Legal basis and related issuances
- Batas Pambansa Blg. 43 is cited as the basis for assigning permanent number plates during the lifetime of a motor vehicle.
- The Circular is issued for observance in consonance with: Memorandum Circular Nos. 503-2004 (March 30, 2004), 530-2004 (July 12, 2004), RIB-2007-860 (August 2, 2007), AHS-2009-1086 (December 4, 2008), and Administrative Order No. 82-005.
- The Circular expressly directs strict observance of the online requisition and issuance procedures contained in Memorandum Circular No. AHS-2009-1086 (December 4, 2008), and the processing timeline in Memorandum Circular No. RIB-2007-860 (August 2, 2007).
- The Circular references LTO Intelligence and Investigation Division (IID) and requires IID or legal review in specified cases.
Policy and purpose of the guidelines
- The Circular is issued to strengthen internal control in the requisition and issuance of duplicate plates, change classification plates, replacement plates, and special plates.
- The Circular targets prevention of duplication of plates and avoidance of issuance of the same plate number to two or more motor vehicles, commonly referred to as “Kambal plates.”
- The Circular identifies causes of identical plate numbers to multiple vehicles that include: duplicate/triplicate applications, re-issuance after new plate assignment, change classification between “private” and “for-hire,” erroneous encoding/uploading, and re-issuance of special/regular numbers to another motor vehicle.
- The Circular establishes consolidated controls on filing venue, documentary proof, system encoding, allocation handling, and investigation triggers.
Duplicate and triplicate plate applications
- All applications for duplicate or triplicate plates must be filed only in the LTO District Office which originally issued the license plate.
- An application may be filed in an LTO District Office nearest the owner/operator’s place of residence or place of abode when the owner/operator changed residence or when the motor vehicle has been sold or transferred to a new owner residing far from the initial registering agency.
- If filed in a different district office from the original registering agency, confirmation of issuance and the exact alpha numerics must be strictly followed, and no duplicate/triplicate application is processed without (i) the required request for confirmation and (ii) the official reply from the original issuing agency.
- Duplicate/triplicate applications must be supported by:
- a notarized Affidavit of Loss executed by the registered owner or the buyer;
- certified true copies of the Official Receipt (OR) and Certificate of Registration (CR), with mandatory presentation of originals for authentication;
- an MVIC Report if in Metro Manila or a Motor Vehicle Inspection Report if in the Regions;
- a clearance from the Metro Manila Development Authority (MMDA) if in Metro Manila; and
- a clearance from the Law Enforcement Service (LES) if in Metro Manila, or from the Operations Division if in the Regions if OR/CR is not automated.
- If only one (1) piece of the license plate is lost, the other plate must be surrendered to the LTO District Office where the application is filed and must be immediately destroyed upon surrender to prevent reuse.
- If both plates are lost, the fact must be stated in the Affidavit of Loss and supported by a certification from the LTO motor vehicle inspector that at the time of inspection both plates were not attached to the motor vehicle, duly approved by the district head.
- The online requisition and issuance procedures, including the processing timeline, must be strictly followed under Memorandum Circular No. AHS-2009-1086 (December 4, 2008) and Memorandum Circular No. RIB-2007-860 (August 2, 2007).
- Applications for duplicate plates are limited to two (2) times only for effective monitoring and control.
- The 3rd application is subject to investigation by the Intelligence and Investigation Division (IID) if in Metro Manila, or by the Regional Legal Officer/Attorney II if in the Regions.
- The investigation resolution must be duly approved by the Assistant Secretary (ASSEC) if in the Central Office or by the Regional Director if in the Regions; the approved resolution must form part of the requirements prior to processing.
Prohibition: new plates and “Kambal” prevention
- Pursuant to Batas Pambansa Blg. 43, a motor vehicle shall be assigned permanent number plates during its lifetime, so recovered carnapped motor vehicles must retain the previously issued license plate number and must not be assigned new regular or special plates.
- No changes in plate number are granted on the basis of threats of life and property involving the motor vehicle.
- No changes in plate number are granted for motor vehicles involved in the commission of a crime.
- Only brand new motor vehicles may be applied for an Optional Motor Vehicle Special Plate (OMVSP) or a special plate.
- Imported used or surplus motor vehicles are not included in the coverage of Memorandum Circular No. 530-2004 (July 12, 2004).
- For approved advance requests for production of number plates classified as special plates that are part of the regular allocation or plate series of Regional Offices, the specific plate series/number must be properly encoded by the Property section, Administrative Division of the Central Office, and must be immediately deducted from the number series prior to production or printing to prevent duplication.
- The issuance of new license plates must be done only by the LTO District Office where the motor vehicle was initially/originally registered.
- No other LTO agency shall be authorized to issue a new pair of license plates for or in behalf of the original registering district office; violation subjects the responsible personnel to administrative penalties.
Change classification and applicable fee
- For change classification from “private” to “for-hire,” the application must be filed in the LTO District Office indicated in the Certificate of Public Convenience (CPC) issued by the Land Transportation Franchising and Regulatory Board (LTFRB) as the venue of registration.
- The existing license number plates are retained upon change of classification.
- Instead of changing plates, only a for-hire sticker is issued, and the sticker is designed to indicate the motor vehicle classification.
- The retention of existing plates is grounded on Batas Pambansa Blg. 43 requiring plate permanence.
- Each change of classification requires payment of One Hundred Fifty Pesos (P150.00) as change classification sticker fee, in addition to regular charges.
IT system encoding and assignment controls
- All requested license plates (new, duplicate, change classification, or special plates) must be uploaded through the Information Management System (IMS) by the issuing LTO District Office or concerned division/section immediately thereafter or not beyond twenty-four (24) hours from release of the number plates by the Property Section.
- In cases of existing or pending “kambal plates” or double issuance of the same plate numbers, the motor vehicle first issued the plate number retains it, and the other vehicle must surrender the plates to the District Officer that issued the existing plates prior to issuance of a new set of regular plates, otherwise as indicated in the IID Resolution.
- Upon issuance of a new license plate, the concerned District Office must immediately prepare a Request System Update (RSU).
- The Administrative Division of the Central Office must adopt a clear and precise procedural flow for printing/production of new, duplicate, special, for-hire, and security plates to:
- identify personnel directly involved in processing; and
- ensure proper recording and upload/encoding of number plate issuances to prevent duplication.
- Data take-on personnel, especially those handling manually registered old motor vehicles, must carefully appreciate data before encoding to minimize errors that could wrongfully serve as a basis for future transactions or cause confusion or misinterpretation.
- No district/extension office may encode a plate number not included in the allocated series for its region.
- No district/extension office may override or replace a plate number already existing in the system.
Duplicate windshield stickers/year tags
- Applications for duplicate windshield stickers/year tags must be filed with the LTO District Office which originally issued the same.
- No other LTO agency may process nor issue duplicate windshield stickers/year tags except the issuing district office.
- Documentary requirements for duplicate windshield stickers/year tags must follow the same requirements for duplicate license plates, including investigation and recommendation by the IID or Regional Legal Officer/Attorney II in the Regional Office prior to processing or grant.
- Duplicate windshield stickers/year tags are granted only for the first time.
- A second application for duplicate windshield stickers/year tags must be outright denied to prevent illegal use.
- Approved applications must be handled by stamping the affidavit of loss indicating the original sticker serial number issued; no new set of stickers is issued.
- The stamped affidavit of loss, bearing the LTO stamp and the OR of payment of lost sticker, must be carried at all times and produced to law enforcers if demanded.
- The applicable fees under existing regulations must be collected.
Replacement plates for dilapidated or obscure plates
- Replacement plates for dilapidated/mutilated/obscure plates are issued upon submission of:
- a Certified True Photocopy of OR/CR;
- an Affidavit of the MV owner/buyer stating the facts that the license plate is dilapidated/mutilated;
- a Deed of Sale if the affidavit is executed by the buyer;
- if the vehicle is registered in the name of a Corporation, a Board Resolution and the Secretary’s Certificate stating the person authorized to sign on behalf of the corporation; and
- an Official Receipt of payment for the cost of plate.
Penalties and administrative action
- Personnel who violate these guidelines must be subjected to appropriate administrative action under the existing Civil Service Rules and Regulations.