Guidelines on Storage of Motor Vehicle Plates

The circular addresses reports that stored motor vehicle (MV) plates and returned plates due to change classification are occupying “a huge valuable space” in District Offices.
The circular aims to free District Office space so that important office supplies such as accountable forms and MV plates/stickers can be stored in a secured area.
The circular targets reduced workload on Supply Officers caused by monthly accountability report preparation and inventory taking during property audit.
The circular implements the LTO 5S program by prescribing orderly inventorying, turnover, and disposal practices for plates in storage and returned plates.

“Permanent storage” is defined by Sec. 3c of Circular 82-028 dated 08 June 1982 as a condition where the motor vehicle is never to be reactivated as an independent unit due to its junk condition, and whose permanent plate number is decommissioned.
“Temporary storage” is defined by Sec. 3c of Circular No. 82-028 as covering motor vehicles intended to be reactivated within three (3) years and allowed to be returned to operation as an independent unit.
“Dilapidated/mutilated plates” are treated under separate handling and disposition rules depending on whether the plate is under permanent storage or temporary storage.

The circular applies to District Offices holding MV plates under storage and MV plates returned due to change classification.
The circular assigns primary responsibility to the Supply Officer in each District Office for inventory, certification (where required), cleanliness control, and turnover actions.
The circular requires coordination with the Regional Office for inventory turnover and proper disposition.
The circular also requires coordination with the LTFRB and the LTO for disposition related to specified change classifications from for-hire to private (regular).

For plates currently on hand in District Offices (both storage plates and returned plates), the Supply Officer must conduct an inventory.
The inventory must arrange the plates according to the year the plates were stored or returned.
The Supply Officer must turn over to the Regional Office:
- the inventory list; and
- all dilapidated/mutilated plates, storage plates (more than 3 years), and returned plates due to change classification for proper disposition.
The turnover and disposal obligations are operationally tied to maintaining District Office space and proper logistics for inventory and accountability.

Permanent storage plates and dilapidated/mutilated plates under permanent storage must be automatically cut crosswise and lengthwise and then turned over to the Regional Office concerned for proper disposition.
Temporary storage plates that are already dilapidated/mutilated must be disposed of in the same manner as under the permanent storage rule (cut crosswise and lengthwise, then turned over for proper disposition).
For temporary storage plates that are not dilapidated/mutilated, they must be kept only for a maximum of three (3) years; after that period, they must also be disposed of in the manner required for turnover (consistent with the numbered disposition instruction for plates beyond the stated period).

When dealing with temporary storage plates that are already dilapidated/mutilated, the Supply Officer must issue a certification stating the condition of the plates.
The Supply Officer must inform the registrant to apply for replacement upon reactivation by paying the cost of plates.
No affidavit of dilapidated/mutilated is required for these temporary storage cases because the certification replaces that requirement.
For temporary storage plates that are not dilapidated/mutilated, the plates must remain under controlled retention for only up to three (3) years, after which the applicable disposition method applies.

For change classification from for-hire to private (regular), the plates must automatically be surrendered to LTFRB for actual inspection and cutting.
After LTFRB inspection and cutting, the plates must still be turned over to LTO for final disposition pursuant to Joint LTO–LTFRB Memorandum Circular No. 2004-002-J dated 06 August 2004.
For change classification other than those specified (including private to for-hire; private to government and vice versa; diplomatic to private and vice versa; diplomatic to government and vice versa), disposition must follow the same manner as the turnover and inventory rule for plates handled by the Supply Officer (consistent with the instruction to turn over inventory and plates for proper disposition).

When the owner decides to revert to the original classification, the owner must apply for a replacement plate using the original prefix letters and numbers of the MV plate.

The Supply Officer must only accept storage and returned plates that are clean.
Dirty plates are treated as health hazards to employees, and the acceptance requirement prevents handling of plates that do not meet the cleanliness standard.

All orders, memoranda, or circulars inconsistent with the circular’s provisions are superseded and modified accordingly.
The circular directs strict compliance and sets operational handling rules for plate storage, inventorying, turnover, cutting/disposal, and classification-related surrender procedures.