DOPT OM No. 11013/2/2000-Estt.(A), dated 23.05.2000

(3C) Official dealings between the Administration and Members of Parliament and State Legislatures – Observance of proper procedure – Reiteration of summary of instructions.

The basic principles to be borne in mind by the Government servants while interacting with the Members of Parliament and State Legislatures are that :-

(i) The Government servants should show courtesy and consideration to Members of Parliament and State Legislatures; and

(ii) that while they should consider carefully or listen patiently to what the Members of Parliament and of the State Legislatures may have to say, they should always act according to their own best judgement.

(iii) Any deviation from an appointment made with a Member must be promptly explained to him to avoid any possible inconvenience. Fresh appointment should be fixed in consultation with him.

(iv) An officer should be meticulously correct and courteous and rise to receive and see off a Member visiting him.

(v) Members of Parliament/State Legislatures of the area to be invariably invited to public function organized by a Government office. Proper and comfortable seating arrangements at public functions to be made for Members who appear above officers of the rank of Secretaries to Government of India in Warrant of Precedence.

(vi) Letters from Members of Parliament and Members of State Legislatures must be promptly acknowledged, and a reply sent at an appropriate level expeditiously. Relevant provisions of the Manual of Office Procedure should be observed in this regard.

(vii) Information or statistics relating to matter of local importance must be furnished to M.Ps and M.L.As when asked for.  If request is to be refused, instructions from higher authority should be taken.

(viii) A Government servant should not approach MPs/MLAs for sponsoring his individual case; and

(ix) References from Committees of Parliament must be attended to promptly. A senior officer at the level of Joint Secretary or equivalent should be charged with the responsibility for ensuring this.

(x) The officers should not ignore telephonic messages left for them by the Members of Parliament/State Legislatures in their absence and should try to contact at the earliest the concerned Member of Parliament/State Legislature.

[DOPT OM No. 11013/2/2000-Estt.(A), dated 23.05.2000]