• VRD and relevant licensing application form must be duly signed by the registered vehicle owner; and
• Signature on the application form should match with that on the VRD.

• VRD and the application form must be duly signed by an authorized representative of the company/organization together with a company/organization chop;
• Company/organization name shown on the chop should match with that of the registered owner on the VRD; and
• Company/organization chop on the application form must be identical with that on the VRD.

A1.

The VRD is a very important document issued to the registered owner of a vehicle.  The VRD must be signed by the registered owner and be kept properly. To better safeguard the interest of registered vehicle owners and ascertain the identity of applicants in licensing applications, the VRD has to contain signature of the registered vehicle owner (or the signature of an authorized representative together with a company/organization chop if the vehicle is owned by a company/organization), otherwise the Transport Department will not process the licensing application.

A2.

In general, the Transport Department requires that the company/organization chop on the licensing form must be identical with that on the VRD.  If a company/organization has practical difficulties in complying with the requirement (such as its vehicles are managed by different branches or outstations but the VRDs are signed by the headquarters), it should approach the Transport Department to sort out an appropriate arrangement.

A3.

The company/organization should issue a letter on its letterhead to notify the Transport Department of the reason for change of chop and the effective date of use of the new chop.  The notification letter should be signed by an authorized person with his/her name, post title and contact telephone number.  Both the new and the old chops should be clearly stamped on the letter unless the old chop has been lost/stolen/damaged. The registered vehicle owner can either –

• apply for a duplicate of the VRD and pay the prescribed application fee;

OR

• bring along the original and photocopy of notification letter each time for relevant vehicle licensing application.

For the sample notification letter for the change of company/organization chop on the VRD, please click here.

The Transport Department will not process applications if the company/organization chop on the application form is not identical with that on the VRD and the registered vehicle owners cannot produce the original notification letter.

A4.

The company/organization should issue a letter on its letterhead to notify the Transport Department that a wrong chop was stamped on the VRD and the effective date of use of the new chop.  The notification letter should be signed by an authorized person with his/her name, post title and contact telephone number.  The new chop should be clearly stamped on the letter.  The registered vehicle owner should apply for a duplicate of the VRD and pay the prescribed application fee.  You have to submit the original notification letter with your application.

For the sample notification letter for the change of company/organization chop on the VRD, please click here.

The Transport Department will not process applications if the company/organization chop on the application form is not identical with that on the VRD and the registered vehicle owners cannot produce the original notification letter.

A5.

Yes, the company/organization can apply for a duplicate of the VRD and pay the prescribed application fee and have to submit the original notification letter with your application.