The Department of Personnel & Administrative Reforms (P&AR) has established new guidelines for government employees applying for duplicate appointment orders or official documents related to service matters. This move comes in response to inconsistencies in the issuance process following the loss of original documents.
According to the guidelines, employees who lose their original appointment order or official document must take specific steps to obtain a duplicate. First, they must file a First Information Report (FIR) at the nearest police station within 30 days of the loss.
Additionally, employees are required to publish a “Lost Document” notice in local newspapers.
Verification of the employee’s details will be conducted by the authorized issuing authority, with the Head of Department (HoD) responsible for non-gazetted employees and the Additional Head of Department (AHoD) for gazetted employees. This verification will check against the service record, including payroll, acquaintance roll, and Service Book entries. All appointment entries must be properly attested, and a certified copy of the initial pay must be included.
Before a duplicate document can be issued, prior approval must be obtained from the P&AR Department. Importantly, the duplicate document must contain the same terms and conditions as the original, with no alterations permitted.
The P&AR Department emphasized the importance of maintaining the integrity of appointment orders and official documents through timely entries in the Service Book and accurate record-keeping.
All government establishments have been directed to strictly adhere to these guidelines when processing requests for duplicate appointment orders or official documents related to service matters.