It has been noticed that in some cases of officers or officials linger on four months

after the retirement of the officers or officials retirement of the officers or officials
for want of clearance certificate in respect of retiree from the vigilance department.
It has been pointed out by the vigilance department that in same of the
departments while asking for the issue of a clearance certificate do not supply the
necessary information incomplete form in the fist instances it has therefore been
decided that in future the departments considered and invariably supply the
following information to the vigilance department six or eight months prior to the
retirement of officer or officials the details of service during the 15years that is the
post held during the period and the details of any misconduct of the officer or
officials which might have been brought to the notice of the administrative
department earlier if however no recommendation or no reference is received from
the vigilance department even after two months from the date of retirement of the
officer or official in respect of that a complete reference was made to them it
should be presumed that there is nothing adverse remarks officer or official it
should be therefore ensured that a reference to vigilance department are made well
in time and complete in all respects falling which the officer considered in the
department will be personally hold responsible. I am directed to invite a reference
to rule 5 of the Punjab Civil Services Rules Volume-II under which a retiree
pension is allowed to a Government servant who is to retire in public interest.
After he has completed 25 years qualifying service and to say that Government
have considered the question whether under rule 4 according to which full
Government has reconsidered the whole problem and it has been decided that in
future each necessary officer or official due to retirement should as the normal rule
intimate in writing his intention with regard to leave preparatory to retirement to
his head of the department with an advance copies to the administrative department
concerned or any department under whom he shall be serving at that time three
months before the date in which he proposes to proceed on leave preparatory to
retirement three months from the date from ordinarily the leave preparatory to
retirement will commence in his case. The department concerned may send to the
chief secretary its views then a month from date receipt of the leave applications

any period of lapse will be deducted from the amounts of leave due to for instance
if an office only a month before hand instead of two months leave preparatory to
retirement in stead of four months applied for by him. In case the department fails
to forward the leave applications within a stipulated period of one month it would
be presumed that they do not one leave to be revised and any request made after
the expiry of one month will not be considered. In regard to officers who do not
intend taking leave preparatory to retirement the existing for replacement should
invariably to be put to months before the date of retirement. The undersigned is
directed to say that the Ministry of Home Affairs receive from time to time could
references from other miniters and officers asking for advise as to the procedure to
be followed in accordance recognition to a bonafide change of name by
Government servants. As the position in this respect is not to clear at present the
following procedure for the propose has been decided upon him in consultation
with the Ministry of later and may notified in future guidance in Government
servant wishing to adopt an investigation name or to affect any modification in his
existing name should be asked to adopt the change for by a deed changing his
name.
The proforma promotion of State Government employees on military service will
be made on the basis of cum merit in case it is necessary for them to pass any
departmental qualifying test for a particular promotion or increment they has been
exempted from passing such a test for a period of military service and for such a
period their after as would normally have been allowed to them to pass such a test
for proceeding on military service directed that if a similar qualifying test has been
passed by them while on military service they will be exempted altogether from
I am directed to invite your attention to Punjab Government notification dated the
23 November, 1989 regarding Government servants seeking private employment
or employment in our departments of Punjab Government or under other
governments were promulgated. Part two of this rule contains rules regarding
employment in our departments of Government which other Governments and the
question of clarifying the instructions contained through it has been engaging
attention of the Punjab Government for the some time pass. It has not been
decided that the following procedure should be observed in types of cases
mentioned below. Where another Government or another department of the State
Governemnt advertises for a post or asks for names through Public Service
Commision or direct. In such a case the rule it in part two in Punjab Government
ntofication to above should complied with the department which forwards the
applications should satisfy itself that the applicant will be suitable for the post and
fulfils the required qualifications and that his services can be suitable with
department to work and a suitable substitute will be available. With it is
considered that the proposed transfer would not be consistent with the interests of
Public Service Commission the applications should be refused.
In a case rather the application is forwarded and is accepted by other
Government or the other department of the same Governemnt the question of the
retention of the officers will not or otherwise shall be determined on the merit of
each individual case. If the transfer or deputation
The State Government must be cut down because the charge sheet and the
statement of allegation are based on the records already available with the
concerned authorities. I am directed to refer to composite Punjab Government
letter dated the 21 April, 1961 on the subject noted above and to say that it has
been noted that the instructions contained their in are not being meticulously
authority by the departments concerned with the result and that a number of
Government
The enquiry including oral examination of the witness should be completed within
a month of the submission of the reinstatement.. The report of the enquiry officer
where he is not himself the punishing authority should be submitted and orderily

within a fortnight of the closing of the enquiry. When the punishing authority is
from the enquiry officer the punishing authority should pass final orders without
delay the following time schedule is suggested for various stages to be gone
through before the passing of the official orders. It should be a matter of firm
principles to be deviated from only in cases of rare urgency that no official is
suspended under until a proper charge sheet is served upon him and his explanation
obtained and found satisfactory. A departmental enquiry can only begin at this
stage should be started forthwith. Since it may not be possible to complete the
enquiry in all cases in one month Government. Has decided that the enquiry
officer should complete all the proceedings and submit his report within a period of
three months and the punishing authority should take much longer to deciding the
case obtaining the being of the Haryana Public Service Commission or
subordinates services selection board where required expeditiously. In no cases
should the period between suspension if order official order exceed six months.
Government feel that officers is above harassed by the length of time it takes to
complete the process of preliminary investigation and enquiry. Within in cases
which do eventually result in all charge sheet and official concerned often
subjected to anxiety by the knowledge to that an investigation is procedure against
him Government have therefore outside
I am accordingly to request that each department should make a careful
review every year of the work of officers recruited for that department by the
Public Service Commission. This review should extend to attaches of officers
recruited during the previous years should given separate attention as is called in
should be given to each individual officers. The departmental review after the
receiving provide government send to the Punjab Public Service Commission for
information. I am directed to at that these reviews will be of value only if the
confidential remarks on the new recruits are not entered in which the same sketchy
an superficial manner in which it is ordinarily do not at present. Unless each new
officers is made subject of close and special stage and observe. There is not at that
a reporting officer is easily find to reach about undergoing prosecutor and I am
therefore to each that the officers entered with recording of remarks of new
recruited officers under training during the first few years of their service matters
attach greatest importance to the matter and take personal
It should be endeavour of the superior authorities under whom the officer which
posted to assess the deficiency if any and discover potential for development and
identify the special training needs of the individual officers with a view to
rectifying deficiency or to development to potential as the case may be by suitable
on the job guidance you will also therefore requested to take further action
accordingly and it will be specially responsibility of the immediate superior of
these officer to give them advertise and guidance for improving the quality of their
work. In this connection I am to specially bring to your notice that in the case of
officer or official belonging to the Scheduled Castes and Backward Classes need
for providing on the job training is of even career importance because at the time
of recruitment candidates belonging to the Scheduled Castes or Backward Classes
are selected at a standard lower than the one observed in the case of general
candidates. Therefore, it is extreme necessary that all efforts should be made to
improving the standard and competence of the officers or officials of this category
in order to bring them at par with candidates selected on the basis of merit through
that they do not remain at handicap at the time of promotions to higher posts. At
present a number of officers belonging to various services from the Government of
India and the State Governments are being deputed abroad for specialised training
programmes and including fellowships. Though the State Governments and names
or developments invariably give an undertaking that such officers after return from
training will be properly utilised so that the training and skills acquired become

useful to the sponsoring organisation posts notices that in many instances these
principles is that being observed.
The Government of India are very keen and the services of such of those officers
deputed for any training programmes and fellowships should be utilised in a
manner which will benefit the Government and that these officers are in a position
to give the benefits of such training programmes to the posts of their ability in
suitable assignments. It is therefore essential that on return from such training
programmes officers should invariably be posted in jobs where their specialised
training could be useful to the orderly it is necessary that the State Government
keep this also in a view while nominating officers for various foreign training
programmes. Though on account is being made by the departments of personal
and Administrative reforms as far as officers from various notice offered for
services under the Government of India to ensure that such of this officer who have
had specialised training programmes abroad the sponsored for posts in related to
field it is necessary the training should take steps to ensure that these officers are
posted in job where the skills acquired during the foreign programmes could be
fully utilised. The State Governments are requested to kindly taken suitable action
and ensure that officers are put on assignments where there training abroad could
be utilised to the maximum possible extent. As you will be aware we have been
sponsor officers for foreign assignments to different countries either need the
Indian Technical and economic cooperation programme exceed or a bilateral basis
these officers are sponsored either from the foreign potential maintained by us or
through upon advertisement is in other we do not sponsoring Government servant
or an employees of public Service organisation notice is applications
I am directed you on the subject noted above and to say that it has been brought to
the notice of the Government that whenever decision for the conversion of
temporary posts or department in to permanent one are taken no action is some
times taken to confirm the official concerned against these posts. It is essential that
official are confirmed as soon as permanent posts become available. I am therefore
request you to ensure that a future immediate steps are taken in this request so that
unnecessary hardships is not caused to the official concerned. The Planning
Secretary the Finance Secretary and the Secretary of Administrative Department
concerned. This committee will meet during the general accordingly to needs of
the situation. The Administrative Secretary concerned will act as Secretary of this
committee. Where technical posts are involved the speedly of the Administrative
Department will be at liberty to get assistance and presence of such technical
officers will after Administrative Secretary making recommendations as to which
posts should be made permanent. These recommendations will then be put up the
Counsel of Ministers during July, final decision. Where a posts as existed for five
year plan more than the general practice treat that these posts should be made that
these posts should be made permanent automatically. The Administrative
Secretary concerned would therefore take necessary action in consultation with the
Finance Department. In order to however to provide some safeguard where the
Finance Department specifically objects to make posts permanent the matter
should be referred to the same Committee as is mentioned at above through the
Chief Secretary to Government Punjab by the and of may each year. The
committee will again make recommendations to the Cabinet whose decisions will
be final referred
If transfer or deputation is for a long period the lien could be suspended and
later on cancelled on the officers confirmation etc. In this connection the relevant
rules contained in the fundamental rules and the civil services rules Punjab should
be followed. Where another Government or department of the Sate Government
asks the head of the department for the names of suitable officers for particular
posts. In forwarding names the following considerations should be borne in mind.
It should be the considered whether an officer can be spread with due regarding the

requirements his State or department in which the officer is serving. If not there
should be no hesitation in giving a refusal to the demanding or borrowing
Government or department. In this connection it should be the understood that the
interest of the State may require that our officers should be they go and similarly
the interests of another department in the same State may be greater then the
interests of the department in which the officer may be serving. If an officer can
be spared has selection should be carefully made and strictly on considerations of
merit no transfer pull or other considerations of all kind should be allowed to
intervene in the matter of selection of names or names. The only criterion should
fulfilment of qualifications and suitability. It should be the reverted that
considerable heart burning may result. If names are not selected on consideration
of merit and suitability. Where to more names have to be forwarded the name
should be wherever possible or desirable arranged in order of merit.

I am directed to invite a reference to Haryana Government circular letter number

dated 18 November, 1971 on the subject noted above and to say that the question
of grant of selection to a Government servant against whom disciplinary action is
under contemplation pending or where representation on account of adverse
remarks in the confidential report is pending has been under consideration of the
Government for some time past. After careful consideration it has been decided
that in the aforesaid circumstances the question of selection grade. A Government
servant should be deferred till a final has been arising at in the matter on
disciplinary proceedings or on the representation made against adverse remarks in
the confidential report. While deferring the case above or selection grade should
be reserved for a Government servant. The case should however be reconsidered
for grant of selection grade on the finalisation of the disciplinary proceedings or a
decision on the representation against the adverse remarks in the confidential
report if the Government servant concerned is ultimately exonerated of the charges
or the adverse remarks in the confidential report are expunged or toned down to
such an extent as do not stand the way of his promotion then he should be
considered for grant of selection grade on the basis of record with retrospective
effect that is from the date on which he was due for selection grade. It is requested
that the above instructions may be brought to the notice of all concerned for strict
compliance. The receipt of this communication may please be acknowledge

If tranfer or deputation is for a long period the lien could be suspended and later
on cancelead on the officers cofirmation etc. In this connection the relevant rules
contained for the fundamental rules and the civil services rules Punjab should be
followed. Where another Government or department of the State Government asks
the head of the department for the nemes of suitable officers for partiular posts. In
forwarding names the borrowing considerations should be born in mind. It should
be considered whether an officer can be spared with due regard to the requirements
of the Sate or the department in which the officer is serving. If not there should be
no hesitation in giving a refusal to the demanding or borrowing Government or
department. In this connection it should be understood for the interests of the State
may require that our officers shold followed to go in similarly interests on another
depeartment in the same State may be greater than interests of the department in
which the officer may be serving.
If a officer can be spared has selection should be carefully made and
strictly on considerations of merit. No personal pull or other considerations of that
kind should be allowed to intervene in the matter of selection of names or names.
The only criterian should be fulfil of qualifications and suitabliltiy. It should be
remembered that considerable heartburning made result consideration of merit
suitability. Where to more names have to be forwarded the name shold be
wherever possible or desirable arranged in order of merit.
Pension admissible under the rules is to be allowed only if service of
the Governemnt concerned concerned has been approved a reducton in pension
shold be made in cases where the Government servant considered has been retired
compulsory. There appear to the an impression that a reduction in penson in such a
case would involve double punishment to the Government servants to such

impression is erroneous. A Government servnat is retired beause Government do

not considered it in public interest to allow him to continue in office. His pension
however is to be granted after a comply provison of the rule 6 and 7 to his case and
it may be reduced on the basis of the quality of work done by him during the
period he had been in office. Reduction in his pension as a result of his poor
record of service therefore has nothing to do with the reduction in pension which
may automatically result on account of his premature retirement. I am therefore to
say that in future the case of every Goverment servant retired compulsorily should
be examined on merits with reference to the provisions of the rule 6 and 7 and
approprate reduction may when jusgified by record of his service.
I am directed to invite reference to paragrpah 3 of the letter on the
action against officers or officers and other measure a adopted in the State to root
out corruption during year 1953 copy forwarded to you with Punjab Government
letter number 384 dated the 27 November, 1950. In which it was point out that a
respectful reduction in pension his under Rule 6 of the Punjab Civil Services Rules
VolumeII to be made if the service of the Government servant concerned was not
satisfactory. I am also to draw your attention to the instructions communicated to
you.
I am directed to say that references regarding verification of character and
antecendents of candidates residing in Uttar Pradesh and slected for Government
servants under State Governments or administrations were made to the district
Magisgtrate of the district of which candidate happen to be a permament resident
who after making ncecessary enquiries uses to submit his repot appointing
authority. The procedure for verification of character and antecedents of
candidates selected for service under this State Governemnt has now been and
copy a circular number dated 28 April, 1954 is herewith enclosed for the
information of your Government in the revised instructions Government servnats
have been classified into several categories and different procedure for verification
has been laid down for each category . The State Government have further decided
that verification of character and antecedents of recruits to the services of other
State Governemnt and aministrations from this State also will be done according to
the procedure affected in the case of recruits the different categories of services
under this State Governemnt . I am therefore to request that these instructions may
kindly be brought to the notice of all the appointing authorties in your State and
they may be advised to make further reference in according with these instructions
to the appropriate authroities in this State for verification of character and
antecendents of the recruits to their services who have their homes in progress. It
has also been found that these instructions are not fully comprehensive to cover all
the practices the Governor has also therefore been pleased to lay down the
following instuctions in supersession of all the previous orders of the subject.
I am directed to State that according to explainotry not off the consolidated
instructions regarding reporting annucal confidental reprots of the work of officers
officials the remarks in the annual confidental reports which so over all assessment
of the work of an official as average without any other qualification word or paras
should not be treated as adverse and need not be communicated to him. Further
according to the aforementioned instructions if a representation is made against
adverse remarks officer official is concerned. However adverse not is being taken
of average reprorts at the time of promotion retention in service beyound 510 or 55

years etc. It has therefore been decided that if in the confidental report of in an
officer /official his work is is assessed and grade as average them this report alongh
with its gradation should be communicated to him even if report does not part at
this stage so that he should be make a representation if he so desire against the
grading of the report. As in the case of the adverse remarks only one
representation will be entertained against average report. All other instructions
regarding reprentatons against adverse remarks will also be average
representations..
It has further been decided that a representation against adverse remarks or a
average report should be enterained only if it is receive within six months from the
date of receive of the letter communicated to the officer official concerned
Government wish to

The State Government have concerned that the general age limit prescribed at
present is not adequate and a large number of candidates attending over age before
they can enter into Government servants. Many candidates particularly with the
rural backward take longer time the attend the request gradaute and post graduate
qualification and they do not gets efficiency time to complete for the various
Government service there after. It has also been obsered that Government of India
have already enhanced the upper age limit for entry into service under them getting
that these factors in view it has been decided that existing general upper age limit
for entry into service under the State Government shall notwithstanding any
provision to the contrary that may be attain in respect of rules be raised to 27 years
subject to the following conditon. The relaxation of years in the upper age limit
recruits in respect of Scheduled Castes or Scheduled Tribes and Backward classes
will continue as there to force classes may recruted to the age of 22 years. I am
directed to prefer to this Ministries letter dated 22 September 1980 modifying the
procedure followed for the verification of character and antecedents of candidates
for employment under the Government of India to eliminate the requirement the
interrogation of the candidates for other persons in his locality for purpose of
establishing his identity and verifying the particulars furnished by him and to say
that the Government of India have reviewed the position. They consider them it is
essential identify that candidates being considered for an appointment under the
Central Government should be clearly established in order avoid cases of
impersonaton and entry of unsuitable presenceas what is performance in view
candidates for employment under the Government of India have been required to
attach their to the attestation form. It is requested that instructions issued to the
District Authorities to make local bodes.

In letter was dated the 15 December 1960 the Administratvie Secretaries were
instructed not to pass orders allowing of pension to gazettee officers for without
obtaining clearance certificate from the anti corruption department. In cancelling
letter dated the and 3 July 1950 they were further instructed to ensure that cases
were referred to the anti corruption department three months before the date of
retirement an officer so as to ensure that formalities were completed in good time
next the actual practice in carrying out these in the instructions as selected certain
difficulties and the anty corrpution department has in fact been delaying the issue
of a clearance certificate till after the date of retirement of an officer which creates
inconvenience. Government as reconsidered the whole matter in the background
of the experience gained and the instructions now given should considered as
cancelling previous terms on this subject. Government quite clear and categorical
it its view that officers with a suspicious record in regard to integrity or whose
actions have resluted in charges being framed instructions should not a pension tilll
the position in regard to them had been cleared. On the other hand it is also by the
quite in this that in the large majority of cases were officers have a blameless
reford as soon as integrity case no grant of pension to them should be permitted.
The instructions below endeavour to reconcile these needs. Rules required that
normally the pension case of an officer should be taken up for consideration about
a year before the date of retirement. With regard to case falling uner abvoe anty
corruption department should then something of the receipt of an enquiry from
Administrative department issue a letter to it stating that there is anyting against th
officer and his pension case may be taken up put through in the normal manner.
Normally it is selected that case of this kindly of his retirment already been to the
integrity and the initiative will rests with it to bring to the notice of administrative

department that material againt the officer has now come to the notice and suggest
to them department will hold for final grant of penson till matter has been cleared.

Under normal rules hard cases but in doing so will take into consideraton view of
the anti corruption department with reagrd to cases which all fall under class two
above the under anti corrpution department will informal the administrative
depeartment within a month of the receipt of an enquiry from it that there is
material against the officer and his pension which may give an anticipatry pension
under the rules to in doing so will take into consideration the views of the anti
corruption department in regard to such pension.
With regard to cases under three above action as at be will be taken in such
cases where there is definite evidence against an officer on the basis of which
enquiry is proceeding a pension will normally be granted unless there are
circumstances of extreme hardship involve in which the orders of Chief Secretary.
Kindly refere to this department letter No. Dated the 18 June, 1955 copy enclosed
on the subject noted above it has been fowrarded that in such case the pension
cases of officers or officers linger on four months after the retirment of officers or
officials for want of clearance certificate in respect of reiterate from vigilance
department that some of the department while asking in issue of a clearance
certificate do no supply the necessary information incomplete informal in the first
instances. It has been therefore decided that in future the departments concerned
should invariably supply the following information to the vigilance department at
least six or eight motnhs prior to the retirement of officer or offical. The details of
service during last four years that is the poast hold by him and places of his posting
during the period and the details of any misconduct of the officer or officials which
might have been brought to the notice of the adminstrative department eariler. If
however no recommendation or reference is received from the vigilance
department even after two months from the date of retirement of the offier or
officials in spite of that a complete reference was made to them it should be
presumed that there is nothing adverse against the officer or official. It should

therefore be enausred that the reference to vigilacne department are made well in
time and in respect of in all respects falling which the officer concerned in the
department.

I am directed to invite a refernce to Rule five of the Punjab Civil Services Rules II
under which a retiring pension is allowed to a Government servant who is made to
retiring in public interest after he has completed 25 years qualifying service and to
say that Governmen have considered the question whether under Rule 4 according
to which full pension admissiable under Rules is to be allowed only if service of
the Government servnat concerned has been from a reduction in pension should be
made in cases where the Government servant concerned has been retired
compulsory. There appears to an impression that a reduction in pension in such a
case a would suitable punishment to the Government servants. To such impression
is erroneous a Government servant is retired becase Goverment do not consider it
in public interest to allow him to continue in office. His pension however is to be
granted after applying provision of Rule six and seven to his case and it may be
reduced on the basis of the quality of work done by him during period he had been
in office. Reduction in his pension as a result of his poor record of service
therefore has nothing to do with the reduction in pension which may automatically
result on account of his premature retirement. I am therefore to say that in future
the case of every Government servant retired satisfactorily should be examined on
merits with reference to the provision of the Rule six and seven and appropriate
reduction made with justified by the record of his service.
I am directed to invite to reference to paragraph 32 of the letter on the action
against officers or officials and other measures adopted in the State to root out
corruption during the year 1950 copy forwarded to you with Punjab Government
letter No. 354 datd the 25 November, 1950 in which it was pointed out that suitable

reduction in pension has Governmnt Rules seven Punjab Civil Services Rules
Volume-II to be made if the service of the Government servant considered was that
satisfactory. I am directed to draw your attention an instructions communicated to
you in Punjab Government of circular letter No. nil dated the 8 th December 1950 in
which it was explained that Government servatns who are retired compulsorily
from the service under Rule 5 of the Punjab Civil Service Rules Volume II should
not be examine from the application of rule 8 Government are anxious that

Confirmation so made would have the after should be of withhoding or postponing

confirmation or other employees to officials clarified in all respects for
conformation. Government takes series notice of such erroneous orders of
confirmattion which need be regularised without delay. It is however had that
there be no clear instructions issued on the suject so far authorities concernd might
be confronted with procedural difficulties in cancelling the orders of whole matter
it has been decided on the anology of instructions issued by the Government of
India in the Ministry of Home Affaris that the following procedure should be
observed in cancelling the erroneous orders of confirmation where the order of
confirmation of relevenat rules and cancellation of order would be justified on the
ground that there was no valied subsisting order at all and ect of cancellation is
mere formality. The effect of cancellation would be put the employees concerned
in a position of never have been confirmed.
An order of confirmation which is contrary to exetive orders or adminstration
instructions may be cancelled by the Competent Authority if such erroneous or of
confirmation of the to
the procedure prejudice of some identifiable person
who would otherwise have been confirmed if order had been correctly applied for.
I am directed to point out that doubt had arisen as the policy to be followed
information deciding the queation and allowing a with Government servant cross
the efficiency bar when he is subject to an equiry or some other departmental
proceedings. The point at dout theire whether at the time of examining the
queation of allowing an officer or official to cross the efficiency bar. The queation
has been considered and it has been that in a case where the queation a crossing
efficiency bar has not
Details in the proforma should be furnished whenever it is possible to do so.
Where however it is not possible to furnish these details the officer should
mentioned the cover area on which the building is proposed to the erected and
estimated cost of the building.
I am directed to say that the provision to rule 12 of the Government servants
conduct rules 1955 enjoins that a Government servant may in accordance with the
provisions of any general or special order of the Government take part in
promotion regisgration or management of a cooperative society registered under
the cooperative societies act 195 (12) of the under any similar law. No general of
special order is envisaged in the above has therefore been iccued on the other hand
trhift and credit assistance of Government servants are existence and functioning in
various departments without such individuals having for various obtained previous
sanction of the Government. Government had been advised that in the absence of
any general or speical order in this behalf it is necessary for a Government.

It has however been represented to the Government that if formal sanction is

taken in indiviual case the enrolment of members of cooperative societies canteens
and source will receive a set back and this will not desirable in a view of
Government policy the encourage such cooperative societies among the
Govoernment servant to enable them to derive benefit from the cooperative
movement. Government have carefully considered this proposition and decided
the exampted of government servants generally from the operation 12 of the
Government servants coanduct rules 1955 in so far as following types cooperative
societies confirmed by government servants are concerned.

I am directed to invite a reference to paragrpah 32 of the letter on the action against

officers or officials and other measures adopted in the State to root out corruption
during the year 1950 copty forwarded to you with Punjab Government letter No.
354 dated the 22 November, 1955 in which it was pointed out that a suitable
reduction in pension has in rule 6 of the Punjab Civil Services Rules Volume-II to
be made if the service of the Government servant concerned was not satisfactory. I
am also to draw your attention to the instructions communciated to you in which
Punjab Government circular letter No. nil dated the 8 December, 1958 in which it
was explained that Government servnats who were retired compulsorily from
service under Rule 5 of the Punjab Civil Services Rules volume-II should not be
considered to be examine from the applications of Rule 6. Government are
anxious that the provisions of this rule should be loss and a suitable reduction in
pension should be made in appropriate cases. They have recently orders reducion
in the pension of two officers Rules 36 to 40 out of pension of Rules 354 in the
case of an officer who has been retired compulsorily in a case of for an officer who
has retired on superannuation and trust that each case of pension will be examined
carefully with a view to ordering a reduction in if justified by the record of service
of the Government servant concerned. These instructions should be followed
carefully and a suitable reduction ordered in the pension of those Governmnet
servnats. Whose reputation for honest has not been satisfactory. Government have
had under consideration for some time as to whether it was possible for desirable
to adopt a uniform set of rules and practice applicable to all Government servants
and any cuts in pension to be made under the abvoe pension rule and I am to
convey Governments decision on this point after careful consideration Government
his of the view that it is not desirable to apply of the uniform set of principle as the
assessment as to whether a cut should be made with different cases. For example

one and offier may have several entries suspection dishonety. Non of these entries
may however have come to a stage of a definite conclusion.. Obviously this kind
of case will have to be dealt with quite differently from the case where an officer
has even a single instance where corruption had been rigid

The Miniter in charge of the department cases which are not registering sufficient
progress. It is noticed that a measure case of undue period of suspenion is that a
suspended official is very often suspended before the chargesheet is servied on
him. I am directed to invite attenion to the Punjab Governemnt letter No. 22 May
dated the 1956 on the subject noted above and to say that point out that in spite of
the fact since it is issue further instructed have also been sent to you by the
vigilance department it has been noticed that these instructions are not been
followede by the department concerned with the reslut that the number of
Government servant under suspension continues to be very large and many of them
for a long time thereby causing great loss to Governemnt on account of the
payment of subsistence allowances. In addition to financial notice state of affairs
brings discredit to Government servnat it has therefore been reviewed and with a
view to remedy it and to ensure in of procdure and over all coordination
Governmen have considered it necessary to issue consolidated revised circular and
this letter accordingly all instructions and fresh decisions taken on subject. In all
cases immedate superior authority on rests the responsibiltiy for formal
disciplinary proceedings should decide at the ealiest possible movement whether
investiation is likely to be so complicated as to require a special investigating
agency either of the police or of the department itself and thougout the
investigation keep a close watch on its progress to ensure that no undue dealy
occurs at any stage. When formal procedure propceedings are under taken in the
big complicated the case the following time should be various as normal as
possible. The receipt of this letter may kindly be brought to the notice of all
concerned and strict compliance.

Service rules the Government to relax the provisons of various rules contained
there in any particular case provided that the case is not dealt with in manner a
less favour then that provided in the rules. This was done with a view to enabling
the State Government employee to dispense with or relax the requirements of any
rule regulating the conditions of service of Government employees for the purpose
of dealing in a just and equitable manner with particular case in which the normal
operation of the rule may involve under harsdship. As State in para two of that
letter finance department subsequently a general rule in this regard in the Punjab
Civil Services Rules Volume- 1 para 1 as not to below rule 1 in individual cases of
service rules this department has also been advising the incorporation of the
following general rule of relaxation pending the finalisation of general services
rules.
A question was recently raised with Government of India as to whether the
aforesaid rules permits relaxation of rules relating to recruitment promotion
retirement for re-employment etc for conferring benfit on of particular indiviual to
exclusion of other similar person and if this could be done as to whether the rule
can be the considered to be Constitutionally in order ? The matter has been
examined and after obtaining regulate advise the Government of India which
regulating conditions. In this rule the expression State Goernment employees
menas all persons whose conditons of service may be regualted by rules made by
the Government of India of Punjab under the provision to Article 309 of the
Constitution of India\. Where the general rule of relaxation has also been
incorporated inthe service rules State should be taken immediately to substitue it
by the above quoted rule.
It is also point out that what laid down in the letter of the finance department
mentioned in para detailed reasons for making the relaxation should be recorded in
the file dealing with the case. In case the Audit Department wants any explian of
the exceptional.

The Commission before any post is taken out of thier purview. Accordingly
receipt of a proposal for the exclusion of a psot from the Commission purview the
Chief Secretary invariably invite comments of the Commission. The matter is
then taken to the Council of Minisers and the views of the Commission are
incorporated in the memoramdum for the council.
Instances have come to the notice where some admininstrative departments
big proposals for the exclusion of certain posts in their departments from the
Commission purview to the Commission direct every heads of the Chief Secretary
in this cases the convention referred to above could not be observed with the result
that the commission had to strongly protest against the any observance of the
convention Government was thus place in a position as a result of the regular
porcess batch administrative department concerned. In some cases the Chief
Secretary had to take the matters to the Council of Ministers against to reglarise the
actions of the administrative department.
It has been reported by the Punjab Public Service Commission that
instructions are multiplying where departments of Government have first
requested the Commission to advertise the posts with a view to their being filled by
the direct recruitment to have subsequently withdrawn the acquisition on the
ground that it has been decided to adopt the alternative method of recruietment
such as promotion or tranfers from the another department. In one the case change
in kind recruitment written test and interview all them technically there is nothing
Constitutionally wrong with the adoption of such a course of action it would same
to be wrong in princple and to give impression that the mode of recruitment had
been changed to suit a partiuclar person.

The Minister in charge of the department cases which are not registering sufficient
progress. It is noticed that in measure is cause of undue period of suspension is
that a suspended official is very often suspended before the charge sheet is served
on him. I am directed to invite attention to the Punjab Government letter No. 23
dated 5 May, 1966 on the subject noted above to point out in spite of fact that
since its issue further instructions have also been sent to you by the vigilance
department it has been noticed that these instructions are not be followed by the
departments concerned with the result that the number of Government servant
under suspension continues to be very large and many of them remain under
suspension or a very long time thereby causing great loss to Government on
account of taken of subsistence allowance. In addition finance loss to such state of
affairs brings discredit to Government have been. It has therefore been reviewed
and with a view to remedy that and ensure uniformity of procedure and overall
coordination Government have considered have necessary to issue a consolidated
revised circular this letter accordingly all instructions and fresh decisions taken on
the subject.
In all cases immediate superior authority on rests the responsibility for
formal disciplinary proceeding decide at the earliest possible moment whether
investigation is likely to be so complicated as to require a special investigating
agency either of police or of the department itself and throughout the investigating
keep a close watch on its progress to ensure that no undue delay occurs at any
stage. When formal disciplinary proceedings are undertaken in all big complicated
case the following observed as closely watch possible. The receipt of this letter
may kindly be brought to the notice of all concerned and strict compliance.

I am directed to address you on the subject noted above and to say that present
where an officer or offical is subjected to supersession reversion or reduction in
rank and subsequently as a reslut of an appeal or exceptence of a reduction or a
memorial or pursuant to any writ orders or decree of courts the initiate
supersession reversion or reduction in rank as is set aside and the offcer or official
is prematurely the rememdy normally allowed is that on promotion the pay and
allowances are fixed at par whichy they would have been head of the officer or
offical never been superseded reverted or reduced in rank. However no remedy is
afforded for the time during which he actual remained superseded orders the
payment of arrears of pay and allowances of enhanced post from the date earlier
then the date of resistation are such arrears extra paid in consultation with the
finance department.
In order to ensure that in formal catetory of cases also that is in cases where
under the present system in relief is afforded for the period already the date of
resistence to some relief non such associations be taken the Government have
decide to submit a committee comprising the Chief Secretary Finance Secretary
and the Chief Secretary concerned which will consider and decided under such
cases. It would shall not be within the competent of the committee to given any
relief beyound the date of resisteance.
I am further to say that with a view to facilitate the consideration of such
cases by the committee the administrative department should sent skectech
tendency of a compete self contained memorandum and summary of service
record.
In case no vacancy was available for the period in question an enquriy under the
Punjab Civil Services Rules or require the officer to indicate is conduct by
resorting to a court of law. In case where Government decide to initiate criminal
procdeeings themselves the provision of section 1109 A & B of the criminal
procedure code should be made use of. According to these provisions the
complainant cac be filed within six months of the date of the alleged of function by
the public prosecutor directly in court a concession with previous sanction of the
Government and the case will there after be preserved by Government.
Government will not giving may assistance to a Government servant for his
defence in any proceedings civil or criminal instituted againsgt him by State in
respect of matter arisen out of the or connected with his official duties of his
official position should however entertain in his claim for reimbursement of posts
incurred by him of his defence and if Goernment are satisfied from the facts and
circumstances of case that the Government servvant was subjected to the strain of
the proceeding with porper justification they will conisder whether the whole or

may reasonable proporation of the expenses incurred by the Government servant

for his defence would be reimbursed.
If the Government on consideration of the facts and circumstances of the
case considered that it will be in the public interest that Government should
themselves under take the defence of the Government servant in such proceedings
and if Government servant agrees to such a courts the Government servant should
be required to make statement in writing as in annexure A and thereafter
Government should make arrangements in conduct of the proceedings as if the
procedure had been institute against Government.
I am directed to say that the Government of India recently examined the
question of briefing officers attending foreign universities or deputed or foreign
training aborad when if was felt that necessary arrangment should be made in
briefing officers and keeping in touch that them to ensure that they are behaving in
the national interests have agree to arrange such a briefing on current problems on
policies and also about indian diplomatic social economic systems necessary
briefing in respect of these various subjects would be provided y the head of the
department territorial division of the Mininistry of Externials Affairs dealing with
the control of deputation. They have however desired that in order to ensure them
to arrange to such a briefing they would prefer if 10 or 15 days noticed is given to
them the fixed or briefing. They have further desired that all the deputationist
should be instructed to adopt call on the nearest Indian Diplomatic or Counslar
means of travel in the connection of training. I am accordingly to bring aforesaid
requiremnt to the candidates of the State Govermnent or local administrative for
keeping it in view while issuing necessary deputation orders after the officer
concerned instruction finally selected for training abroad. In that case the dealing
further action may kindly also brought as the requirment of calling nearest indian
diplomatic of couslar mission concerend should be incorporated inthe deputaton
orders of the officers concerned and specifically brought to his notice all also for
necessary compliance. The Government servant conduct rules lay down that a
Government servnat shall not except with the previous sanction of the Government
attain any public meetings or entertainment held in his owner. This is the general
rule but at the same time.

A question has been raised as to whether participation in political movement or

activity within the meaning of rule five of the Central Civil Services Conduct
Rules maintained above. This question has been considered and it is felt that in the
light of the existing provisions on the conduct rules and the instructions or already
issued on the subject taking active part by the Government servant in meeting or
demonstration or organised by a political party might be cause for an impression
which may will be the construed as the exist political movement for example if a
Government servant takes active or prominent by in organinsing or conducting
such a meeting or demonstration or such homes there is in or attends regularly or
even frequently and such a meeting extra action on his part is likely to create
impression that is taking part in or assistant a political movement or activity.
Undersigned is directed to say that instances have come to the notice of
Government in which public servant and public utilise facilities were used for
arraniging crowds for rallies and for arranging transport for brining those crowds
involving violation of law and rules in regard to the use of such transport. In this
connection attention is invited to rule 5 of Central Civil Services Conduct Rules
1964 which provides that any Government servant shall be member of or be
otherwise associated without any political party or organisation take part in politics
nor shall be take part in subscribe any different of or assist in any other manner
and political movement or activity.

It is also clarified in the deaprtment letter dated 17 November, 1973 all it is

advisable for a Government employee not to attend even public meeting for
demonstraton organised by political party or having political excepts. It will not
suffice to say that such arrangments were made on the orders of superior officer
such explain below sub rule of the civil servivces rule conduct rules clarified that
nothing is close of the afforded rule there be construed as empowering a
Government employees to evode his on responsibility. It hardly needs to be
empahsised that Government servnat should not only maintain political neutrality
but should also appear to do so taking active part in holding rallies in support of
any political party by arranging for crowds and arranging transprot for bringing
those crowds would therefore clearly attracted provisions of the aforesaid rule of
the conduct rules Government employee should therefore receipt from engaging in
such activities which made be contrued as participation in the activity of a political
party.

Government have noticed a strong tendency among officials officers at the

levels not to take adverse remarks in the spirit in which they are intended and as
part of the normal instances of whole career of service but undulge in all kinds of
pressure to gets a remarks expunged. Such tendency produces are regarding to
relevant of remarks with frear or favour by reporting officers and such practice
must be strictly and temporary descredit and eliminate if possible. It is often
forgotten that the temporary performance of maintaning the record annual
cofindental repots in regard to the officer work to every a period of years
assessemnt regarding the performance character already and integrity of the officer
in charge of shall to which he is called. This record is meant to enable
Government to assess the total work of an individual officer without a view
utilising him in the officer possible for the public temporarioy therfore the record

an officer is a document in to Government to the utilised for promotions postings

transfers encouragement action etc this may period of the record matters therefore
be borne in mind namely that it is cumulative assessment of an officer work have
to be utilised for Government purposes and for public and it is only identity a
means of permanent to the offiers noticed difficults which he should be
consciously endeavour to ready. Therefore departments should not enter into any
controvery with officers int the matter of adverse remarks communicated to them
on the basis of their annual confidental reports.
I am directed to state that according to explanatory note of the consolidated
instructions regarding writing of annual confidental reports of the work of officers
offcials the remarls in the annual confidental reports which show over all
assessment of the work of an officer and as overall without any other forwarding
word or pharse should not be treated as adverse remarks not to be communicated.

I am directed to reference to the Haryana Government ciruclar letter No. dated 7

May, 1960 on the subject noted in which again empahsised that the adverse
remarks where every recorded in the annual confidental reports.
Despite repeated institutions instances have come to the notice of the
Government where in adverse remarks given in the earlier confidental reprot where
not conveyed to the person concerned. Same depatments earlier been seeking the
advice of the Government when questions regarding promotion crossing of
efficincy bar or retention in Government service beyound the age of 50 or 55 years
of the employee there asks whether the un-cummunicated adverse remarks
appearing in the earlier confidntal reports could be un-cummunicated to the officer
offical concerned at a belated stage. The Government has carefully considered the
whole matter and had decided that it would not be proper to convey very old
adverse remarks appear officer official reports at under disadvantage in the matter
of submission of reports. It has therefore been decided that the un-cummunicated
adverse remarks appearing in the reports earlier then in the years 1972 should be
not b communicated now and that the un-communicated adverse remarks should
not be taken into consideration when cases for promotion crossing of efficincy bar
and retention in service beyound age of 50 or 55 years for decided. However,
adverse remarks if not appearing in the confidental reports for the years 1970
which have not been conveyed for should be conveyed to the officer official
concerned immediately strict and complinace.
I am directed to invite your attention to Punjab Government notification dated
the 27 November, 1950 with which rules recruiting Government servant seeking
employment or employment in departments of Punjab Government or under other
Governments were communicated. Part 2 of these rules contains rules regarding
employment in other departments of Government or with other Government and
the questions of clarification the instructions contained thier it has been engaging
the attention of the Punjab Gvoernment for some time past. It has not been
decided that the following procedure should be observed in the parts of cases
mentioned above. Where another Government or another department Government
or another department of the State Government advertisement for a post or asks in
names through Public Service Commission or direct. In such a cases the rules
contained in part 2 in Punjab Government notification to above should apply. The

department which forwards the application should satisfy itself that the application
will be suitable for the post and fulfil the require qualifictions and that his services
can be spread without determine to work and a suitable substitue will be available.
When it is considered that the proposed transfer would not be consistent interests
of public service the application should be refused in case where the application is
forwarded and is estimated by the other Government or the other department of the
same Government the quesation of retention of the officers lien or otherwise shall
not be determine on the merits of his notification. If the transer or deputation

In continuation of Punjab Governemtn letter No. dated 17 February 1981 on the

subject noted. I am directed to say that according to the practice prevailing in most
of the department the question of selection of a successor to a retring
officer/official is taken up just a few months before his retiring very addition
process of selection case the leave preparatory to retirement applied for by the
retiring Government servant be refused in public interest in accordance with the
provision of the Rule 8 of th civil services ruels the refusal of leave preparatory to
retirement entails the grant of leave after the date of superannuation. The still that a
grant of a automatic extension in service for the stipulated period of subject to a
maximum of six months. In some cases the services of pay retiring officers are a
utilised by re-emplying him of the selection of his successor.
In with obviate of granting extension of service or emplying officers if the
date of superannuation in the circumstances exaplained abvoe the Governor
Punjab is placed to direct that in future head of the departmetns should prepare
every month a list of all officers or officials who are due retired within the 12
mnths and take up the question of pending their successors well advance so that
formalities that for example consultation with the Public Service Commission
where necessary under rule are completed long before a offiicer is due to retire for
in case to proceed on leave preparatory to retirement. In accordance present
procedure and all cases in which departments wish to re-employing retire persoanl
are be referred advance through the Chief Secretary to Government Punjab who is
co-ordination followed for that purpose. This procedure was introduced to ensure a
unirom policy in all the departments and to ensure that re-employment of
Government.

The Government servant conduct rules by laid down that a Government servant
ask except with the previous sanction of the Government attain any public meeting
or entertainment held in his honour. This is the general rule but at the same time
subject to the provisions of any general or special order of Government. A
Government servant made attained farewell entertainment of a substantially
proviate and informal cahracter held as a mark of regard to himself on the
occasion of his retirement or departure from the district or station. In 1972
Government issued a special order on the subject an permitted that no Government
servant could attain any farewell entertainment held as a marking of record without
himself unless the previous sanction of commissioner or head of deprtment
attained for the holding of the entertainment. There have been occasions lately
Government granted exemption from the general prohibition agaisnt public. The
positon has been carefully reviewd if public parties occassionally which revised it
a taken not only as slightest on the Government servants concerned Government
deos wish to be put in the position of being accused of either slighting test official
or of foreign memnber of the public and on the other hand has fucntion of giving
general promotion for public meeting entertainment in our of service. It has
therefore been decided as a matter of practice the sanction that Government will
not be taken to Government servants to attain public entertainments in their

honour..
Requests of Government servants for promotion the attain an
entertainment will as formal be made to Commissioner or the head of the
department. Decision of the Commissiner or the heads of the department will be
final and Government will not interfere

Officer official is taken up just a few months before his retirement. Very often
the process of selection cases the leave preparatory to retirement applied for by the
retiring Government servant to be refusal in public interest. In accordance with
the provision of Rule 8 of the Civil Servivces Rules the refusal of leave
preparatory to retirement untils the grant of leave after the date of superannuation.
This leave carries it the grant of automatic extension in service for the stipulated
period of subject to a maximum of six months. In some cases the service of retiring
officers are utilised by re-employing him pending the selection of his successor. In
order to obviate incessity of granting extentions of service or emplying officer after
the date of superannuation in the explain abvoe Governor of Punjab is pleased to
direct that in furture heads of the departments should prepare every month a list of
all officers officials who are due to retire within the next of 12 months and take up
the question of appointing their successors when uniform so all advance formalities
for a example consultation with the public service commission where necessary
under the rule are completed well in before an officer is due to retire or intends to
proceed on leave preparatory to retirement.
With the present procedure are of cases in which departments wish to reemploying retired personal are referred to finance department through Chief
Secretary Government Punjab who is coordination authority for this purpose. This

procedure was introduce to ensure a uniform policy in all departments and to

ensure that re-employment of Governmet servnats both gazette or non gazzetted
after the date of superannuation was resorted to in very exceptioanl.

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