Maintenance of Service Book Rules 2021

We are sharing the instruction for maintenance of service book rules 2021 for employees working in the Government department of federal or province.


Instructions For Maintenance of Service Book Record 2021


What is a Service Book: Service Book must be opened for every Government servant on his first entry into Government service to maintain a complete and authentic record of their service career.

Service Book Maintained in Duplicate: The Service Book should be maintained in duplicate and kept in the custody of the Head of the Office. The Government servant is serving and transferred with him from office to office. For the sake of reference, the original Service Book should be made use of, and the duplicate service book copy should be kept up-to-date in reserve and taken out only when it may be necessary to do so, such as for making entries corresponding to those made in the original Serviced Book or the event of loss or misplacement of the original Service Book.

Responsibilities To Maintain Sevice Book Record: It is the duty of the Head of the Office that all entries in the Service Book are promptly made and duly attested by the authorized Attesting Officer. It is the duty of the Government servant also to see that his Service Book is correctly maintained under the rules.

Correctness of Entries in Service Book: The Head of the Office should afford every facility to the Government Servant to examine and satisfy the correctness of the entries made in his Service Book. In token of his scrutiny and acceptance of the entries made in the Service Book, the Government Servant should sign his name in the column provided, and they are endorsed as evidence by the Attesting Officer.

No Overwriting in Service BookNo erasure or overwriting of an entry once made is allowed. If any entry occurs incorrectly, it should be scored with a red line and correct, neat entry made underneath it, which should be duly attested (complete sign and date).


Rules Regarding Maintenance of Service Book Record 2021


Personel Information (Biodata) in Service Book: Biodata of Government servant, the entries regarding date of birth and domicile should be made under the relevant rules and orders of Government. All entries in this part excepting fingerprints should be renewed and re‐attested at least after every five years, and the signatures of the Government servant and the Attesting Officer should be dated.

Character Certificate: Personal certificates of character must not, unless the Head of the Department so directs, enter in the Service Book Annex­-B.

Life of Employee Record in Service Book: Every event in the Government servant’s official life must be recorded in Part‐III of the Service Book. Each entry must be signed dated by the Government Servant and attested by the Head of the or the duly authorized Attesting Officer.

Record of Suspension in Service Book: Every Period of suspension from employment and every other interruption of Service must promptly note full details of its duration in Part‐III of the Service Book and attested by the Authorized Attesting Officer.

Record of Demotion: If a Government servant is reduced in rank to a lower substantive post, the reason for reduction must be briefly recorded under the relevant column in Part‐III.

Verification Certificate of Service Book: The Service Book should be taken up for verification soon after the close of the financial year, and the Authorized Attesting Officer, after satisfying himself, should sign the verification certificate in Part‐ IV of the Service Book.

Transfer Record in Service Book: At the time of transfer of the Government servant from one office to another, the Head of the Office or the Attesting Officer under whom he/she was originally working should record the certificate of verification of his/her Service in Part‐IV, for the whole period during which he/ she remained employed under him. After that, the service book should be forwarded to the office where the Government servant is transferred.

If the Government servant is transferred to Foreign Service, the Head of his Office or department must send his Service Book to the Audit Officer concerned. The Audit Officer will return it after noting under his signatures the order sanctioning the transfer, the effect of the transfer concerning leave admissible during Foreign Service, and any other particulars he may consider to be necessary. On the Government servants transfer to Government service, his service book must again be sent to the Audit Officer who then notes in it over his signatures, all the necessary particulars connected with the Foreign Service may be attested by any authority other than the Audit Officer.

Filling Instructions of Service Book: Detailed instructions for filling in the various parts of the Service Book are given at the beginning of each part.

The entries regarding particulars of Government servant on page 4 of the service book should be renewed or re‐attested at least after every five years & the signature against item 11 & 12 should be dated.


Documents Required For Service Book Verification 2021


1. FOR ALL CASES /EVENTS OF VERIFICATION

a. Basic Information Form (Annex‐A)

b. Attested Copy of CNIC

c. Attested copy of Authority letter for nomination of ‘Authorized Attestation Officer’ to sign the Service books along with specimen signatures dated

d. Attested copy of LATEST Pay Slip

e. CNIC/ Personnel Number should be written on Service Book

2. FOR FIRST –EVER VERIFICATION (after new appointment)

a. Attested copy of Offer/ appointment Letter

b. Attested copy of Medical Fitness Certificate

c. Attested copy of Joining Report

3. REGULARIZATION OF SERVICE

a. Attested copy of Regularization Orders

b. Attested copy of all orders relating to appointment on contract basis, extensions,  Minutes of the Selection / cabinet committee,ETC.

c. Approval of the competent authority for Pay Protection

4. UPGRADATION / PROMOTION OF THE POST

a. Attested copy of office orders for the up‐gradation / Promotion

b. Attested copy of the office orders for the promotion

c. Attested copy of the Joining Report on the promoted(new) post

d. Attested copy of the Option(s), if any, for pay fixation benefits

5. ADVANCE INCREMENTS ON QUALIFICATION (Discontinued w.e.f. 01.12.2001)

a. Attested copy of  the testimonials (degrees/ certificates)

b. Attested copy of the office orders of the approval by the head of department / office


Most Common Errors in Service Book Maintenance 2021


  1. The Particulars of the Government Servant are neither updated nor verified by the Authorized Attestation Officer. It usually happens when the second book is started, on completion of the original one;
  2. The entries are pasted instead of handwriting on the Service Book;
  3. Relevant Office Orders are not attached with the service book;
  4. Errors and corrections are not attested with sign and date;
  5. White papers are attached without binding; only the printed format of the service book can be added with the Service Books;
  6. The pages of the service book are pasted with gum;
  7. Dates of attestation are not added with signatures;
  8. The sequence of the events is not maintained ;
  9. The observations of the AGPR office are not responded to adequately at the appropriate level; usually, the messenger writes, “Needful done.”
  10. Fetching and retention of Service Books by the irrelevant and irresponsible persons.

Download Maintenance of Service Book Rules 2021 Pdf

Income Verification Form

Income Verification Form

Leave a Reply

Your email address will not be published. Required fields are marked *