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1Fix the driver behind crashes, sound loss and screen glitches2Clear out junk files and repair common Windows errors3Scan for outdated or missing drivers - takes under a minuteStart on the GST portal, not with a generic complaint. Find the latest application status, ARN (Acknowledgement Reference Number), and the form or order issued. Your next step depends on whether you received an RFD-03 deficiency memo, an RFD-08 show-cause notice, an RFD-06 refund order, or no decision yet.
RFD-03 requires a corrected, fresh RFD-01 application. RFD-08 requires an RFD-09 reply within 15 days of receipt. An RFD-06 rejection can generally be appealed within three months from communication, subject to a limited one-month extension for sufficient cause. A pending application may be deemed acknowledged after 10 days for most refund categories, but that does not mean payment has been approved.
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First, identify exactly what happened
Sign in to the GST portal and download the complete record for the refund application. Record the ARN, filing date, tax period, refund category, amount claimed, current status, and every communication date. Open the latest form or order rather than relying on a status label such as “rejected” or “pending.”
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- RFD-08: a notice proposing rejection of all or part of the claim. It is not the final order.
- RFD-06: the order recording sanction, rejection, or adjustment.
- Pending: the application is still in the processing route, or the acknowledgement stage has not been completed.
Save the original application, uploaded statements, declarations, invoices, export or SEZ records where relevant, portal acknowledgements, notices, replies, orders, and proof of every submission in one electronic case file.
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Use this decision table
| Portal result | What it means | Immediate action | Key timing |
|---|---|---|---|
| RFD-03 deficiency memo | The application has a stated defect and will not continue in its present form. | Correct every listed deficiency and file a fresh RFD-01 for the same period. | The earlier ledger debit is re-credited when the memo is issued, according to current official guidance. |
| RFD-08 show-cause notice | The officer proposes to reject the whole or part of the claim. | Submit a point-by-point RFD-09 reply with supporting records. | Reply within 15 days of receiving the notice. |
| RFD-06 rejection or partial sanction | A final refund order has been issued, including any adjustment against an outstanding demand. | Read the reasons and decide whether to appeal. | Generally three months from communication; a further month may be allowed for sufficient cause. |
| No RFD-02 or RFD-03 | The acknowledgement or deficiency stage has not appeared. | Check the filing date and monitor the portal; follow up with the jurisdictional channel if the statutory period has passed. | For covered categories, neither form within 10 days results in deemed acknowledgement. |
If you received an RFD-03 deficiency memo
An RFD-03 is not a final decision that you are ineligible. It means the current application contains deficiencies identified by the officer or system and will not be processed further. Read each deficiency line; do not fix only the most obvious one.
1. Reconcile the claim
Compare the amount in the application with the relevant returns, electronic ledgers, invoices, shipping or export records, payment evidence, and calculations used for the refund formula. Check GSTINs, tax periods, invoice numbers, dates, tax amounts, currency conversions, and the refund category selected in RFD-01.
2. Correct eligibility issues
Recheck the eligible input tax credit. Exclude blocked credit and make any reversals required by the law. Confirm that all returns due by the application date were filed. If the memo concerns a missing declaration, undertaking, statement, or certificate, prepare the correct document for the same period rather than uploading an unrelated substitute.
3. File a fresh RFD-01
Submit a new application for the same tax period after correcting the stated defects. The GSTN help guidance indicates that documents in the earlier statement may be reused in the fresh filing, but review every reused record before submission. Keep the new ARN together with the old ARN and RFD-03.
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Official guidance states that the amount debited from the electronic credit ledger when the original application was filed is re-credited after the deficiency memo. Verify the re-credit entry in the portal and retain a screenshot or ledger statement.
If you received an RFD-08 show-cause notice
RFD-08 is a proposed-rejection notice. It gives you an opportunity to answer before an RFD-06 order is made. A notice can concern the whole claim or only a part, so identify the exact amount and each ground stated.
Build a ground-by-ground reply
- Quote the notice reference and ARN. State the date received and the refund period.
- Answer every ground separately. Explain the factual position, the legal basis for eligibility, and the calculation supporting the amount.
- Map evidence to each answer. Use an index that identifies the relevant return, invoice, export document, ledger entry, bank record, declaration, or reconciliation.
- Correct genuine errors. If part of the claim is unsupported, identify the amount you concede and explain the balance rather than ignoring the issue.
- Submit RFD-09 within 15 days. Save the portal submission receipt, acknowledgement, uploaded files, and the notice showing its receipt date.
The refund cannot be rejected without a reasonable opportunity to be heard. If the issue is complex, the amount is material, or the notice raises a classification or eligibility dispute, have a qualified GST practitioner or chartered accountant review the reply before filing.
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If an RFD-06 order rejects your refund
RFD-06 is the order to examine after the officer has considered the application and any response. Read the written reasons, amount sanctioned, amount rejected, and any adjustment against an outstanding demand. The communication date controls the appeal clock, so preserve the portal timestamp, email, or other proof showing when the order was made available.
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General first-appeal period
Under section 107 of the CGST Act, an aggrieved taxpayer generally has three months from communication of the order to appeal to the Appellate Authority. A further month may be permitted when sufficient cause prevented filing within the original period. The extension is limited; it is not an automatic extra month.
Prepare before filing
- Identify each disputed finding and the exact relief sought.
- Separate factual mistakes from legal arguments.
- Attach the RFD-01, RFD-03 or RFD-08 if applicable, RFD-09 reply, RFD-06 order, returns, reconciliations, and supporting records.
- Check the form, fee, pre-deposit, filing location, and currently effective appeal rules for your case.
- Obtain professional advice promptly where the limitation period is close or the order involves complex valuation, place-of-supply, export, SEZ, or input-tax-credit questions.
Why a pending refund may still be unresolved
For refund categories other than excess balance in the electronic cash ledger, the current Government FAQ says an RFD-02 acknowledgement or RFD-03 deficiency memo should issue within 10 days of filing. If neither appears, the application is deemed acknowledged when that period expires. The portal may make an RFD-02 available automatically.
“If neither acknowledgement nor deficiency memo is issued within 10 days of filing of refund application, then the application will be deemed acknowledged, i.e., an acknowledgement in FORM GST RFD-02 will be made available through the common portal on expiry of the said period.”
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Deemed acknowledgement starts the processing route; it is not an approval or an instruction that money must be credited immediately. Older web pages may describe a 15-day acknowledgement period, but the current FAQ describes a 10-day rule for the covered categories. Check the notice and workflow currently shown for your application.
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Returns and identifiers
- File every return due by the date of the application.
- Match the refund period, GSTIN, tax heads, invoice numbers, taxable values, and tax amounts with the returns and accounting records.
- Reconcile the amount claimed with the electronic credit ledger and the figures used in any statutory formula.
Input-tax-credit review
Confirm that each credit included is eligible. Remove blocked credit, account for reversals, and retain purchase invoices and evidence of receipt and payment where required. A refund calculation that includes ineligible credit can create a substantive rejection even when the uploaded files are complete.
Category-specific evidence
Evidence differs by claim type. Exports may require shipping or export documentation and realization records; export services require records supporting the service, recipient, payment, and place of supply; SEZ supplies require the relevant endorsement; deemed exports require the prescribed supporting documents; inverted-rate claims require a clear tax-rate and input-credit calculation; and refunds arising from an order require the order and proof of compliance with it.
The current electronic process allows statements, declarations, undertakings, and supporting records to be uploaded through the portal. Physical submission is generally not required for the portal workflow described in the Government FAQ, but retain originals and readable electronic copies.
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Can a delayed refund earn interest?
Section 56 provides interest for qualifying refunds that are not paid within 60 days. The entitlement, starting date, rate, and calculation can depend on the refund category, the relevant order, and whether an appeal or other proceeding affects the amount. The section contains a ceiling and relies on the applicable notified rate, so do not assume one percentage applies to every GST refund.
When payment is delayed, calculate the period from the legally relevant date for your claim, identify the amount that qualifies, and compare the result with the sanction and payment records. Check the currently effective notifications before making a demand for a specific rate. Keep the interest issue separate from the principal refund dispute so that an appeal or representation states both amounts clearly.
A practical filing and follow-up checklist
- Download the latest status, ARN, form, order, and communication timestamp.
- Classify the case as RFD-03, RFD-08, RFD-06, or pending.
- Export the original application and every uploaded attachment.
- Reconcile the claim against filed returns, ledgers, invoices, and category-specific records.
- File the required response or fresh application through the portal: RFD-01 after RFD-03, or RFD-09 after RFD-08.
- Record the submission reference and preserve proof of filing.
- Monitor the portal for acknowledgement, further clarification, order, payment, or adjustment.
- If the order is adverse, calculate the three-month appeal deadline from communication and obtain advice without waiting for the deadline.
Common mistakes and how to avoid them
- Treating RFD-03 as a final rejection: it is a deficiency route requiring a fresh application.
- Missing the RFD-09 deadline: count 15 days from receipt of RFD-08 and file evidence of submission.
- Appealing from the filing date: section 107 generally counts three months from communication of RFD-06.
- Reusing an old calculation without checking it: update returns, ledger balances, reversals, and invoices for the relevant period.
- Assuming deemed acknowledgement means sanction: it only moves the application into processing.
- Quoting a universal interest rate: verify the category, notifications, and legally relevant start date.
- Relying on an incomplete portal record: preserve notices, attachments, timestamps, and communication evidence in one case file.
GST refunds are processed electronically, but the outcome still turns on the exact form, deadline, eligibility rule, and evidence in your file. Identify those four items first; then take the action that matches the portal record rather than responding to a generic “pending” or “rejected” label.
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