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Guidelines for Official Dealings with Members of Parliament and State Legislatures - DOPT

Guidelines for Official Dealings with Members of Parliament and State Legislatures

Summary of DoPT Office Memorandum dated 04th May, 2026

Overview

The Department of Personnel & Training (DoPT) has reiterated instructions regarding the proper procedure for interactions between government administrations and elected representatives. These guidelines emphasize the importance of MPs and MLAs as accredited representatives of the people in India's democratic framework.

Correspondence and Timelines

  • Prompt Acknowledgement: Every communication from an MP or a member of the public must be acknowledged within 15 days.
  • Final Reply: A substantive reply should be sent within 15 days of the acknowledgement.
  • Interim Responses: If a delay is expected or information is needed from another office, an interim reply must be sent within 15 days of receipt, indicating a probable date for the final response.
  • Wrongly Addressed Letters: These should be transferred to the correct department within 5 working days.

Signing Authority

  • Ministerial Level: Letters addressed to a Minister should, as far as practicable, be replied to by the Minister.
  • Officer Level: In other cases, replies should normally be signed by an officer of the rank of Secretary.
  • Policy Matters: For policy-related replies from attached or subordinate offices, the minimum signing level is Under Secretary, and the tone must be polite.
  • Ex-Members: References from ex-MPs should be handled by the Divisional Head with the Secretary's approval.

Professional Courtesy and Protocol

  • Reception: Officers must be meticulously correct and courteous, rising to receive and see off visiting MPs or MLAs.
  • Appointments: Any change to a scheduled appointment must be explained promptly, and fresh timings should be fixed in consultation with the Member.
  • Digital Communication: SMS, emails, and telephonic messages must not be ignored and should be replied to promptly and on priority.
  • Public Functions: Local MPs must invariably be invited to public functions. Their seating on the dais must follow the Warrant of Precedence, which places them above officers of the rank of Secretary.

Prohibitions and Accountability

  • Political Influence: Government servants are strictly prohibited from approaching MPs or MLAs to sponsor their individual cases.
  • Consequences: Any established violation of these conduct rules after an inquiry will make the government servant liable for punishment.

Official Document Source

For complete details, including the full list of consolidated instructions, download the official PDF from the DoPT website.

Download Full PDF
⚠️ Disclaimer

Educational Purpose Only: The information provided in this article is for general informational and educational purposes only.

Accuracy & Mistakes: While every effort has been made to ensure accuracy, human errors or omissions may occur.

No Liability: Under no circumstances shall the author or this website be held liable for any loss arising from the use of this information.

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