment. Expand attachment panels, annexures, statements, worksheets, and relied-upon documents. Download each item individually if the portal provides separate links. If a link produces a ZIP archive, preserve the archive and, when appropriate, an extracted working copy; do not discard the original archive.
- Capture the on-screen details. Save the page or export supplied by the portal that displays the RFN, issuer, purpose, status, and dates. A screenshot can be useful as a visual aid, but it does not replace the original PDF or the RFN verification result.
- Complete the intake log. Enter the UTC timestamp, portal path, GSTIN, reference or RFN, financial year, user account, original filenames, and any error encountered during download.
- Hash the first copies. Calculate a SHA-256 digest for the PDF and each attachment immediately after download. Store the digest in a text or CSV manifest kept with the evidence package.
- Make controlled copies. Create a read-only master, a separate working copy, and at least one separate backup as described below. Never overwrite the first download with an annotated or renamed version.
What to do when a file will not download
Note the exact error, date, time, browser or portal session, and the record identifier. Try the portal’s current supported browser path only after preserving any visible record details. If a file is delivered through a popup, permit the popup for the GST portal, then repeat the download. If the attachment link remains unavailable, keep a screenshot of the attachment listing and record the failed attempt; contact the appropriate GST help channel or authorised officer using the reference number. Do not substitute an unofficial copy from email or a messaging service without labeling its source and relationship to the portal record.
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GSTN’s advisory dated 25 September 2024 explains that taxpayers can verify the validity of a document, including who issued it and for what purpose, either before login or after login on the GST common portal. The post-login route given in the advisory is Dashboard → Services → User Services → Verify RFN.
Post-login RFN verification
- Sign in to the GST common portal and select the relevant GSTIN if the account has multiple registrations.
- Navigate to Dashboard → Services → User Services → Verify RFN.
- Enter the RFN or other fields requested by the current verification screen.
- Submit the query and save the returned result in the evidence package. Preserve a portal download or print option when available; otherwise capture a legible screenshot showing the complete result and timestamp.
- Compare the returned issuer, purpose, reference information, document type, and dates with the downloaded notice and its first page.
Pre-login verification
The advisory also identifies a public verification page at https://services.gst.gov.in/services/verifyRfn. Use the fields displayed on that page, save the result, and perform the same comparison against the PDF. Pre-login verification is useful when an adviser, auditor, recipient, or former employee needs to check a reference without entering the taxpayer’s account.
How to interpret a mismatch
- RFN not found: Check every character, including zero versus the letter O, and confirm that the portal is accepting the document type and date format. Record a second attempt rather than silently changing the downloaded file.
- Issuer differs: Compare the officer name, designation, office, and jurisdiction shown in the result with the notice. Escalate an unexplained difference to the issuing office or professional adviser.
- Purpose or document type differs: Treat the result as a material discrepancy. Preserve both the PDF and the returned result and avoid relying on the document until the discrepancy is resolved.
- Reference exists but dates differ: Distinguish the issue date, service date, download date, and any date displayed by the verification service. Record each separately.
Why a PDF may not show a visible digital signature
GSTN explains that computer-generated show-cause notices, assessment orders, refund orders, and similar documents may not display a visible signature on the PDF. The underlying JSON or order details are stored in the GST system with the issuing officer’s digital signature. Consequently, an apparently unsigned PDF is not, by itself, proof that the notice is invalid.
Use the RFN verification result and the portal record to establish the issuer and purpose. Preserve any signature or verification information that the portal exposes, including a certificate panel, generated JSON, validation message, or downloaded result. Do not add a scanned signature to the master file and do not treat a pasted image of a signature as authentication.
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Electronic authentication under Rule 26
CGST Rule 26 provides for electronic authentication through a digital signature certificate, an e-signature, or another notified verification method. It also provides that notices, certificates, and orders under the relevant chapter are issued electronically by the proper officer or an authorised officer. The precise legal effect depends on the document and proceeding, so use the current consolidated rule and case-specific advice when a deadline or dispute is involved.
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Build a defensible preservation package
Use a simple evidence-package structure that keeps originals separate from work product. The folders below are an example; adapt the names to your records policy without changing the files supplied by the portal.
GSTIN_RFN_YYYY-MM-DD_notice/01_portal_original/02_attachments_original/03_rfn_verification/04_correspondence/05_working_copy/06_manifest_and_log/07_backup_reference/
Read-only master
Place the first portal downloads in 01_portal_original and 02_attachments_original. Make the storage write-protected or otherwise immutable under your organisation’s controls. If the system cannot enforce immutability, restrict permissions, record who has access, and document the control. The key requirement is that the first copies remain untouched and distinguishable from later work.
Working copy
Copy the files into 05_working_copy for annotations, page extraction, redaction, translation, or adviser comments. Mark every derivative as a working copy and preserve its relationship to the master. For example, an annotated file can include _working-2026-10-19 in its name, while the manifest records the master filename and hash from which it was created.
Separate backup
Keep at least one backup on a separate storage system, ideally encrypted and protected by access controls. A backup on the same laptop or the same synchronised folder is not independent protection against deletion, ransomware, or account loss. Record the backup date, destination, person or process that made it, and the hashes checked after copying.
Manifest and chain-of-custody log
Create a manifest with one row per file. Include the original filename, internal filename, file size, SHA-256 hash, download UTC timestamp, source path, and later transfer or migration dates. Add an access log showing who opened, copied, exported, or supplied a file to an adviser or authority. The log should explain any hash mismatch rather than replacing the old value.
Calculate and recheck SHA-256 hashes
A hash is an operational integrity control: the same file should produce the same SHA-256 value. It does not prove that a document was issued by GSTN, which is why it must be used alongside RFN verification and the portal record.
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In PowerShell, run the following for each file:
Get-FileHash -Algorithm SHA256 -LiteralPath 'C:pathGSTIN_RFN_2026-10-19_notice.pdf'Copy the returned hash into the manifest. Use the literal path option when filenames contain spaces or special characters.
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In Terminal, run:
shasum -a 256 '/path/GSTIN_RFN_2026-10-19_notice.pdf'On Linux systems that provide it, sha256sum produces the same type of digest:
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sha256sum '/path/GSTIN_RFN_2026-10-19_notice.pdf'After copying or migrating
Recalculate the hash on the destination copy and compare it with the intake value. A mismatch can result from an incomplete transfer, corruption, or accidental editing. Preserve the mismatching file in a quarantine or investigation folder, record the event, and restore a verified copy rather than silently deleting evidence.
Preserve verification results, attachments, and correspondence
RFN results
Save the complete verification output, not only a cropped image of the success message. Include the URL used, date and UTC time, entered RFN, returned issuer, purpose, document type, and any status text. If the portal offers a download or print function, keep that output in 03_rfn_verification and hash it like any other file.
Attachments and annexures
Check the notice for references such as annexure, statement, calculation sheet, relied-upon document, or order summary. An attachment that opens in a separate browser tab may be easy to miss. Preserve the original file, its original name, and the association shown by the portal. If an attachment is unavailable, record the missing item and the steps taken to obtain it.
Replies and portal correspondence
Keep submitted replies, acknowledgements, payment records, extension requests, hearing notices, and portal messages that relate to the same RFN or proceeding. Save the portal-generated acknowledgement or reference, not only a local draft. Email received from an officer or adviser can be stored in 04_correspondence, but it should be labeled as correspondence and should not replace the portal original.
Portal original, verification result, or screenshot: which evidence is stronger?
| Evidence type | Independent verifiability | Resistance to alteration | Completeness | Retrieval and backup | Use in audit, appeal, or litigation |
|---|---|---|---|---|---|
| Portal-original PDF package | Strong when paired with RFN and portal details | Strongest when the first copy is immutable and hashed | Can include the notice and every attachment if downloaded carefully | Reliable when stored in a structured package with backups | Best primary evidence available to the taxpayer from the portal |
| Portal RFN verification result | Directly checks issuer, purpose, and reference information through GSTN | Strong when the returned result is saved and hashed | May identify the document without containing every page or attachment | Should be stored with the matching RFN package | Essential corroboration for authenticity and authority |
| Screenshot or printout | Limited; it shows what was visible at capture time | Easy to alter or crop and may omit metadata | Often excludes attachments, hidden fields, and full text | Easy to copy but vulnerable to loss of context | Useful supplemental evidence, not a replacement for originals |
The strongest practical chain is the untouched portal download plus all attachments, a saved RFN verification result, a complete manifest, and an independent backup. A screenshot can document a temporary portal display or an error, but it should remain supplemental.
Retention, access, and review controls
Do not choose one universal retention period for every GST notice. The required period depends on the applicable record, tax period, proceeding, assessment or appeal status, and current law. Confirm the specific rule and any notice-specific direction with a qualified tax professional or your organisation’s records policy before deleting anything.
Access controls
- Limit the master and backup to authorised tax, finance, legal, and records personnel.
- Use encryption for portable or off-site backups and protect the recovery key separately.
- Log exports to advisers, auditors, or authorities, including the date, recipient, purpose, and files supplied.
- Do not place taxpayer documents in an unapproved personal drive, public link, or messaging thread.
Periodic integrity checks
At intervals set by your records policy, open a copy of the PDF and attachments to confirm that they remain readable. Recalculate hashes after storage migration. Keep the original manifest even if a file is moved to a new document-management system; the historical hash and transfer record explain the continuity.
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Editing the downloaded PDF
Problem: A user highlights, signs, redacts, or adds notes directly to the first download.
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Correction: Preserve the edited file as a derivative, restore or re-download an untouched portal copy, hash the master, and document the relationship between both files.
Saving only the first page
Problem: A screenshot or printout captures the heading but omits annexures and page-level details.
Correction: Return to the portal record, download the complete PDF and each attachment, and update the manifest with every file.
Assuming no visible signature means invalidity
Problem: A computer-generated PDF has no signature graphic.
Correction: Use Verify RFN and preserve the returned issuer and purpose information. GSTN states that the underlying system details may carry the issuing officer’s digital signature even when the PDF does not display one.
Relying on an email attachment
Problem: The only retained copy arrived by email or messaging service.
Correction: Treat it as correspondence, then obtain the corresponding portal record and RFN result. Keep the email headers or message export if it is relevant to service or timing.
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Overwriting files during a backup
Problem: A later annotated or regenerated file replaces the intake copy.
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Correction: Use separate master, working, and backup locations; retain old hashes and record every migration.
Confusing issue, service, and download dates
Problem: A deadline calculation uses the download date as though it were the issue or service date.
Correction: Record each date exactly as displayed or evidenced. Obtain professional advice on the legally operative date for the proceeding.
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Before giving the record to an auditor, tax adviser, appellate authority, or lawyer, check that the package contains:
- The untouched notice or order PDF from the GST portal.
- Every attachment, annexure, statement, and archive supplied with the record.
- GSTIN, RFN or reference number, issue date, financial year, tax period, and document type.
- Issuing officer name, designation, office, and jurisdiction wherever displayed.
- Saved pre-login or post-login RFN verification output and the URL used.
- UTC download timestamp, portal path, account or staff member, and original filenames.
- SHA-256 manifest for the master files and any verification output.
- Read-only master, separate working copy, and independent backup location.
- Replies, acknowledgements, hearing communications, and related portal correspondence.
- A note explaining missing attachments, failed downloads, mismatches, or later transfers.
Give the recipient the working copy for comments and the master or a verified duplicate when formal evidence is required. Never make changes to the master merely to satisfy a formatting request.
What to do when the GST portal changes its labels
Portal menus and verification fields can change. When a label no longer matches the path above, use the current notices/orders and user-services areas, search for the RFN verification function, and compare the result with GSTN’s current advisory or help material. Preserve the actual path you used in the log, including the page title and URL, so another person can understand how the result was obtained.
If the portal is unavailable near a response deadline, record the outage or error with UTC time, preserve any accessible notice details, and seek advice on the procedural step required for the particular proceeding. Do not fabricate a verification result or alter a file to make it appear complete.
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