How to Apply for a Special Permit (Special Trips)
An LTFRB Special Permit is a temporary authorization issued by the Land Transportation Franchising and Regulatory Board (LTFRB) that allows public utility vehicles (PUVs) to operate outside their regular authorized route, or permits non-franchised vehicles to provide transportation services for special occasions. This permit is commonly needed for school field trips, company outings, religious pilgrimages, sports events, government activities, and chartered tourist transport. Without a Special Permit, operating outside your authorized route or providing public transport services without a franchise is considered "colorum" and is subject to heavy penalties.
Overview
A Special Permit grants temporary authority for a specific trip, route, and date. It is much simpler and faster to obtain than a full Certificate of Public Convenience (CPC) franchise, as it is intended for one-time or occasional transportation needs.
- Cost: Filing fee of approximately ₱200–₱500 (varies by LTFRB regional office)
- Processing Time: 3–5 working days (some offices offer express processing)
- Validity: Valid only for the specific trip dates indicated in the permit
- Where to File: LTFRB Regional Office or Central Office with jurisdiction over the point of origin
Warning: Operating Without a Permit is Illegal
Transporting passengers for hire without the proper LTFRB authorization (CPC or Special Permit) is classified as "colorum" operation. Violators face fines of ₱200,000 or more, vehicle impoundment, and possible criminal charges. Always secure the appropriate permit before any special trip involving public transport.
Who Needs a Special Permit?
A Special Permit is required whenever a vehicle is used to transport passengers outside its regular franchise route, or when a non-franchised vehicle is engaged for group transportation. Here are the most common scenarios:
School/University Field Trips
Educational institutions organizing field trips, educational tours, immersion programs, or school-sponsored excursions that require chartered transport.
Company Outings & Team Building
Businesses chartering buses or vans for company outings, team-building events, seminars, or corporate retreats requiring group transportation.
Religious Pilgrimages & Church Events
Churches and religious organizations chartering vehicles for pilgrimages, Visita Iglesia, church camps, retreats, and religious gatherings.
Sports Teams & Competitions
Sports teams, athletes, and sports organizations traveling to competitions, tournaments, training camps, and sporting events in other cities or provinces.
Government Agency Activities
Government agencies and local government units (LGUs) chartering vehicles for official activities, disaster response, relief operations, and public service events.
Chartered Tourist Transport
Tour operators and travel agencies chartering vehicles for tourist groups, package tours, and sightseeing trips that go beyond regular routes.
Funeral/Memorial Transport
Families and funeral homes arranging group transportation for wakes, funerals, memorial services, and interment ceremonies in different locations.
Concert/Event Shuttle Services
Event organizers providing shuttle services for concerts, festivals, conventions, trade shows, and large-scale public gatherings.
Types of Special Permits
The LTFRB issues different types of temporary permits depending on the nature and purpose of the request:
1. Special Permit for Special Trip
This is the most common type. It grants one-time trip authority for a specific date, route, and purpose. Ideal for school field trips, company outings, and single-event transport. The permit is valid only for the exact dates and route stated in the application. Once the trip is completed, the permit expires automatically.
2. Provisional Authority (PA)
A temporary operating authority granted while a full CPC (Certificate of Public Convenience) application is still pending before the LTFRB. This allows the applicant to begin limited operations on the applied route while waiting for the final decision on their franchise. The PA is typically valid for 6 months and may be renewed.
3. Special Permit for Deviated Route
This is issued to a franchised PUV operator who needs to temporarily operate on a different route from what is authorized in their CPC. Common reasons include road closures due to construction, natural disasters, special events, or government-mandated route changes. The operator must demonstrate the necessity for the route deviation.
4. Special Permit for Additional Units
Granted to existing franchise holders who need to temporarily deploy extra vehicles during peak seasons, holidays, or special events (such as Holy Week, Christmas, fiestas, or long weekends). This ensures adequate transport supply during high-demand periods without requiring a full CPC amendment. The permit specifies the number of additional units and the period of deployment.
Requirements for Special Permit Application
Documentary Requirements
| # | Document | Details |
|---|---|---|
| 1 | Letter-Request | Addressed to the LTFRB Regional Director, stating the purpose, trip details, vehicle information, and passenger count |
| 2 | OR/CR of Vehicle | Photocopy of the Official Receipt (OR) and Certificate of Registration (CR) from LTO for the vehicle to be used |
| 3 | Valid Franchise/CPC | Photocopy of the valid Certificate of Public Convenience, if the vehicle is a franchised PUV operating outside its regular route |
| 4 | Professional Driver's License | Valid Professional Driver's License of the designated driver with the appropriate restriction code for the vehicle type |
| 5 | Insurance Coverage | Valid Third Party Liability (TPL) and Passenger Accident Insurance that covers the trip dates and all passengers |
| 6 | Detailed Itinerary | Complete itinerary showing the origin, destination, date(s) of travel, estimated time of departure and arrival, and route to be taken |
| 7 | List of Passengers | Complete list of passengers with names and contact information. For school trips: must be signed by the school principal or authorized head |
| 8 | LTO Vehicle Inspection Report | Some LTFRB regional offices require a vehicle inspection certificate from the LTO confirming the vehicle is roadworthy |
| 9 | Filing Fee Payment | Payment of the filing fee at the LTFRB cashier (₱200–₱500 depending on region and type of permit) |
Pro Tip: Prepare at least 2–3 photocopies of each document. Bring the originals for verification. Requirements may vary slightly between LTFRB regional offices, so it is best to call ahead and confirm the exact list for your region.
Step-by-Step Application Process
Prepare All Documentary Requirements
Gather all necessary documents before visiting the LTFRB office. Ensure that the OR/CR is current, the driver's license is valid and not expired, and the insurance coverage includes the trip dates. For school trips, secure the signed passenger list from the school principal or head.
- Letter-request drafted and printed
- OR/CR photocopy (clear and legible)
- Driver's license photocopy (Professional, with correct restriction code)
- Insurance documents (covering trip dates)
- Detailed itinerary with dates, times, and route
- Complete passenger list with signatures
- Valid CPC photocopy (if franchised vehicle)
Draft the Letter-Request to LTFRB
Write a formal letter-request addressed to the LTFRB Regional Director. The letter must clearly specify:
- The name of the requesting organization or individual
- The purpose of the trip
- The origin and destination (complete addresses)
- The exact date(s) of travel
- The total number of passengers
- The vehicle to be used (plate number, type, make, and model)
- The name and license number of the driver
Submit the Application at the LTFRB Regional Office
Go to the LTFRB Regional Office that has jurisdiction over your point of origin (departure location). Submit the letter-request together with all supporting documents at the Records or Receiving Section. The staff will review your documents for completeness.
- NCR: LTFRB Central Office, East Avenue, Quezon City
- Region III: San Fernando, Pampanga
- Region IV-A: Calamba, Laguna
- Region VII: Cebu City
- Region XI: Davao City
- Check www.ltfrb.gov.ph for the complete list of regional offices
Pay the Filing Fee at the LTFRB Cashier
After your documents are received and checked, proceed to the cashier to pay the filing fee. The fee typically ranges from ₱200 to ₱500 depending on the LTFRB regional office and type of permit. Keep the official receipt as proof of payment — you will need it when claiming the approved permit.
Wait for Processing (3–5 Working Days)
The LTFRB will review your application and supporting documents. Standard processing takes 3–5 working days. For urgent cases, some LTFRB regional offices offer express or same-day processing upon request — explain the urgency and inquire about expedited options.
- You may be contacted for additional documents or clarifications
- The LTFRB may verify vehicle registration and insurance with LTO
- No trip should be undertaken until the permit is officially issued
Claim the Approved Special Permit
Once your application is approved, return to the LTFRB office to claim the Special Permit. Bring a valid ID and the official receipt from your filing fee payment. Review the permit carefully to ensure all details (dates, route, vehicle plate number, driver name) are correct before leaving the office.
Carry the Special Permit During the Entire Trip
The original Special Permit must be inside the vehicle at all times during the trip. LTFRB enforcers and traffic authorities may conduct inspections along the route. Failure to present the permit upon demand may result in the vehicle being flagged as "colorum" and subject to penalties.
- Original Special Permit
- Original OR/CR
- Driver's Professional License (original)
- Passenger list
- Insurance documents
Sample Letter-Request Format
Below is a sample format for the letter-request. Adjust the details to match your specific trip and organization:
[Date]
The Regional Director
LTFRB Region [X]
[Office Address]
Subject: REQUEST FOR SPECIAL PERMIT (Special Trip)
Dear Director [Name],
Greetings!
I am writing on behalf of [Name of Organization/Company/School],
located at [Complete Address], to respectfully request for a
Special Permit to operate a chartered vehicle for a special trip.
PURPOSE OF TRIP:
[State the purpose, e.g., "Annual educational field trip for
Grade 10 students of ABC Academy"]
TRIP DETAILS:
- Origin: [Complete address of departure point]
- Destination: [Complete address of destination]
- Date of Departure: [Date and Time]
- Date of Return: [Date and Time]
- Number of Passengers: [Total count]
VEHICLE DETAILS:
- Type of Vehicle: [e.g., Tourist Bus / Coaster / Van]
- Plate Number: [e.g., ABC 1234]
- Make/Model: [e.g., Hyundai County / Toyota HiAce]
- Seating Capacity: [e.g., 45 seats]
DRIVER DETAILS:
- Name: [Full name of driver]
- License Number: [e.g., N01-23-456789]
- License Expiry: [Date]
Attached herewith are the supporting documents:
1. Photocopy of OR/CR
2. Photocopy of Driver's License (Professional)
3. Insurance coverage documents
4. Detailed trip itinerary
5. Complete list of passengers
6. [CPC photocopy, if applicable]
We respectfully request your kind approval of this Special
Permit application. We commit to comply with all LTFRB rules
and regulations during the said trip.
Thank you for your attention to this matter.
Respectfully yours,
_________________________
[Name of Authorized Representative]
[Position/Designation]
[Organization/Company/School Name]
[Contact Number]
[Email Address]Complete Example: ABC Academy Field Trip to Subic Bay
ABC Academy — Grade 10 Field Trip to Subic Bay Freeport Zone
45 students + 5 teachers, departing from Quezon City, traveling by chartered tourist bus
ABC Academy in Quezon City is organizing an educational field trip for Grade 10 students to the Subic Bay Freeport Zone in Zambales. The school needs to charter a tourist bus for the one-day trip. The school administrator, Ms. Santos, is tasked with securing the LTFRB Special Permit.
- Ms. Santos contacts a reputable transport company with a franchised tourist bus
- Obtains photocopies of the bus OR/CR (Plate No. ABC 1234), driver's Professional License, CPC, and insurance coverage
- Prepares the passenger list (45 students + 5 teachers) and has it signed by Principal Dr. Reyes
- Drafts the letter-request addressed to the LTFRB-NCR Regional Director
- Prepares the detailed itinerary: Depart Quezon City at 5:00 AM, arrive Subic by 9:00 AM, depart Subic at 4:00 PM, arrive Quezon City by 8:00 PM
- Ms. Santos goes to the LTFRB-NCR office in Quezon City
- Submits the letter-request with all supporting documents at the Records Section
- Documents reviewed and found complete — application accepted
- Pays the filing fee of ₱300 at the cashier
- Receives an acknowledgment receipt and is told to return in 3 working days
- Ms. Santos returns to the LTFRB office with her ID and receipt
- Claims the approved Special Permit (valid for the specific field trip date)
- Verifies that all details on the permit are correct: date, route, plate number, and passenger count
- Provides the original permit to the bus operator/driver for the trip day
Note: The bus charter fee (paid to the transport company) is a separate cost and is not included above. Charter fees typically range from ₱8,000 to ₱25,000 depending on the vehicle type, distance, and duration.
Important Rules and Conditions
Once the Special Permit is issued, the following rules and conditions must be strictly observed:
Carry the Original Permit at All Times
The vehicle must carry the original Special Permit throughout the entire trip. A photocopy is not acceptable. LTFRB enforcers and traffic authorities may ask for the permit at any checkpoint along the route.
Valid Only for Specific Dates and Route
The permit is valid only for the exact dates and route stated in the document. Traveling on different dates, taking a different route, or making unauthorized stopovers may void the permit and expose the operator to penalties.
Vehicle Must Pass LTO Inspection
The vehicle must be in roadworthy condition and must have passed the LTO vehicle inspection. The registration must be current and not expired. Some LTFRB offices require a separate vehicle inspection certificate.
Driver Must Have a Valid Professional License
The designated driver must hold a valid Professional Driver's License with the appropriate restriction code for the type of vehicle being operated. An expired or non-professional license is not acceptable.
Insurance Must Cover All Passengers
Valid Third Party Liability (TPL) and Passenger Accident Insurance must be in effect and must cover all passengers for the duration of the trip. The insurance policy must be current and not expired.
Do Not Exceed Maximum Passenger Capacity
The number of passengers must not exceed the vehicle's maximum seating capacity as indicated in the LTO registration. Overloading is a serious safety violation and is penalized by both LTFRB and LTO.
No Permit = Colorum = Heavy Penalties
Operating without a Special Permit is considered "colorum" and is subject to a fine of ₱200,000 or more, vehicle impoundment, and possible criminal charges. The LTFRB and partner agencies regularly conduct anti-colorum operations on major highways and routes.
Frequently Asked Questions
How early should I apply for a Special Permit?
You should apply at least 5–7 working days before your planned trip date. This gives sufficient time for the LTFRB to process your application (3–5 working days) and allows a buffer for any document deficiencies that may need to be corrected. For large groups or trips during peak seasons (Holy Week, Christmas, summer), apply even earlier — at least 2 weeks in advance — as LTFRB offices may have a higher volume of applications.
Can I apply for a Special Permit online?
Some LTFRB regional offices have started accepting online applications or email submissions for Special Permits, particularly after the COVID-19 pandemic streamlined certain processes. However, this varies by region. Contact your LTFRB regional office directly to inquire whether online or email submission is accepted. You may also check the LTFRB website at www.ltfrb.gov.ph or their official Facebook page for the latest announcements on online services.
What if my trip is tomorrow and I don't have a permit?
Contact the LTFRB regional office immediately and explain the urgency of your situation. Some offices offer emergency or same-day processing for urgent cases, though this is not guaranteed and may require an additional expediting fee. Bring all complete documents to save time. If the LTFRB cannot process it in time, do not proceed with the trip without the permit, as operating without authorization is a serious violation. It is always better to postpone than to risk colorum penalties.
Can a private vehicle get a Special Permit?
Special Permits are typically issued for public utility vehicles (PUVs) — vehicles registered as "For Hire" with the LTO and covered by a CPC franchise. Private vehicles registered as "Private" with LTO are generally not eligible for a Special Permit because they are not authorized for public transport use. If you have a legitimate one-time need, consult with the LTFRB about your specific situation. For most cases, chartering a properly franchised PUV with a Special Permit is the legal and recommended approach.
Is a Special Permit required for school service vehicles?
Regular school service vehicles that transport students on a daily basis need their own franchise (CPC) specifically for school service, not a Special Permit. A Special Permit is for one-time or occasional trips such as field trips, educational tours, or special school events that go beyond the regular school service route. If your school regularly charters vehicles for recurring activities, you should work with a properly franchised transport provider.
Can the Special Permit be extended or reused for another trip?
No. A Special Permit is valid only for the specific trip dates, route, and vehicle indicated in the permit. It cannot be extended, transferred, or reused for a different trip. If your trip dates change, you must file a new application with the updated details. Similarly, if you have another trip planned for a different date or destination, a separate Special Permit application is required for each trip.
What happens if we get stopped and the driver's name on the permit is different?
The Special Permit specifies the designated driver. If a different driver is operating the vehicle, the permit may be considered invalid, and the vehicle could be flagged for a violation. If you need to change the driver, contact the LTFRB office before the trip to have the permit amended, or file a new application with the correct driver information. Some offices may accommodate last-minute driver changes with proper documentation.
How much does the whole application process cost?
The total cost for the permit application itself is relatively affordable: ₱200–₱500 for the LTFRB filing fee, plus approximately ₱50–₱100 for photocopies and ₱100–₱200 for notarization if required. The total permit-related cost is usually under ₱800. Note that the vehicle charter fee (paid to the transport company) is a separate cost that varies significantly based on the vehicle type, distance, and duration of the trip.
Important Reminders
- Apply early: Submit your application at least 5–7 working days before the trip. Do not wait until the last minute.
- Complete documents: Incomplete applications will be returned and cause delays. Double- check all requirements before submitting.
- One permit per trip: Each trip requires its own Special Permit. The permit cannot be reused, extended, or transferred.
- Original permit in vehicle: The original Special Permit must be carried inside the vehicle at all times during the trip. A photocopy is not acceptable.
- Do not overload: Never exceed the vehicle's maximum seating capacity. Overloading endangers passengers and is a serious violation.
- Verify vehicle and driver: Ensure the vehicle plate number and driver name match exactly what is stated on the permit.
- Colorum penalties are severe: Operating without a permit can result in a ₱200,000+ fine, vehicle impoundment, and criminal charges. It is never worth the risk.
- Keep receipts: Retain your LTFRB filing fee receipt and all photocopies of documents for your records.
- Check with LTFRB first: Requirements may vary by regional office. A quick phone call or visit can save you time and multiple trips.
Need Help?
Contact LTFRB
- Hotline: 1342
- Trunkline: (02) 8426-2515
- Email: ltabordo@ltfrb.gov.ph
- Website: www.ltfrb.gov.ph
- Facebook: @ABORDO.LTFRB
LTFRB Central Office
- Address: East Avenue, Quezon City
- Office Hours: Monday–Friday, 8:00 AM–5:00 PM
- Note: Visit early in the morning for faster service
Related Government Agencies
Emergency Contacts
- LTFRB Complaint Hotline: 1342
- PNP-HPG (Highway Patrol): (02) 8723-0401
- MMDA Hotline: 136
- Emergency: 911
Disclaimer
This guide is provided for general informational purposes only. The requirements, steps, fees, and procedures mentioned here may vary depending on the LTFRB office you visit. We recommend visiting your nearest LTFRB office first to confirm the specific requirements and process before preparing your documents.