1. The undersigned is directed to refer to the Ministry of Home Affairs O.M. No. 118/52-Ests. dated 30th April, 1952 on the subject mentioned above [copy enclosed for ready reference].
2. It has been envisaged in these instructions that whenever, in any matter connected with his service rights or conditions, a Govt. servant wishes to press a claim or to seek redress of a grievance, the proper course for him is to address his immediate official superior or the Head of his office or such other authority at the lowest level as is competent to deal with the matter. Of late, it is observed that there has been a tendency on the part of officers at different levels to by-pass the prescribed channels of representations and write directly to the high functionaries totally ignoring the prescribed channels. The problem is more acute in large Departments where often very junior employees at clerical level address multiple representations to the Minister, Prime Minister and other functionaries. Apart from individual representations, the service unions have also developed a tendency to write to the Ministers and Prime Minister on individual grievances. Some of these representations are often forwarded through Members of Parliament, in violation of Rule 20 of the CCS [Conduct] Rules, 1964.
3. Existing instructions clearly provide that representations on service matters should be forwarded through proper channel. The stage at which an advance copy of the representation may be sent to higher authorities has also been indicated. In MHA O.M. 25/34/68-Estt.[A] dated 20.12.68 [copy enclosed] time limits for disposal of various types of representations have been prescribed. If it is anticipated that an appeal or petition cannot be disposed of within a month of its submission, an acknowledgement or interim reply should be sent to the individual within a month.
4. Thus adequate instructions are available in the matter of submission of representations by the Government servants and treatment of the representations by the authorities concerned. As such submission of representations directly to higher authorities by-passing the prescribed channel of communication, has to be viewed seriously and appropriate disciplinary action should be taken against those who violate these instructions as it can rightly be treated as an unbecoming conduct attracting the provisions of Rule 3[iii] of the CCS [Conduct] Rules, 1964.
5. It is requested that these instructions may be brought to the notice of all Government servants and appropriate disciplinary action may be taken against those who violate these instructions.