Physical Vehicle Examination (Particulars Updating)
| Form | Workflow | Outputs | E2E test | Docs |
|---|---|---|---|---|
| Passed | Passed | Passed | Passed | Passed |
- End-to-end test
- 3/3 passed 2026-10-21 (mihud, combined)
- Documentation
- 16 steps, 29 images · Download the DOCX
- Who can apply
- Individual, Organization
- Capabilities
rtsa-road-exam- Catalogue ID
- 43
Fees
| Fee | Case | Amount (ZMW) |
|---|---|---|
| Physical Vehicle Examination Fee | New | 64 |
| Change of Motor Vehicle Particulars Fee | New | 276 |
Output documents
- GS-2 Notice of Government Action (notice-of-action)
- Certificate (certificate)
- GS-1 Application for a Government Service (application)
- GF-1 Treasury Invoice (invoice)
- GF-2 Treasury Receipt (receipt)
Test evidence
Physical Vehicle Examination (Particulars Updating)
Service documentation · Republic of Zambia · GSB e-Services
| Owner | Road Transport and Safety Agency |
| Service key | RTSA/physical-vehicle-examination-particulars-updating |
| Version | service v1, platform 9b8a591f |
| Date | 2026-10-17 |
Generated automatically by the service's end-to-end test run. Every screenshot shows synthetic test data on a local test installation, never real personal data.
This document describes the Physical Vehicle Examination (Particulars Updating) service of Road Transport and Safety Agency as the platform runs it today. It is generated by the service's end-to-end test: every step below was performed by the test, and every screenshot was taken during that run with synthetic data. Regenerate it with npm run docs:services in the e2e suite; do not edit it by hand.
1. Service summary
| Item | Detail |
|---|---|
| Service | Physical Vehicle Examination (Particulars Updating) |
| Owner (MDA) | Road Transport and Safety Agency (RTSA) |
| Purpose | Service covers any transaction that requires the changing of a particular detail on the Motor Vehicle Registration Certificate. |
| Who can apply | Individual; Organization |
| How to apply | Online on the national e-Services portal, signed in with ZamPass; pay with ZamPay. |
| Fees | Physical Vehicle Examination Fee: ZMW 64.00 Change of Motor Vehicle Particulars Fee: ZMW 276.00 |
| Turnaround | Upon successful completion of vehicle examination, the updated Registration Certificate is issued instantly |
| Validity of the output | No expiration |
| Required documents | Personal ID or Certificate of Incorporation (required) (a) If the change required is Seating Capacity or Color, the supporting documents are the following: (required) Original motor vehicle or trailer Registration Certificate. (required) Zambia Police Anti-Motor Vehicle Theft Clearance Report. (required) An Affidavit. (required) (b) If the change required is Engine Number, the supporting documents are the following: (required) Interpol Clearance Certificate. (required) |
| Output documents | GS-2 Notice of Government Action Physical Vehicle Examination (Particulars Updating) GS-1 Application for a Government Service GF-1 Treasury Invoice GF-2 Treasury Receipt |
| Legal basis | Road Traffic Act Nr. 11 of 2002 (http://www.parliament.gov.zm/sites/default/files/documents/acts/Roads%20and%20Road%20Traffic%20Act.pdf) SI-41 of 2015 (http://www.parliament.gov.zm/acts-of-parliament) |
2. Application process, step by step
The process as configured in the back office:
| Step | Role | Task | Type |
|---|---|---|---|
| 1 | Applicant | Apply | form |
| 2 | Case Officer | Generate Payment | generate-payment |
| 3 | Applicant | Payment | payment |
| 4 | Case Officer | Review | review |
| 5 | System | Generate Document | generate-document |
| 6 | System | Generate Document | generate-document |
| 7 | System | Notify Client | notify |
Who takes part in this journey: Citizen, Case Officer, Anyone (public).
Step 1. Find the service
Citizen · National e-Services portal
On the national e-Services portal the citizen opens All Services and searches for the service by name ("Physical Vehicle Examination Particulars Updating"). Each result names the service and the ministry that provides it.
Step 2. Read the service page
Citizen · National e-Services portal
The service page sets out what the service is for, who provides it, the fee, how long it takes and the documents to have ready. "Start application" begins an application (the citizen is signed in with ZamPass).
Step 3. Confirm the applicant details
Citizen · National e-Services portal
The applicant details are filled in from the citizen's ZamPass account. The citizen says whom they are applying for (themself) and continues with "Proceed to Application".
Step 4. Fill in the application form
Citizen · National e-Services portal
The citizen answers the service's own application form, converted from the legacy system (13 answers in this run, all synthetic), for the type of application "New". Questions marked * must be answered; some appear only after an earlier answer. Answers are saved as the citizen types, so an unfinished application can be reopened from My Workplace.
Step 5. Upload the supporting documents
Citizen · National e-Services portal
Each document the service asks for has its own upload (7 in this run: Personal ID or Certificate of Incorporation, (a) If the change required is Seating Capacity or Color, the supporting documents are the following:, Original motor vehicle or trailer Registration Certificate., Zambia Police Anti-Motor Vehicle Theft Clearance Report., An Affidavit., (b) If the change required is Engine Number, the supporting documents are the following:, Interpol Clearance Certificate.). The files are checked and stored with the application; the page confirms each upload.
Step 6. Check the answers and confirm the declaration
Citizen · National e-Services portal
Before sending, the citizen sees every answer and document on one page and can go back to change them. The declaration that the information is true and complete must be ticked.
Step 7. Application sent
Citizen · National e-Services portal
The portal confirms the application with the ministry's reference number (RTSA-PVE/00006/10-17-26 in this run). The application goes to the ministry's officers; the citizen follows it in My Workplace.
Step 8. Take the new application on
Case Officer · Back office
The application arrives in the case queue of the ministry that owns the service (Road Transport and Safety Agency); only its staff see it. The officer opens it by its reference number - answers, documents and process are on the case - assigns it to themself and takes it on.
Step 9. Fill in the certificate particulars
Case Officer · Back office
The issued document prints 8 fields that come from the office rather than from the application (Main color, Net weight, Model number, Propelled by, Year of make, Engine number, Examination Id, Reinspection Date). The officer fills them in on the case's "Certificate particulars" tab before the document is issued (synthetic values in this run) and saves; once the document is issued they can no longer change.
Step 10. Work out the fee
Case Officer · Back office
The Case Officer works out the fee from the service's imported fee schedule ("Change of Motor Vehicle Particulars - ZMW 276 Physical Vehicle Examination - ZMW 64"). "Submit Fees and Advance" records it, raises a ZamPay invoice for the applicant and moves the case to payment.
Step 11. See that the fee is due
Citizen · National e-Services portal
The application shows "Waiting for your payment" in My Workplace with a Pay button (K64.00). The office priced the case; the invoice was raised on ZamPay.
Step 12. Pay with ZamPay
Citizen · National e-Services portal
Pay opens the invoice (K64.00, the amount set by the platform, never by the page) with its PDF preview; the citizen pays at ZamPay by mobile money or bank card.
Step 13. Payment received
Citizen · National e-Services portal
ZamPay reports the payment; the dialog says "Paid. Thank you" and the application moves on to the ministry's officers.
Step 14. Enter the certificate particulars
Case Officer · Back office
The Case Officer works on "Enter the certificate particulars" (review in the imported process), checks the application and its documents, and completes the step.
Step 15. The document in My permits
Citizen · National e-Services portal
The issued document (RTSA-PVEPU-2026-00001 in this run: "Physical Vehicle Examination (Particulars Updating)") is listed in "My permits and licences" with its validity and a download of the sealed PDF.
Step 16. Verify the document
Anyone (public) · Public verification page
The QR code on the document opens the public verification page: genuine and current, to whom it was issued, and whether the electronic seal is valid. No sign-in is needed.
3. Payment
| Item | In the test run |
|---|---|
| Fee (as published) | Change of Motor Vehicle Particulars - ZMW 276 Physical Vehicle Examination - ZMW 64 |
| Invoice 1 | 0128489691431680 |
| Amount 1 | ZMW 64.00 |
| Paid at 1 | after "Work out the fee" |
On screen: step 10 (Work out the fee), step 11 (See that the fee is due), step 12 (Pay with ZamPay), step 13 (Payment received) in section 2.
4. Output documents
Physical Vehicle Examination (Particulars Updating) (sealed PDF)
Issued when the case was approved, from the service's output configuration (service template RTSA_PhysicalExamination.Certificate.OneFee), filled from the application and the decision, sealed with the platform's electronic seal and stored as the issued version. The holder downloads it from My permits; the verification page checks it.
The issued PDF has 1 page; the image shows the first.
Fields
| Field | Value in the test run |
|---|---|
| Document title | Physical Vehicle Examination (Particulars Updating) |
| Permit / licence number | RTSA-PVEPU-2026-00001 |
| Holder | Chanda Mwila |
| Valid from | 2026-10-17 |
| Valid until | |
| Status | active |
| Verification code (printed with a QR code) | QKCT-78H6-FN |
Seal
| Item | Detail |
|---|---|
| Seal status | sealed |
| Signature level | PAdES-B-T |
| Sealed by | the platform seal (development key in the test run) |
| Signed at | 2026-10-17T04:54:54.193Z |
| Trusted time-stamp | 2026-10-17T04:54:54.183Z (time-stamping authority) |
| Document fingerprint (SHA-256) | 6c78ef601d00b04b... |
Verification
| Item | Detail |
|---|---|
| Where | The public verification page of the national portal, <portal>/verify/<verification code>, opened by scanning the QR code on the document. |
| What it shows | Whether the document is genuine and current, its holder and validity, and whether the electronic seal is valid and who sealed it. |
| Checking a copy | Anyone can upload a PDF they were given; the page says whether it is exactly the document that was issued. A changed copy is reported as not matching. |
On screen: step 15 (The document in My permits), step 16 (Verify the document) in section 2.
5. Notifications
| When | Channel | To | Message | Delivery |
|---|---|---|---|---|
| Application received | in-app (portal bell) | the applicant | Application RTSA-PVE/00006/10-17-26 received - Your application RTSA-PVE/00006/10-17-26 for Physical Vehicle Examination (Particulars Updating) has been received by Road Transport and Safety Agency. | shown |
| Status changed | in-app (portal bell) | the applicant | Update on application RTSA-PVE/00006/10-17-26 - RTSA-PVE/00006/10-17-26 (Physical Vehicle Examination (Particulars Updating)) is now: With the office - fees being worked out. | shown |
| Payment due (invoice raised) | in-app (portal bell) | the applicant | Payment due for application RTSA-PVE/00006/10-17-26 - The fee of ZMW 64.00 for Physical Vehicle Examination (Particulars Updating) (RTSA-PVE/00006/10-17-26) is now due. Invoice 0128489691431680. | shown |
| Payment received | in-app (portal bell) | the applicant | Payment received for RTSA-PVE/00006/10-17-26 - Your payment of ZMW 64.00 for RTSA-PVE/00006/10-17-26 (Physical Vehicle Examination (Particulars Updating)) has been received. Receipt: <ZamPay>/pdf?documentType=receipt&invoiceNumber=0128489691431680 | shown |
| Licence / permit issued | in-app (portal bell) | the applicant | Your Physical Vehicle Examination (Particulars Updating) document has been issued - RTSA-PVEPU-2026-00001 has been issued for Physical Vehicle Examination (Particulars Updating). | shown |
| Invitation to rate the service | in-app (portal bell) | the applicant | How was Physical Vehicle Examination (Particulars Updating)? - How was Physical Vehicle Examination (Particulars Updating)? Tell us in about a minute. | shown |
| Decision: approved | in-app (portal bell) | the applicant | Application RTSA-PVE/00006/10-17-26 completed - RTSA-PVE/00006/10-17-26 (Physical Vehicle Examination (Particulars Updating)) is complete. Your documents are ready. | shown |
| Application received | sms | +260 97* *** 567 | Application RTSA-PVE/00006/10-17-26 for Physical Vehicle Examination (Particulars Updating) has been received. Track it: <portal>/my-workplace | delivered |
| Application received | e2e.c***@example.test | Application RTSA-PVE/00006/10-17-26 received | skipped | |
| Status changed | sms | +260 97* *** 567 | delivered | |
| Payment due (invoice raised) | sms | +260 97* *** 567 | Fee of ZMW 64.00 due for RTSA-PVE/00006/10-17-26. Invoice 0128489691431680. Pay: <ZamPay>/pay-for-service/get-invoice/0128489691431680 | delivered |
| Payment due (invoice raised) | e2e.c***@example.test | Payment due for application RTSA-PVE/00006/10-17-26 | skipped | |
| Payment received | sms | +260 97* *** 567 | delivered | |
| Invitation to rate the service | sms | +260 97* *** 567 | skipped | |
| Invitation to rate the service | e2e.c***@example.test | How was Physical Vehicle Examination (Particulars Updating)? | skipped | |
| Licence / permit issued | sms | +260 97* *** 567 | delivered | |
| Licence / permit issued | e2e.c***@example.test | Your Physical Vehicle Examination (Particulars Updating) document has been issued | skipped | |
| Decision: approved | sms | +260 97* *** 567 | delivered | |
| Decision: approved | e2e.c***@example.test | Application RTSA-PVE/00006/10-17-26 completed | skipped |
Delivery: shown = in the portal's notification bell; delivered = the SMS gateway (a test double in this run) reported the text delivered; skipped = not sent on that channel (e-mail is not configured on the test installation, and some notices go out on one channel only); sent by the national portal = a ministry node handed the notice to the national portal, which texts and e-mails the citizen under its own name and the citizen's preferences. Addresses written <portal>, <ZamPay> stand for the national portal and ZamPay.
6. Legacy mapping
| Item | Detail |
|---|---|
| Replaces | Physical Vehicle Examination (Particulars Updating) in the legacy ZIGS e-Services directory (ZIGS_Services) |
| Legacy service id | 43 |
| Legacy provider | Road Transport and Safety Agency (RTSA) under Ministry of Transport and Logistics |
| Legacy process | not recorded |
| Fee in the legacy system | Physical Vehicle Examination Fee: ZMW 64 (New) Change of Motor Vehicle Particulars Fee: ZMW 276 (New) |
| Fee taken before submission | yes (as in ZIGS) |
| Time to issue (legacy) | not recorded |
| Legacy output templates | GS-2 Notice of Government Action: ZIGS_Forms_Notices / GS-2.NoticeOfActionExam Physical Vehicle Examination (Particulars Updating): ZIGS_Forms_RTSA / RTSA_PhysicalExamination.Certificate.OneFee GS-1 Application for a Government Service: ZIGS_Forms_ZDA / GS1 GF-1 Treasury Invoice: ZIGS_CustomForms / GF-1 Invoice GF-2 Treasury Receipt: ZIGS_CustomForms / GF-2 Receipt |
| Legacy address | none recorded |
| How it was brought over | Imported by the platform's legacy catalogue importer (zcm-backend scripts/zigs/importLegacy.js) from the ZIGS snapshot: form, case types, fees, documents, process and output templates, then served by the new platform. |
7. Version and date
| Item | Detail |
|---|---|
| Document version | service v1, platform 9b8a591f |
| Generated | 2026-10-17T04:54:59Z (by the end-to-end run, not edited by hand) |
| Service version | not versioned (configured directly) |
| Platform snapshot | backend 9b8a591f portal dfd4933 back office a975a2c |
| Test suite | e2e 2b037bb; one installation (combined); seed profile mihud |
| Journeys | 30-catalogue-service.spec.js: citizen finds the service, answers its form, uploads its documents and sends the application - passed 30-catalogue-service.spec.js: the case goes through every step of its process: payments by the citizen, each officer step by its role - passed 30-catalogue-service.spec.js: the grant document is issued, sealed, filled in and verifiable; the citizen has it in My permits - passed |
| Result | 3 of 3 journey tests passed |
| Data | Synthetic test data on a local test installation; provider test doubles for ZamPass, ZamPay, SMS and signing. |