The Department of Personnel & Administrative Reforms (P&AR) has notified that some Government employees apply for duplicate appointment orders/official documents pertaining to service matters due to the loss of original appointment order/official document, and in the absence of proper guidelines, inconsistencies have arisen in the issuance of these duplicates across different establishments.

Hence, to ensure uniformity and prevent discrepancies, the following guidelines are hereby established for obtaining a duplicate appointment order/official document pertaining to service matters:

1.      Upon losing the original appointment order/official document, the employee must file a First Information Report (FIR) at the nearest police station within 30 days of the loss.

2.      The employee shall publish a "Lost Document" notice in local newspapers.

3.      Authenticity of the employee's details will be verified by the authorized issuing authority: HoD for non-gazetted employees and AHoD for gazetted employees by checking against the service record available in the Department such as pay roll, acquaintance roll and Service Book entry, ensuring that all appointment/service event entries have been made in the Service Book under the attestation of the competent attester's authority and that there is a certified copy of initial pay and drawal from the pay acquaintance roll.

4.      Prior approval must be obtained from the Personnel and Administrative Reforms (P&AR) Department before issuing the duplicate appointment order/official document.

5.      The duplicate appointment order/official document must contain the same terms & conditions as the original. No alterations or modifications are permitted under any circumstances.

6.      The Department shall ensure that the originality of the appointment order/official document is retained by diligently making timely entries in the Service Book and strictly maintaining the Guard file and other modes of record keeping.

All Government establishments are directed to strictly adhere to these guidelines when processing requests for duplicate appointment orders/ official documents pertaining to service matters.

(DIPR)