The Haryana Civil Services (General) Rules, 2016 contain detailed provisions for maintaining, correcting, and verifying every government employee’s Service Book. Rules 21 to 24 under Chapter VI prescribe who maintains the record, how corrections are made, and when verification must be carried out. The Service Book is a permanent and legally valid document reflecting the entire service history—from appointment to retirement—of every Haryana Government employee.
1️⃣ Rule 21 – Maintenance of Service Books
- A separate Service Book shall be maintained for every employee of the Haryana Government, permanent or temporary.
- The book is prepared in the **prescribed form** (Annexure 4 in the PDF) immediately on appointment.
- It must contain:
- Employee’s personal details and identification marks,
- Date of appointment and confirmation,
- Nature of appointment (temporary/permanent),
- Scale of pay and subsequent changes,
- Leave, increments, promotions and transfers,
- Verification of service and entries by Head of Office.
- The Head of Office or Drawing and Disbursing Officer (DDO) is responsible for keeping the Service Book complete and up to date.
2️⃣ Rule 22 – Entries and Attestation of Corrections
- Every change in pay, position, or leave must be recorded **immediately** in the Service Book.
- Entries must be **attested by the Head of Office or authorized officer** with date and signature.
- No erasure or overwriting is allowed — incorrect entries must be cancelled neatly and re-entered with proper attestation.
- Each correction should quote the **relevant office order or notification number** to ensure authenticity.
- The employee’s signature or initials must appear in token of acknowledgement of each new entry.
3️⃣ Rule 23 – Verification of Service Books
Annual Verification Procedure
- Service Books must be verified each year in April by the Head of Office or Administrative Officer.
- Verification must cover:
- Continuity of service, breaks, and suspension periods,
- Pay fixation and increments,
- Leave record and pension contribution,
- Qualifying service for pension purposes.
- After verification, the verifier must record:
“Service verified from _________ to _________ with reference to pay bills and records.” (Signature + Designation + Date) - One copy of the verified entry must be shown to the employee for acknowledgment.
Importance of Annual Verification
- Ensures accuracy of records before retirement and prevents delay in pension cases.
- Detects any error in date of appointment or pay fixation in time for correction.
4️⃣ Rule 24 – Custody and Transfer of Service Books
- Service Books shall remain in safe custody of the Head of Office or the DDO.
- When an employee is transferred to another office:
- The Service Book is sent immediately to the new Head of Office with a covering letter and receipt obtained for record.
- All entries up to the date of relief must be completed before dispatch.
- On retirement or death of an employee, the book is forwarded to the Pension Sanctioning Authority along with pension papers.
✅ Step-by-Step Correction & Verification Checklist for Offices
| Step No. | Action Required | Responsible Officer |
|---|---|---|
| 1 | Ensure Service Book opened on first appointment in prescribed form. | Head of Office / DDO |
| 2 | Record personal details & initial appointment entries with order no. | Establishment Clerk |
| 3 | Enter increments, transfers, promotions, leave, and suspensions as they occur. | Section Officer/Clerk |
| 4 | Cross-verify entries with pay bill register & orders monthly. | Accounts Branch |
| 5 | Conduct annual verification every April; sign and date certificate. | Head of Office |
| 6 | Show verified entries to employee for signature. | Dealing Assistant |
| 7 | Dispatch Service Book promptly on transfer/retirement with covering letter. | Head of Office |
FAQs – Correction & Verification of Service Books
1. Who maintains the Service Book in Haryana Government offices?
The Head of Office or Drawing and Disbursing Officer maintains the Service Book for each employee (Rule 21).
2. Can an employee correct an entry in their Service Book?
Yes, by submitting documentary proof through proper channel; corrections must be attested by the Head of Office under Rule 22.
3. How often must the Service Book be verified?
Once every year in April as per Rule 23 of the Haryana Civil Services (General) Rules 2016.
4. Who signs the annual verification certificate?
The Head of Office or Administrative Officer signs the verification entry with designation and date.
5. What happens to the Service Book after retirement?
It is sent to the Pension Sanctioning Authority with the employee’s final pension papers as record evidence (Rule 24).
6. What is the importance of annual verification?
It prevents disputes about service length, pay, and pension by keeping official records authenticated each year.
Conclusion
Under Rules 21 to 24 of the Haryana Civil Services (General) Rules 2016, the Service Book acts as the backbone of an employee’s service record. Regular correction and annual verification by authorized officers ensure accuracy, transparency and timely settlement of pension claims. Every office must strictly adhere to these procedures for error-free record maintenance.
Source: Official Haryana Civil Services (General) Rules 2016 PDF – Finance Department, Government of Haryana.