The Ultimate 2025 Guide to E-Filing at the Calcutta High Court: A Step-by-Step Manual for Litigants and Advocates

Master the Calcutta High Court’s e-filing 3.0 portal in 2025 with our comprehensive guide. Learn about registration, document formatting, online fee payment, and overcoming common challenges. Your essential resource for seamless digital litigation in West Bengal.

The Digital Transformation of the Calcutta High Court: An Introduction to E-Filing 3.0

The Inevitable Shift to Digital

The Indian judiciary is undergoing a profound technological transformation, moving from paper-based processes to a more efficient, accessible, and transparent digital ecosystem. The e-filing system at the High Court at Calcutta stands at the forefront of this national initiative. This shift is not merely a matter of convenience; it represents a fundamental re-engineering of court procedures aimed at saving time, money, and travel for both advocates and clients.¹ By promoting paperless filing and obviating the need for many physical court visits, the system streamlines the entire litigation lifecycle, from the initial filing of plaints and applications to the final submission of documents in both civil and criminal matters.¹

Understanding the Evolution: From 1.0 to 3.0

The journey towards a fully digital filing system has been iterative. The High Court at Calcutta, through its notification Memo No. 3008 RG dated March 21, 2024, announced the successful migration to the “e-filing 3.0” portal.³ This upgrade is more than a simple version change; it signifies the implementation of a more mature, integrated, and feature-rich platform designed to handle the complexities of modern litigation.

For existing users, this transition brings a crucial change in login credentials. While advocates who were already registered on the previous e-filing 1.0 portal do not need to create a new account, their old user IDs are now obsolete. Access to the 3.0 portal is granted by using their registered mobile number, email address, or Bar Registration Number as the User ID, with the same password as before.³ This change streamlines access and enhances security by linking accounts to verified contact information.

The Legal Framework: Rules vs. Notifications

Navigating the e-filing system requires an understanding of its two-tiered governing structure. The foundation is provided by the e-filing Rules, published in the Kolkata Gazette on December 24, 2021.³ Framed under the High Court’s constitutional powers, these Rules establish the permanent legal standards for all electronic filings. They define critical terms like ‘Action’ and ‘Technical failure’, and set forth the unchangeable requirements for document formatting, digital signatures, and the retention of original documents.³

Complementing these foundational rules are periodic Notifications issued by the High Court Registry.³ These administrative orders provide operational directives, announce system upgrades like the migration to version 3.0, and specify the phased implementation of e-filing for different categories of cases. For instance, a notification dated December 30, 2021, made e-filing mandatory for all fresh cases filed by the Government from January 3, 2022.³ Similarly, a notice from September 22, 2022, enabled e-filing for bail applications from November 1, 2022.³

This dual structure provides a robust yet flexible framework. The Rules ensure legal certainty and stability, while the Notifications allow the High Court to adapt to technological advancements and roll out digital services in a controlled, strategic manner without needing to amend the entire legal framework for each update. For any litigant or advocate, it is essential to be familiar with both the overarching Rules and the latest operational Notifications.

The Official Gateway: Key URLs to Bookmark

To effectively use the system, it is crucial to bookmark the correct official web addresses. These portals are the exclusive gateways for all e-filing activities:

• Main E-Filing Portal: https://filing.ecourts.gov.in
  This is the central hub for all e-filing activities, including registration, case filing, and document submission. The portal itself hosts help manuals and video tutorials to guide users through the various processes.3
• Mandatory E-Pay Portal: https://pay.ecourts.gov.in/epay/
  For all cases filed electronically, the payment of court fees must be completed through this dedicated portal. It is integrated with the main e-filing software to ensure a seamless transaction.3

Getting Started: Prerequisites for Your First E-Filing

Technical Readiness

Before initiating the e-filing process, ensuring basic technical preparedness is essential. A user will need a reliable computer with a stable internet connection and a scanner capable of producing high-quality images. On the software side, a PDF converter that can create Optical Character Recognition (OCR) searchable documents is a mandatory requirement, as simple image-based PDFs will not be accepted.³

The Registration Process Deconstructed

Registration is a one-time, mandatory prerequisite for using the e-filing portal. Without a registered account, no one can file any case, pleading, or document electronically.³ The process is tailored for different user types.

For Advocates

1. Initiate Registration: Navigate to the portal https://filing.ecourts.gov.in, select “West Bengal” from the state drop-down menu, and choose the “Advocate” role to begin.³
2. Login for Existing 1.0 Users: As noted previously, advocates registered on the 1.0 portal should not re-register. They must log in using their registered mobile number, email ID, or Bar Registration Number as the user ID.³
3. Registration for New Users: New users must click the “New User? Register Here” link. The system is designed for efficiency; upon entering the Bar Registration Number, the advocate’s details will be automatically fetched and displayed.³
4. Handling Bar Registration Numbers: This is a critical step where precision is key to avoid registration errors.
   • Permanent Numbers: For a standard number like WB/1234/1990, the user should enter 1234 in the “Bar Code” field and 1990 in the “Bar Year” field. The “WB” prefix is pre-filled and non-editable.³ For numbers with an alphabetical suffix, such as
     WB/1234-B/1990, the hyphen must be removed, and 1234B should be entered in the “Bar Code” field.³
   • Temporary Numbers: For temporary Bar Registration Numbers that begin with the letter “F” (e.g., F/1234/5678/1990), the advocate must check the box for “Other State/Temporary Advocate Bar Number”. This action makes the state code field editable. The user should then enter “F” in the first box and the consolidated number 12345678 in the “Bar Code” field, removing all slashes (/).³
5. Finalizing Registration: After verifying the fetched details, the final steps are to set a password and complete a mandatory One-Time Password (OTP) verification through both the registered mobile number and email ID. Once this is done, the account is active and ready for e-filing.³ Advocates are also advised to use the “Update Practice Locations” tab to add districts where they intend to file cases.³

 

For Litigants-in-Person

The registration process for individuals who wish to represent themselves is largely similar to that for advocates.³ However, there are two crucial additional steps:

1. Verification: A litigant-in-person who intends to file a case directly must undergo a verification process. This requires uploading a self-attested copy of a government-issued photo ID. The competent authority will then verify the identity of the litigant before granting filing permissions.³ This step serves as an important safeguard to ensure the authenticity of pro se filings.
2. Undertaking: The e-filing Rules also mandate that a litigant-in-person must submit an affidavit or undertaking confirming that they have not engaged an advocate for the specific action they are filing.³

Understanding Digital Signatures

The authenticity and integrity of electronically filed documents are paramount. The e-filing Rules mandate that every PDF document submitted must be digitally signed.³

The Mandate and Acquiring a DSC

A Digital Signature Certificate (DSC) is an electronic equivalent of a physical signature. It is a secure digital key, issued by a certifying authority, that validates the identity of the signer. The Rules require that the party and/or their advocate append their digital signature to the PDF document.³ A list of recognized DSC providers is referenced in the appendices of the e-filing Rules, guiding users on where to procure one.³

The Alternatives (When No DSC is Available)

Recognizing that not all users may have immediate access to a DSC, the rules provide two important alternatives:

1. Aadhaar e-Sign: The system is integrated with the Aadhaar platform, allowing a litigant or advocate to authenticate documents using the e-Sign facility. This involves an OTP-based verification linked to the user’s Aadhaar number, providing a secure and accessible alternative to a traditional DSC.³
2. The “Wet-Ink” Method: If neither a DSC nor Aadhaar e-Sign is feasible, the rules permit a fallback physical procedure. The user must first print the final, prepared electronic document. They must then physically sign this printout with a pen (“wet-ink” signature). Finally, this physically signed document must be scanned into a PDF and uploaded to the portal.³

While the “wet-ink” method offers a practical solution, it carries a significant underlying responsibility. The rules explicitly state that the burden of producing the original, physically signed document and proving its genuineness at any future stage of the litigation rests entirely with the party who filed the scanned copy.³ The loss or damage of this original document could lead to severe evidentiary challenges. In contrast, a document signed with a DSC or Aadhaar e-Sign is self-authenticating, carrying a digital trail that is far more secure and less prone to future disputes. Therefore, while the wet-ink method is available, using a digital authentication method is the strategically superior choice for long-term risk management.

The Core Workflow: A Step-by-Step Guide to Filing Your Case

Once registered and prepared, the actual process of filing a case involves a series of logical steps within the e-filing portal. The platform is designed to be a comprehensive, end-to-end solution, offering features like ready-made, editable templates for various pleadings to assist advocates in the drafting process.¹

Initiating a New Filing

shortcode_callshortcode_callThe process begins by logging into the portal at https://filing.ecourts.gov.in/ with the appropriate credentials (mobile number, email, or Bar Registration Number). Once inside, the user can navigate to the option for initiating a new case filing. The portal’s dashboard provides an at-a-glance status of all completed and pending activities, helping advocates manage their portfolio of cases effectively.¹

Data Entry and Party Details

The next stage involves meticulous data entry. The user will be prompted to fill in all relevant details of the case, including the case type, jurisdiction, and the particulars of all parties involved (petitioners, respondents, etc.). A critical point of compliance during this stage is the strict prohibition on the use of special characters in the “Memo of Parties” and “Advocate remarks” fields.³ Failure to adhere to this rule is a common reason for the system to reject a submission, causing unnecessary delays.

Uploading Your Prepared Documents

After all data has been entered, the user proceeds to upload the primary case document. This must be the single, merged, and bookmarked PDF file that has been prepared according to the strict formatting and technical specifications detailed in the next section. The portal’s interface allows for the seamless uploading of these prepared PDF pleadings.¹

The Final Steps: E-signing, Verification, and Submission

With the document uploaded, the final sequence of actions is triggered:

1. E-Signing: The user must apply their Digital Signature Certificate (DSC) or use the Aadhaar e-Sign facility to electronically sign the uploaded document. The portal has an integrated e-Signing feature that facilitates this crucial step.¹
2. Payment of Court Fees: The system will then direct the user to the e-Pay portal to complete the mandatory online payment of court fees. This process is detailed further in Section V.
3. Final Submission: Once the payment is confirmed and the transaction ID is entered, the user can complete the final submission. The case is then transmitted electronically to the High Court Registry for scrutiny and processing.

The Litigant’s Handbook: Preparing Your Documents for Digital Submission

The success of an e-filing hinges on the meticulous preparation of the documents before they are uploaded. The High Court’s e-filing Rules are highly specific about formatting and file specifications to ensure uniformity, readability, and long-term archival integrity. Failure to comply with these technical requirements is a primary cause of filing rejections.

The Golden Rules of Formatting

All original typed materials, including the main petition, interlocutory applications, affidavits, and annexures, must be prepared electronically using a precise formatting style. These are not suggestions but mandatory requirements ³:

• Paper Size: A-4
• Margins: Top: 1.5 inches, Bottom: 1.5 inches, Left: 1.75 inches, Right: 1.0 inch
• Font: Times New Roman, Size 14
• Line Spacing:5
• Alignment: Justified

From Paper to Pixel: Scanning and File Specifications

The conversion of documents into the correct digital format is equally critical.

• File Format: All documents must be converted into Optical Character Recognition (OCR) searchable PDF The rules also specify that PDF/A is the preferred format.³ PDF/A is an ISO-standardized version of PDF designed for the long-term archiving of electronic documents, ensuring that they can be opened and viewed reliably for years to come.³ An OCR-searchable format means the text within the PDF is selectable and searchable, which is crucial for judicial review.
• Scanning Standard: Any document that is not originally a text file (e.g., photographs, handwritten evidence, certified copies) must be scanned with an image resolution of at least 300 DPI (Dots Per Inch) and saved in an OCR searchable mode.³ This ensures clarity and legibility.
• Prohibitions: To maintain the integrity and neutrality of court records, e-filed documents must not be watermarked or encrypted. They must also be clean of any digital artifacts like markings, track changes, or annotations. Furthermore, it is the filer’s responsibility to ensure the files are free of any viruses, malware, or trojan horses.³

File Management Best Practices

Proper file management before uploading can prevent many common errors.

• The 20 MB Limit: Each individual file uploaded to the portal must not exceed a size of 20 MB.³ This is a strict technical limitation of the system.
• Merging and Bookmarking: All components of a filing—the main petition, the vakalatnama, affidavits, and all annexures—must be merged into a single, consolidated OCR searchable PDF file. This single file must then be internally organized with bookmarks that correspond to the Master Index, allowing judges and court staff to navigate the document efficiently.³
• File Naming Conventions: The name of the final PDF file must adhere to specific rules. It must not exceed 45 characters in length, including spaces. Additionally, a list of special characters is strictly prohibited in file names, including: ” (quotation mark), # (hash), % (percent), & (ampersand), * (asterisk), : (colon), < > (angle brackets), ? (question mark), \ (backslash), / (forward slash), { } (braces), | (pipe), and ~ (tilde).³

Table: Document Preparation Checklist

To aid litigants and legal professionals in ensuring full compliance, the following checklist consolidates all technical requirements into a single, quick-reference table. Using this checklist before every filing can significantly reduce the risk of technical rejection.

Parameter	Requirement
Paper Size	A-4
Margins	Top: 1.5″, Bottom: 1.5″, Left: 1.75″, Right: 1.0″
Font	Times New Roman, Size 14
Line Spacing	1.5
Alignment	Justified
File Format	OCR Searchable PDF or PDF/A (preferred)
Scan Resolution	300 DPI (for non-text documents)
Max File Size	20 MB
File Structure	Single merged PDF with bookmarks
Max Filename Length	45 characters
Prohibited Chars	“, #, %, &, *, :, <, >,?, , /, {, }, |, ~
Watermarks	Not allowed
Encryption	Not allowed

Navigating Court Fees and Financials in the Digital Age

The modernization of the filing process extends to the payment of court fees, which has been fully digitized to create a seamless, end-to-end electronic workflow.

Mandatory Online Payment

A crucial aspect of the e-filing 3.0 system is the mandatory nature of online payments. For any case that is filed electronically through the portal, the corresponding court fees must be paid online through the integrated e-Pay portal. The High Court’s notification explicitly states that there is no liberty to make an offline payment of court fees in such cases.³ This integration is a deliberate step to eliminate the logistical hurdles of physical stamps and treasury visits, but it also means that a successful e-filing is contingent upon the successful completion of an online financial transaction. The process relies on the smooth functioning of two interconnected government portals: the e-filing portal and the e-Pay portal.

Payment Modes

The e-Pay portal, accessible at https://pay.ecourts.gov.in/epay/, is designed to be user-friendly and accommodates a wide range of modern payment methods. Litigants and advocates can pay the requisite fees using Debit Cards, Credit Cards, Internet Banking, or Unified Payments Interface (UPI).³ This flexibility ensures that users can choose the most convenient method available to them.

Completing the Process

The payment process is the final financial step before submission. After the user is redirected to the e-Pay portal and completes the transaction, the system generates a unique Transaction ID.³ This ID serves as the digital receipt and proof of payment. The user must then return to the e-filing portal and enter this Transaction ID in the designated field. This action links the payment to the specific case file, formally completing the financial requirement and allowing the final submission of the case to the Registry.³

After You Click ‘Submit’: Post-Filing Procedures and Case Management

The e-filing process does not end with the click of the ‘submit’ button. A series of crucial post-filing procedures and ongoing responsibilities must be managed to ensure the case proceeds smoothly through the system.

Confirmation and Scrutiny

Upon successful submission, the case documents are electronically transmitted to the High Court Registry for scrutiny. Once the Registry accepts the filing, a formal filing number is generated. This number is the official identifier for the case until a formal case number is assigned. The High Court ensures timely communication by notifying the advocate or litigant-in-person of this filing number via an automated SMS alert and/or an email.³

Handling Objections (Defect Rectification)

The Registry scrutinizes each filing for compliance with all procedural and technical rules. If any deficiencies, errors, or defects are found, they are recorded as “objections.” The Registry will communicate these objections to the concerned advocate or litigant through email, SMS, or a notification on the web portal.³ The filer is then required to rectify these defects within the stipulated time. Only after all objections are cleared will the case be processed for listing before the appropriate Bench.³

The Obligation to Retain Originals

One of the most critical post-filing responsibilities under the e-filing regime is the preservation of original physical documents. The act of scanning and uploading a document does not eliminate the need for the original copy. The e-filing Rules establish a clear and strict framework for document retention.³

• General Rule: The originals of all documents that were scanned and e-filed must be carefully preserved by the filing party. The Bench has the authority to direct the production or inspection of these originals at any time during the proceedings.³
• Two-Year Retention Rule: Certain documents, whose authenticity is paramount, must be preserved for a minimum period. These include the signed Vakalatnama and any signed and notarized/attested affidavits. These must be kept for at least two years after the final disposal of the case. The definition of “final disposal” is comprehensive, including the disposal of the matter by a superior appellate court, meaning the retention period can be quite long.³
• Permanent Retention: The rules identify a specific category of documents of significant legal and financial importance that must be preserved permanently. This list includes ³:
  • A Negotiable Instrument (other than a cheque).
  • A Power-of-Attorney.
  • A Trust deed.
  • A Will or any other testamentary disposition.
  • Any contract for the sale or conveyance of immovable property or any interest in such property.

The responsibility for producing these originals and proving their genuineness lies solely with the party that filed the electronic copies.³

Checking Your Case Status Online

After a filing number is assigned, litigants and advocates can monitor the progress of their case through the e-Courts services portal. The High Court at Calcutta provides online case status search facilities for both its Appellate and Original sides.⁴ Users can typically track their case using various parameters such as the filing number, case number, party name, or advocate name to get real-time updates on listings, orders, and the overall status of the matter.

Common Challenges and Expert Solutions

While the e-filing system is designed for efficiency, it presents a new set of technical and procedural challenges. Awareness of these common pitfalls and understanding the prescribed solutions is key to avoiding delays and ensuring compliance.

Troubleshooting Technical Failures

The e-filing Rules have a very specific and strict definition of ‘Technical failure’. It is defined as a failure of the court’s hardware, software, or telecommunications facility that makes electronic submission impossible.³ Crucially, this definition explicitly

excludes any malfunctioning of the user’s personal equipment, such as their computer, scanner, or internet connection.³

This places the entire risk of personal technical issues squarely on the litigant. If a user’s internet fails moments before a limitation deadline, the court will not grant an extension or exemption. The rules are unequivocal: “No exemption from limitation shall be permitted on the ground of a failure of the web based on-line e-filing facility”.³ This strict liability approach makes it imperative for filers to plan their submissions well in advance and not wait until the last minute, as they will have no recourse for personal technical glitches.

Handling Files Exceeding 20 MB

The portal has a hard limit of 20 MB for each uploaded file.³ For document-heavy cases, such as complex commercial disputes or writ petitions with hundreds of pages of annexures, the final merged PDF can easily exceed this limit.

In such a scenario, remote online filing is not possible. The rules require the advocate or litigant to physically visit one of the “Designated Counters” for assistance.³ These counters, which include e-Service Centers, are equipped to handle large files and facilitate the e-filing process through their dedicated internet/intranet connections.³ This creates a hybrid filing model where, despite the digital push, certain cases still necessitate a physical visit to a court-affiliated center, which can involve queues and potential delays.

Navigating the 16:00 IST Filing Deadline

While the online portal is available 24/7 for convenience, the legal recognition of filing time is bound by the court’s working hours. Any online e-filing carried out after 16:00 hours (4:00 PM) on a working day is legally treated as having been filed on the next working day.³

This rule is a critical trap for the unwary, especially when dealing with limitation periods. A case filed at 4:01 PM on the final day of its limitation period will be considered time-barred, as its official filing date will be recorded as the following day. The 24/7 accessibility of the portal is for procedural convenience only and does not extend legal deadlines.

Seeking Help: Your Support Channels

The High Court has established multiple channels to assist users in navigating the e-filing system ³:

• On-site Assistance: For hands-on help, users can visit the e-Sewa Kendra and the e-Filing Help Desk Counters, which are located in the Filing Counter area. These services are available during the court’s working hours on all working days.³
• Technical Support: For specific technical queries or if technical assistance is required, users are directed to contact the IT Department of the High Court.³
• Email Support: Assistance and clarifications regarding the e-filing process can also be sought via email. The official support email address is [email protected].³

Contact Us for a Consultation

For expert legal assistance with your matter and guidance through the e-filing process, please contact us.

• Kolkata Office: NICCO HOUSE, 6th Floor, 2, Hare Street, Kolkata-700001 (Near Calcutta High Court)
• Delhi Office: House no: 4455/5, First Floor, Ward No. XV, Gali Shahid Bhagat Singh, Main Bazar Road, Paharganj, New Delhi-110055
• Website: patraslawchambers.com
• Email: [email protected]
• Phone: +91 8250 422 880 / +91 890 222 4444 / +91 9044 04 9044

Works cited

1. e-Filing services for online filing of cases, plaints, written statements …, accessed August 20, 2025, https://filing.ecourts.gov.in/
2. E-FILING | Official Website of e-Committee, Supreme Court of India, accessed August 20, 2025, https://ecommitteesci.gov.in/service/e-filing/
3. efilling notice.pdf
4. Calcutta High Court – Appellate side, accessed August 20, 2025, https://hcservices.ecourts.gov.in/ecourtindiaHC/index_highcourt.php?state_cd=16&dist_cd=1&court_code=3&stateNm=Calcutta
5. Calcutta High Court – Original Side – Case Status : Search by Case Number, accessed August 20, 2025, https://hcservices.ecourts.gov.in/ecourtindiaHC/cases/case_no.php?state_cd=16&dist_cd=1&court_code=1&stateNm=Calcutta
6. Case Status : Search by Case Number, accessed August 20, 2025, https://hcservices.ecourts.gov.in/ecourtindiaHC/cases/case_no.php?state_cd=16&dist_cd=1&court_code=3&stateNm=Calcutta