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Sub:(cid:9) Observance of proper procedure in respect of official dealings between the Administration and Members of Parliament and State Legislatures - reg.

Sir/Madam, I am directed to ,enclose herewith a copy of the DOPT's OM No.

11013/16/2025-Estt.A-111 dated 04.05.2026 containing guidelines regarding official dealings between the Administration and Members of Parliament and State Legislatures, which is self explanatory.

2.(cid:9) Department of Personnel and Training has directed that the State Governments/UTs should ensure strict corn liance of these_guidelines, issued by Government of India regarding official dealings between the Administration and Members of Parliament and State Legislatures, so that MPs/MLAs do not face any inconvenience in their official dealing with the Central and State Government officers. The Chief Secretaries of all States/UTs are also requested to circulate these guidelines to all State Government officials at the State/Division and District level for strict tom lianc f these guidelines.

IV& ti6, ec2TQ51-4 Yours faithfully kAcIC Digitally signed by vsCti) End: As Above. Kundan Kumar

Date: 04-06-2026 11:39:56 6(cid:9) 6 ORFstvm)(cid:9) (Kundan Kumar) -El'tlri;r4lcildrlclur Secretary to the Govt. of India 71-col eel(cid:9) Tele: 23438175 vol3/4 liitier

Copy to: Shri G.K. Rajnish, Deputy Secretary, DOPT, Room No. 37010, Kartavya Bhawan-3, New Delhi w.r.t. their OM No. 11013/16/2025-Estt.A- dated 04.05.2026.(cid:9) ,(cid:9) F. No. 11013/ 16/2025-Estt.A-III Government of India • k -(cid:9) Ministryiof Personnel, Public Grievances and Pensions !Department of PerSonne1.84 Training ii ar MAY • 22g th t..4 1 2- ,6c503 (cid:9) / Kartavya Bhawan-3, New Delhi O (cid:9) Dated 04th May, 2026 R N ritZ/C.R. 3E1/North ebtk OFFICE MEMORANDUM

Subject: Observance of proper procedure in respect of official dealings between the Administration and Members of Parliament and State Legislatures-reg.

The Department of Personnel fk Training has been emphasizing the importance of observance of proper procedure in official dealings between Administration and Members of Parliament and State Legislatures and has issued instructions in this regard from time to time. Vide DoPTS OM dated

12.01.2026 (copy enclosed) these instructions were reiterated and all the MinistrieS/Departrnents and Chief SecretarieS of all Sates/UTs, were requested to circulate .• these instructions to • 'all State • Government officials at the State/Division and DiStrict levels for necessary Compliance.

• All Ministries/Departments are once again requeSted to sensitize the administratiVeailtheffities with regard to their duties and obligations in relation to dealings with Members of Parliainent and State. Lediilattires in terms of

guidelines contained in aforesaid: OM. dated 12.01.2026 and circulate .these instructions to all atta,ch,e2dLsuporcliriaapaicesi their field offices, etc.] Chief Seeretaries.oralrelates/UTs are also requested to .circulate these guidelines to •••1 all State Governthent offitiala.at the state/ Division and District level. 'A copy of the instructions issued in this regard may please be endorsed this Department.

This is issued with the approval of competent authority. .(cid:9) .(cid:9) • sj (GM.ish) Deputy Secretary to the Government of ndia • (cid:9) Tel: 011-24010644 -5?)(cid:9) \D T e Secretaries of All th Ministries/Departments of Government of

India: (as per the standard list) Chief-?ecretaties of all StateS/UTS (as per the standard list)Copy to: - Presidents Secretariat, New Delhi Vice President Secretariat, New Delhi The Prime Minister's Office, New Delhi Cabinet Secretariat, New Delhi Rajya Sabha Secretariat/ Lok Sabha Secretariat, New Delhi The Comptroller and Auditor General of India, New Delhi The Secretary, Union Public Service Commission, New Delhi The Secretary, Staff Selection Commission, New Delhi All attached offices under the Ministry of Personnel, Public Grievances and Pensions National Commission for Saheduled Caste, New Delhi National Cornmission for Scheduled Tribes, New Delhi National Commission for OBC, New Delhi Secretary, National Council (JcM), 13, Feroze Shah Road, New Delhi CVOs of all Ministries/ Department ADG (M86C), Press Information Bureau, DoPT NIC, Department of Personnel 86 Training, North Block, New Delhi ifor uploading the same on the website of this Department] n Hindi Section, DoPT(cid:9) 1) ;I (G K Raj h) Deputy Secretary to the Government of India

Tel: 011-24010644F. No: 11013/16/2025-PP.A-III . Government of India • Ministry of Personnel, Public Grievances and Pensions Department of Personnel & Training Kartavya Bhawan-3, New Delhi Dated 12th January, 2026 OFFICE MEMORANDUM

Subject:(cid:9) Consolidated guidelines on official dealings between the Administration and Members of Parliament and State Legislatures — Observance of proper procedure.

The Members of Parliament and State Legislatures, as the accredited representatives of the people, occupy a very important place in our democratic set-up.

In connection with their duties, they often .find it necessary to seek information from the Ministries/ Departments of the Government of India or the State Governments, or make suggestions for their consideration or aSk for interview with the officers.

.(cid:9) .(cid:9) . • The consolidated guidelines regarding.observarice of proper procedure in official dealings between. Adtninistration ..and. Members of Parliament and State Legislatures were issued • by the Ministry of Petionnel, :P.Oblic 'Grievances And Pensions, vide OM No.1667559842019 dated 13.09:2022 to all the Ministries/Departments and to Chief Secretaries of all Sates/UTs, with the request to circulate these instructions to .all $tate Government officials at the State/Divisioh and District levels, in order td Senlitize them . with regard to .their duties and. obligations in relation to .dealings with Mentors of Parliament and 'State Legislatures.. These instructions have also been reiterated, from tirrie to time, for compliance of the Government officials, both in letter and spirit. The.

provisions of.thp .Central Secretariat. Manual. of Office Procedure regarding prompt disposal of cornmunications,from.MPs have Also been reiterated from time to time. • .(cid:9) .

In ContinUation of these:efforts a comprehensive guideline is being re-iterated by consolidating all previous instructions for .strict compliance by all Ministries/ Departments, State Governments and. local-administrations in letter and spirit.

4:. . PROMPT DISPOSAL OF LETTERS RECEIVED .FROM MEMBER OF • PARLIAMENT* Communications received .frorn Members-of Parliament should be attended to promptly. • Where a communication is addressed—to a Minister, it sh-ould as far as practicable, be replied to by the Minister himself. In other cases, a reply 'should normally. be issued under the signature of an officer of the rank of Secretary only.

iii.(cid:9) Where a communication is addressed to the head of an attached or subordinate office, Public Sector Undertakings, Finanbial Institutions (including nationalized barites) Division/Branch-ln-charge in a .Ministry/Department/Organization, it 'hobl&berepliédto by the addresseä himself. In routine matters, he may send an appropriate reply on his own. In pelicy matter, however, it should be ensured that the minimum level at which such. replies are sent to Member of Parliament Pag4 1 of 7 File No. 11013/16/202S-PP.Ailliv(Computer No. 3203920) .(cid:9) .is that of Under Secretary and that also in a polite letter form only.

Normally information sought by a Member should be supplied unless it is of such a nature that it would have been denied to him even if asked for on the floor of the House of Parliament As far as possible, for correspondence with Member of Parliament, pre-printed replies should be avoided.

In case a reference from an ex-member of Parliament is addressed to a Minister or Secretary, reply to such reference may be sent by the concerned Divisional Head after obtaining approval of the Secretary of Ministry/Department. In case the reference is addressed to a lower level officer, reply to such reference could be sent by the officer on his own in non-policy cases and after obtaining approval of the higher authorities in policy cases. However, the minimum level at which a reply co.uld.be sent should be that of an Under Secretary and that too in a polite letter form only.

Each communication received from the Member of Parliament, a member of the public, a recognized association bra public body will be acknowledged within 15 days, followed by a reply within the next 15 days of acknowledgement sent.

Where (a) delay is anticipated in sending a final reply; or (b) information has to be obtained from another Ministry or another office, an interim reply will be sent within 15 days (frorn.the datedf receipt) indicating the possible date by which a final reply can be given.

If any such communication is wrongly addressed to a department, it should be transferred promptly (within 5 working days of its receipt) to the -appropriate Department under intimation to the party concerned.

Where the request of a Member of thefl Public cannot be acceded to for any reason, reasons for not acceding to such a request should be given courteously. xi.(cid:9) As far as possible, requests from members of public, should be looked at from the user's point of view and not solely from the point of view of what may be administratively convenient.

[Para 8.8 and 8.9 of the CSMOP, 20191 5 .(cid:9) BASIC PRINCIPLES TO BE BORNE IN MIND BY THE GOVERNMENT SERVANTS WHILE INTERACTING WITH THE MEMBERS OF PARLIAMENT AND

STATE LEGISLATURES:

(A) Courteous behavior with Members of Parliament and State Legislatures Every member of the service shall, in the discharge of his duties, act in a courteous manner and shall not adopt dilatory tactics in his dealings with the public or otherwise.

[Rule 3(2A) of All India Services (Conduct) Rules, 1968) Page of 7No Government servant shall (a) in theWerformance of his official duties, act in a discourteous manner; (b) in his Offibial dealings with the public or otherwise . adopt dilator' tactics.Or willfully cause delays in disposal of the work assigned to him. • .(cid:9) • (cid:9) .(cid:9) .

[Rule 3A of CCS (Conduct) Rules, 1964] Hi.(cid:9) Government servants should Show courtesy and consideration to Members of Parliament and State Legislatures.(cid:9) • f Para 5(i) of OM No. 1.1 013/4/2011-Estt.(A)•dated 01.12.20111 . iv.(cid:9) While.the Government servants should consider carefully or listen patiently to what the Membera of Parliament and Of the State Legislatures may have to say, the Goliemment servant should always act according to his own best judgment and as per the rules..

f Para 5(ii) of OM No. 11013/4/2011-Estt4A) dated 01,12.20111 . Any deviation from an appointment made with a Mernber of Parliament/State Legislature must be promptly explained to him to , avoid any possible inconvenience. Fresh appointment should be fixed in consultation with him, [Para 500 of OM No. 11013/4/2011-Estt(A) dated 01.12.20111 Art.officer should be meticulously correct and courteous and rise to receive and sea. Off a Member.

of .ParliarhentiState Legislature visiting him... Arrangements may be Made to receive the Members of Parliament When, after taking .prior apipointment, they visit the officer of the GOvernrnent Of India, State Government of Ideal Government, Arrangements may also be made to perrriff entey of vehicles of the Members to these Offices subject to security requirements/restrictions, [Para 5(iv) of OM No. 1101.3/4/2011-Estt.(A) dated .0112.20111 The officers should not igncire telephonid messages left for them by the Members of Parliament/State Legislatbrestn their. absence and shouldtry to contact at the

earliest :the Member of Parliament/State Legislature -concerned.' ,These instructions also include SMS and ernails received on official Mobile telephones which .also should be replied to promptly and (cid:9) priority.'(cid:9) . • • '(cid:9) • (cid:9) [Para 5(Xii) of OM -No..11013/4/2011-Esti.(A) dated 01.12.20111

(6)(cid:9) Public function or. Meeting. .(cid:9) • Members of Parliament of the area Should invariably .be invited to public functions fzirdaili2ed" by 'a • Government office. Proper and comfortable seating arrangements at public functions and proper Order of Seeting on.the dais.Shauld be made for Members keeping in view the fact that they appear above Officers of the rank of Secretaries to Government of. India in the Warrant Of Precedence;

The invitation cards and Media eventsr if organized for the function held in the constitUency, may include.the names of Members of that constituency who have OOnfirthed. partiCipation in these functions. If a .constituency of any Member of Parliament is spread over more than one District, the K.P. should invariably be .invited to all the functions .held in .any of the Districts which are part of his/her

constituency:(cid:9) .(cid:9) .(cid:9) . ,(cid:9) r(cid:9) •(cid:9) • . [Para 5(v) of OM No. 11013/4/2011-Estt.(A) dated 01.12.20111 Where any meeting convened by the GoVemment is to. be attended by Members of Parliament, special care should be.take.n.to see that notice is given to them in.

good time regarding the.date, time, venue etc:. of the .meeting. It. should also be Pag .3. of 7 Fite No I1013/16/2025-PP.A-111 (Computer No1.1203920ensured that there is no slip in any matter of detail, hoWever minor it may be. It

should especially be ensured that :- intimations regarding public Meetings/functions are sent through speedier coMmuniCation devices to the M.P,s, so that they reach them well intime, and that receipt of. intimation by the .M.P. is confirmed/ by 'the, officer/official concerned.(cid:9) .(cid:9) .

[Para 5(vi) Of OM No, 11013/4/2011-EstL(Ardated 01.12:20111

(C)(cid:9) Response to the 'conimunication of Member of Parliament and 'State Legislatures Letters from Members & Parliament and Members of State Legislatures must be promptly acknowledged, and a reply sent at an .appropriate level expeditiously as per the relevant provisions of the Central Secretariat Manual• Of Office Procedure;

[Para 5(vii) of OM No. 11013/4/2011-Estt.(A) dated 01.12.2011 and Para

8.9 of CSMOP, 2019] Information or statistics relating to matters of local importance must be furnished to the MPs and MLAs when asked for. The information so supplied should be specific and answer the points raised. A soft copy of the information should also be sent to the Member Vs_ e-mail.

(Pam 5(viii) of OM No. 11013/4/2011-Estt.(A) dated 01.12.20111 If the information sought by a Member of Parliament cannot be given and is to be refused, instructions from a higher authority should be taken and the reasons for not furnishing the information should be given in the reply (Para 5(ix) of OM No. 11013/4/2011-EstL(A) dated 1.12.20111 Wherever any letter from a Member of Parliament is in English and the reply is required to be given in Hindi in terms of the Official Languages Act, 1963 and the rules fram'ed there under, an English translation should also be sent along with the reply for. the convenience of such Members of Parliament from non Hindi speaking areas.

[Para 5(x) of OM No. 11013/4/2011-Est (A) dated 1.12.2011] References from the Committees of Parliament must be attended to promptly. [Para 5(xi) of OM No. 11013/4/2011-Est(A) dated 1.12.2011] All Ministries/Departments may ensure that the powers of Members of Parliament/State Legislatures as Chairpersons/ Members of Committees under various Centrally Sponsored/Central Sector government schemes are clearly and adequately defined.

fPara 5(xiii) of OM No. 11013/4/2011-EstL(A) dated 1.12.2011)

(D) Outside political influence A Government servant should not approach MPs/MLAs for sponsoring his individual case as bringing or attempting to bring political or non- official or other outside influence is prohibited under the conduct Rules e.g. Rule 18 of the All Dana nf 7India Service (Conduct) Rul, 1968 add' Rule 20 of the Central Civil Services

(Conduct) Rules, 1964 [Para 5(xiv) of OM No. 11013/4/2011-Estt.(A) dated 1.12.2011]

6. Recommendations of various Parliamentary Committees on this issue:

During the meeting of the Parliamentary Standing Committee on Ethics, Rajya Sabha, held on 13th October, 2025 in 'Parliament House Annexe, New Delhi, it was desired the Department should reiterate the instructions and ensure that it is implemented in letter and spirit.

H.(cid:9) The Committee on Violation of Protocol Norms and Contemptuous Behaviour of Government Officers with Members of Lok Sabha, in Paragraph 63 of its First Report table in the Lok Sabha on 06.02.2014, has recommended that this Department may sensitize all civil servants and officials in various Ministries and Departments particularly under them for strict compliance of the instructions relating to official dealings issued in this regard between and Administration and the Members of Parliament.

[Para 3 of OM No. 11013/2/2012-Estt.A dated 19.11.2014] The Committee on Violation of*Protocol Norms and Contemptuous Behaviour of Government Officers with Members of Lok Sabha, at its first sitting held on 28 October, 2014, also felt that the consolidated instructions/ guidelines issued by the Department of Personnel & Training (DoPT) on 1 December, 2011 On Official .Dealing between Administration and Members of Parliament need to be !circulated again to all concerned Exebutive-Functionaries.

[Para 4 of OM No. 11013/2/2012-Estt.A dated 19.11.2014] iv.(cid:9) The Committee on Violation of Protocol Norms and Contemptuous Behaviour of Government Officers with Members of Lok Sabha, in its Second Report tabled in the Lok Sabha on 04.012018, has recommended that the consolidated Instructions/ guidelines on Official dealing between the Administration and Merhber of Parliament and State Legislature should strictly be complied by ell the Government servants, both in letter and spirit.

[Para 3 of OM No. 11013/4/2018-EstLA-Ill dated 07.02.2018] . v.(cid:9) The Committee on Violation of Protocol Norms and Contemptuous Behaviour of Government Officers with Members of L6k Sabha, in Paragraph 43 of its Third Report tabled in the Lok Sabha on 4.01.2018, has recommended discouraging and desisting the State Governments to involve Private companies/'agencies in organizing/ sponsoring-functions which essentially fall under the domain of State Governments.

[Para 4 of OM No. 11013/4/2018-Estt.A-III dated 07.02.2018] All Ministries/Departments are requested to ensure that the above basic principles and instructions are followed by. all officials concerned, both in letter and spirit.

Violation of the guidelines laid down on this subject will be viewed seriously.

8.(cid:9) Any violation of relevant Conduct Rules in this regard, which is established after due enquiry, will render the concerned Government servant liable for appropriate punishment as per Rules applicable.

Pa!(cid:9) 5 of 7 File No. 11013/16/2025-PP.A-111 (Computer No. 3203920)List of the OMs mentioned in this document is annexed. In case any reference to the relevant OM is required, the same may be accessed from the Archive Section of DOPT's website.

rI ' Hindi version will follow. .1 - (G K Rajnish)

Deputy:Secretary to the Government ofilndia Tel 011-24010644 The Secretaries of All the Ministries/Departments of Government of India (as per the standard list) Chief Secretaries of all States/UTs (as per the standard list)

Copy to: - --(Presidents Secretariat, New Delhi Vice President Secretariat, New Delhi The Prime Minister's Office, New Delhi Cabinet Secretariat, New Delhi ,6-.-Rajya Sabha Secretariat/ Lok Sabha Secretariat, New Delhi The Comptroller and Auditor General of India, New Delhi .--71-The Secretary, Union Public Service Commission, New Delhi :---rThe Secretary, Staff Selection Commission, New Delhi

9. All attached offices under the Ministry of Personnel, Public Grievances and Pensions L 40. National Commission for Scheduled Caste, New Delhi —Al. National Commission for Scheduled Tribes, New Delhi National Commission for OBC, New Delhi Secretary, National Council (JCM), 13, Feroze Shah Road, New Delhi CVOs of all Ministries/ Department ADG (M&C), Press Information Bureau, DoPT MC, Department of Personnel & Training, North Block, New Delhi [for uploading the same on the website of this Department] Hindi Section, DoPT (G K RajniSh) Deputy Secretary to the Government of India

Tel: 011-24010644 Pace 6 of 7