FORM D.F.

R (PW)20

___ _..................................................................................Division

……………………………………………………………………………… Sub Division

MEASUREMENT BOOK
____________________________________________________

No………….

Name of the Officer _____________________

______________________________________

Date of first entry. ______________________________

Date of last entry. ____________________________

 INSTRUCTIONS OF POSTING
1. The Measurement Book is a most important record being the basis
of all accounts of quantities, whether of work done by daily labour or
by the piece or by contractor or materials received which have to be
counted or to be measured. The description of work must be lucid so
as to admit easy identification and check.

2. For large works a separate measurement book may be set apart or if

found convenient two or more books may be sent apart for different
classes of work.
3. Detailed measurement should be recorded only by the Executive
Assistant, Executive or Assistant Engineer or by the Executive
Subordinate In charge of works to whom Measurement Books have
been Supplied for the purpose.
4. Each set of Measurement should Commence with entries stating;-
(i) (a) In the case of bills for work done;

(b) Situation of work, exact locality.

(c) Name of Contractor.
(d) Number and date of his agreement on work order.
(e) Date of written order to commence work.
(f) Date of actual completion of work.
(g) Date of measurement.

(ii) In case of bills for supply of Materials:

a. Name of suppliers.
b. Number and date of his agreement order.
c. Purpose of supply in one of the following forms applicable to the
case
(i) “ Stock” (for all Supplies for stock purposes)
(ii) “Purpose” for direct issue to (here enter full name of work as
given in estimate ……….for issuing to Contractor.)
 
(iii) “Purchase for (here enter full name of work as given in estimate)
……………….. for issue to contractor
………………………………………………….. on ……………….
d. Date of written order to commence work.
e. Date of actual completion of work.
f. Date of measurement.
And should end with the dated initials of the persons making the
measurement See also article 119 of account code vol II. A suitable
abstract should then be prepared which should collect in this case of
Measurement for work done, the total quantities of each distinct item
for work relating to each sanctioned sub head.
NOTE: - In regard to item 4 (i) (e) and 4 (ii) (g) the date of the written
Order to commence work should only be given if the work order has
been issued or a contract agreement has been executed. Where no
such order is issued to commence work or supplies, the word Nil may
be noted.
5. No page should on any account be torn out of a book nor should any
 entry be erased or disfigured so as to be illegible if a mistake be made
it should be corrected by canceling the incorrect words or figures with
a single stroke of the pen or pencil and by writing in the correct words
or figures separately and the correction thus made should be initialed
and dated. All signatures and initials made in the measurement book
should be dated.

6. All measurements must be neatly recorded in the authorized form

of Measurement Book and in no other, The entries should be made
if possible in ink, but when this is not possible and entries have
to be made in pencil, the pencil entries in the contents or areas
columns should however, be ,made in ink in the first instance and
not inked over.
7. As all payment for work for work or supplies are based on the
quantities recorded in the Measurement Book, it is incumbent upon
the person taking the measurement to record the quantities clearly
and accurately if the measurements are taken in connection with a
running contract account on which work has been previously measured
he is further responsible:-
(i) That reference to the last set of measurement is recorded, and
(ii) That if the entire job or contract has been completed the date of
completion should be duly noted in the prescribed place. If the
measurements taken are the first set measurements on the
running account or the first and final measurement that fact
should be suitably, noted against the entries concerned and in the
later cases, the actual date of completion noted in the prescribed
place.
8. Entries should be recorded continuously in the measurement Book
and no blank pages should be left. Any page left blank inadvertently
must be cancelled by diagonal lines, the cancellation being attested
and dated.
9. When any measurements are cancelled, the cancellation must be
supported and dated initials of the officer ordering the cancellation
or by the reference to his order initiated by the officer who made
the measurements, in either case the reason for cancellation should
be recorded.
10. Each measurement book should be provided with an index which
should be kept upto date.
11. The clerk ordered by the Disbursing officer is responsible for the
arithmetical check of all calculations entered in a measurement book
and he must initial with date each account in the book in taken of
having so checked it.
12. The officer making the measurement must calculate in contents or
area of each measurement and enter it in ink and abstract the results
himself. The measurements book should then be submitted to one
paying officer for his orders. If he is satisfied that a bill should be
prepared and that one name of estimate has been correctly entered,
he will check rates if entered or all in the correct rates and initial an
order in the measurement book to the responsible clerk to check and
prepare the bill.
13. When an officer or subordinate is required to submit the measurement books
with his accounts to be Division or Sub Divisional officer he should be supplied
if necessary, with a second book for alternate use.
14. From the Measurement Book all quantities should be clearly traceable
into the documents on which payments are made. When payment is
made to the work measured every page of the book recording the
 measurement must be invariably scored out by a disposal red ink link
line, and an endorsement must be made in red ink on every abstract
of measurement giving a reference to number and date of the voucher
of payments.
15. These diagonal lines and endorsement must be made by disbursing
Officer himself at the time of payment immediately. For the purpose
of making the endorsement a rubber stamp as below may be used,
but care should be taken not to obliterate any figure when using it.

Paid vide voucher No. …………………………

Dated ……………………………

Sub Divisional office’s Initials ………….

16. The voucher for payment must invariably bear a reference to the
number and page of measurement book in which the Measurement
are recoded also to the number and date work order.
17. All measurement books in use must be send in once a year, on the
dates fixed by the government, to the divisional officer for the
personal scrutiny of the Divisional officer and should be returned to
the Sub Division with in 15 days.
18. On the occasion of transfer it will be the special duty of the Sub
Divisional office to See that the Measurement Book with the Relieved
officer at the time are recorded in the transfer papers by the number
they bear and are acknowledged by the relieving officer, and the
necessary corrections made in the name of the officer on the fly leave
on the Measurement Book.
19. In case of Measurement Book is lost on immediate report should be
made of the facts of the case and this report be promptly forwarded
to the govt. together with the explanation of all parties concerned
or responsible to the loss.
Note:The term exceptive sub ordinate also include Road Inspectors in charge
of roads.
(a) No page is turn out and missing and blank pages have not been left
un-cancelled.
(b) Corrections are properly made and initialed by a responsible person.
(c) Original pencil entries are not inked over, column contents or area
have been entered in ink.
(d) The number and the date of each voucher in which the quantities are
entered for payments are noted.
(e) The entries are crossed off.
(f) In the case of cancelled measurements the person for cancelation
signed by the person who made the measurement and the Sub
Divisional officer.
(g) The index is complete.
(h) Each set of measurement is signed by office by whom they were
actually made.
(i) Each set of measurement bears in additional to the signature of the
office or the sub ordinate who made the measurements, the signature
of the clerk who checked the calculations and signature of the sub
divisional officer who passed the measurement or paid the bill.

Accountant
Dated …………….
Record
Executive Engineer
…………………… Division
Dated _______
 index page
  
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
    
Fly –leaf (1)
 index page
  
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
    
Fly –leaf (2)
 index page
  
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
    
Fly –leaf (3)
 index page
  
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
    
Fly –leaf (4)
Situation of work:
Name of the work:
Agency by which work is executed: Number and date
of agreement work order: Date of written order to
commence work: Date of Actual completion of work:
Date of Measurement:

(The above lines should be repeated at the commencement of the

Measurement relation to each work).

Particulars  No.  L  B  D  Contents

                 

                 

                 

                 

                 

                 

                 

                 

                 

                 

                 

                 

                 

                 

                 

                 

                 

                 

                 

                 

                 
 Particulars  No.  L  B  D  Contents