SERVICE BOOK
• 1 Service book is a record of every event occurring in the official life of a government
servant. It has to be maintained for every government servant holding a permanent or a
temporary post except for those who are not likely to be in service for more than one year
or those holding non pensionable service (SRs 196 and 197).
• Service book in form MSO(T)-27 (Revised) must be opened for all government
servants from the date of entry into service and is to be maintained till he ceases to be in
service. Service book also contains certain entries about events prior to entry into the
service. Entries at this stage are to be recorded very carefully after consulting the original
certificates. Once the service book is opened and the entries at the initial stage recorded,
other entries also have to be recorded as and when the events take place.
• Entries regarding confirmation, suspension, reduction in rank, withholding of
increments, recovery loss, leave without pay, service break, of President Police
Medal/Indian Police Medal etc. ,should be made in red ink. Service book must be kept
in safe custody.
• All the entries made in the service book should be duly attested. There should not be
erasing or overwriting in the service book. Corrections, if any, should be neatly done and
properly attested. The Head of Offices are permitted to delegate powers to subordinate
Gazetted officers under them, to attest entries in the service books except their own
service book for which the Head of Offices are responsible (SR-199).
• To eliminate delay in payment of pension, it shall the responsibility of the officer
maintaining the service book to make annual verification and also complete and certify
the service book in respect of previous service in the twenty fifth year of service or 5
years before retirement, whichever is less. The orders of the competent authority, where
required on the nature of service (e.g. period of leave, break in service etc.) should be
obtained and recorded in the service book. Unless otherwise shown in the service book, it
will be presumed that orders of the competent authority have been obtained and period of
extraordinary leave, period of preceding breaks in service will be counted for pension. If
any lapse or omission in observing this procedure results in overpayment, suitable
disciplinary action will be taken against the authorities concerned.(Rule 32 of CCS
(Pension) Rules).
• Service Book contains two volumes:-
• Vol.I has four parts and Appendix containing leave account.
Part-I: Contains bio data and photograph.
Part-II: Deals with certificates and attestation.
Part-III: Records previous qualifying service and foreign service.
Part-IV: Deals with the history and verification of service.
• Entries at the time of initial appointment.
(ii) Occurrence of events involving a change in the post, station, office, scale of pay,
nature of appointment, promotion, reversion, deputation, transfer on foreign service,
increment, leave suspension and other forms of interruption in service.
(iii) Events like stoppage of increment.
(iv) Grant of personal pay for adopting family planning norms.
(v) Grant of special leave/Paternity leave.
(vi) Membership of CBI Benevolent Fund.
(vii) Facts of availing LTC either by Government servant or member of his family.
(viii) Grant of encashment of leave during service.
(ix) Allotment of GPF account number.
(x) Deputation/repatriation/absorption.
(xi) Confirmation at the initial grade.
• Entries at the time of initial appointment.
(ii) Occurrence of events involving a change in the post, station, office, scale of pay,
nature of appointment, promotion, reversion, deputation, transfer on foreign service,
increment, leave suspension and other forms of interruption in service.
(iii) Events like stoppage of increment.
(iv) Grant of personal pay for adopting family planning norms.
(v) Grant of special leave/Paternity leave.
(vi) Membership of CBI Benevolent Fund.
(vii) Facts of availing LTC either by Government servant or member of his family.
(viii) Grant of encashment of leave during service.
(ix) Allotment of GPF account number.
(x) Deputation/repatriation/absorption.
(xi) Confirmation at the initial grade.
• Relaxation of age, educational qualification (authenticated/ attested copy).
(ii) Report regarding verification of character and antecedents (original).
(iii) Medical certificate of fitness (original).
(iv) Declaration of marital status (original).
(v) Acceptance of Home Town declaration (signed/attested copy).
(vi) Oath/affirmation of allegiance.
(vii) Nomination for PF, DCRG, CGEGIS, Benevolent Fund.
(viii) Details of Family (Signed/attested copy).
(ix) Order regarding change of date of birth (authenticated/ attested).
(x) Change of name (original).
(xi) Change in home town / permanent home address (once in service life).
(xii) Attested copies of certificates of age and education qualification.
(xiii) Condonation of break in service.
(xiv) Collateral evidence in respect of first service.
• A leave account shall be maintained in the prescribed form for each government servant
and must be kept with the service book with up to date account (Rule 15 of CCS(Leave)
Rules, 1972).
• A leave account shall be maintained in the prescribed form for each government servant
and must be kept with the service book with up to date account (Rule 15 of CCS(Leave)
Rules, 1972).
• At a fixed time, immediately after financial year is over, the service book shall be taken
up for verification by the Head of Office, Annual Verification entry has to be recorded
very carefully after consulting the Pay Bill Register. When the government servant is
transferred from one office to another, the Head of the Office under whom he was
originally posted/worked should record the verification of service in espect of the whole
period or a month/date upto which pay and allowance of a government servant were
drawn inter alia upto the period for which the government servant was paid in his office.
CGEGI Scheme – Form No. 13 to be pasted in the Service Book
• Every year in the month of January the Head of Office will record a certificate in column
7 in the following form:
• “Subscription @ Rs. _______ appropriate to group _____ of the scheme
• recovered from Pay & Allowances for the period from January ____ to Dec. _____.”
• All other events in the nature of promotion, transfers on deputation / foreign service,
absorption in PSU/Autonomous bodies, retirement etc. occurring during the service
career of the member of the scheme shall also be recorded in the appropriate column No.
6 of the form duly attested [GI (8) - SR 199].
Inspection of Service Book
• Every Head of Office has to initiate action to show the service book to the government
servant concerned every year and to obtain his signature there in token of their having
inspected / seen the Service Book (SR 202).
Supply of copies of Service Book
• Government servant who asks for a certified copy of the service book on quitting service
on retirement, discharge or resignation may be supplied with the same on payment of Rs.
5/- as copying fee.
Alteration in Date of Birth
• An alteration of date of birth of a government servant can be made, with the sanction of
the Ministry or Department concerned of the Central Government under which the
government servant is serving, if :
• (i) The request for alteration of the date of birth is made within a period of 5 years of his
entry into government service.
• (ii) It is clearly established that a bonafide clerical mistake has occurred and should be
rectified.
• (iii) The date of birth so altered would not make him ineligible to appear in any School or
University or UPSC examination in which he had appeared at such examination or on the
date on which he entered the government service.
Belated Claims for Alteration in date of birth to be rejected:
• The Government policy regarding rejection of belated claim for alteration in date of birth
has been reinforced by the observations made by the Supreme Court in the judgement in
Civil Appeal No. 502 of 1993 (Union of India vs. Harnam Singh). This position has to be
kept in view while considering any request from a government servant for alteration in
his date of birth. In other words, it will not be appropriate to consider any request for
alteration in date of birth if the conditions stipulated in Note below FR 56 are not strictly
fulfilled.
Nominations
• Nominations under different rules are required to be obtained on prescribed forms. It has
to be ensured that the nominations are not only filled in properly and signed by
government servant concerned but are authenticated/accepted by the officer so authorised
for the purpose. In order to ensure that nominations of the concerned employee have been
obtained, a list may be maintained in the following format and can be kept in the Service
Book for periodical checking.
