Maintenance of Service Book Rules 2021

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


Maintenance of Service Book Rules Instruction 2021 Part-I


1). A  Service  Book  must  be  opened  for  every  Government  servant  on  his  first  entry  into Government  service,  as  to  maintain  a  complete  and  authentic  record  of  his/  her  service career.

2). The Service Book should be maintained in duplicate and kept in the custody of the Head of  the  Office  in  which  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  copy  should  be  kept  up  to‐date  in  reserve  and  taken  out  only when  it  may be  absolutely  necessary  to  do  so,  such  as  for  making  entries corresponding to  those  made  in  the  original  Serviced  Book  or  in  the  event  of  loss  or  misplacement  of the original Service Book.


Read More: Duplicate Service Book Procedure Forever


3). 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  being  properly  maintained  in accordance  with  the  rules.

The  Head  of  the  Office  should  afford  every  facility  to  the Government  Servant  to  examine  and  satisfy  about  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 his / her endorsed as evidence by the Attesting Officer.

4). No  erasure  or  overwriting  of  an  entry  once  made  is  allowed. In  case  of  any  entry  occurring  incorrectly  it  should  be  scored  with  a  red  line  and  correct  neat  entry  made  underneath it which should be duly attested (full sign and date).


Service Book Maintenance Instruction 2021 Part-II


5). Bio data of Government servant, the entries regarding date of birth and domicile should be  made  in  accordance  with  the  relevant  rules  and  orders  of  Government.  All  entries  in this  Part  excepting  finger  prints  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.

6). Personal  certificates  of  character  must  not, unless  the  Head  of  the  Department  so directs, be enter in the Service Book Annex­-B.

7). Every  event  in  the  Government  servant’s  official  life  must  be  recorded  in  Part‐III  of  the  Service  Book  and  each  entry  must  be  signed  dated  by  the  Government  Servant  as  well  as attested by the Head of the Officer or the duly authorized Attesting Officer.

8). Every  Period  of  suspension  from  employment  and  every  other  interruption  of  Service  must  with  promptly  noted  full  details  of  its  duration  in  Part‐III  of  the  Service  Book  and  attested by the Authorized Attesting Officer.

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

10). 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.

11). 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.

12). 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  in  regard  to  leave  admissible  during  Foreign  Service  and  any other  particulars  which  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.

13). Detailed  instructions  for  filling  in  the  various  parts  of  the  Service  Book  are  given  at  the  beginning of each part.

14). 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 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 handwritten 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. Sequence of the events is not maintained ;

9. The observations of the AGPR office are not responded properly at 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 2020 Pdf

Income Verification Form

Income Verification Form

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