Department of Personnel & Training (DoPT)
OM No. 11013/4/2026-Estt.A-III
Official Dealings with MPs & MLAs
DoPT Guidelines 2026: Official Dealings with MPs/MLAs (Conduct Rules Protocol)
- Status: Consolidated Orders Issued
- Authority: DoPT (Establishment A-III)
- Ref No: OM dated 12.01.2026
- Key Impact: Violation leads to Charge Sheet (Rule 14)
What Changed: The “Courtesy” Mandate
The Department of Personnel & Training (DoPT) has re-issued Consolidated Guidelines regarding the official procedure to be followed by Civil Servants when dealing with Members of Parliament (MPs) and State Legislatures (MLAs). Citing complaints about officers ignoring phone calls or not rising from their seats, the DoPT has warned that any violation will be treated as “Misconduct” under Rule 3 of the CCS (Conduct) Rules, 1964.
✅ Official Orders Issued
Authority: DoPT (Order No. 11013/4/2026-Estt.A-III)
Subject: Consolidated guidelines on official dealings between the Administration and Members of Parliament and State Legislatures – Observance of proper procedure.
The New Protocol: 5 Golden Rules
Every Government servant, regardless of rank, must strictly adhere to the following protocol to avoid Disciplinary Action.
✔ Mandatory Actions
- Standing Up: An officer should rise from their seat to receive and see off a Member of Parliament/Legislature.
- Phone Protocol: Calls from MPs/MLAs must be attended to personally. If missed, the officer must call back immediately.
- Priority Meeting: If an MP visits, they must be given priority over other visitors.
✖ Prohibited Actions
- Ignoring Letters: Failure to acknowledge a letter within 15 days is a violation.
- Political Influence: Officers must not approach MPs/MLAs to further their own service matters (Transfer/Posting).
Timeline for Correspondence
The OM specifies strict deadlines for replying to communications received from elected representatives.
| Action | Deadline | Responsibility |
|---|---|---|
| Acknowledgement | Within 15 Days | Receiving Officer |
| Final Reply | Within 30 Days | Head of Department / Minister |
| Investigation (if required) | Interim Reply immediately | Officer dealing with the case |
How to Respond (Draft Reply to MP)
If you receive a letter from an MP regarding a public grievance, use this polite and standard format to ensure compliance.
“To,
Shri [Name of MP],
Member of Parliament (Lok Sabha),
New Delhi.Subject: Regarding grievance of Shri Amit Kumar concerning Pension arrears.
Hon’ble Sir,
I am directed to acknowledge the receipt of your letter dated January 15, 2026, regarding the pension case of Shri Amit Kumar.
The matter has been taken up with the Pay & Accounts Office for immediate verification. A final detailed reply indicating the action taken will be sent to you within the next 15 days.
Yours faithfully,
Suresh Gupta
Deputy Secretary (Admin)”
Frequently Asked Questions
Can a Govt Employee approach an MP for transfer?
No. Approaching an MP or MLA to sponsor an individual case (like transfer, promotion, or posting) is strictly prohibited under Rule 20 of the CCS (Conduct) Rules. It is viewed as bringing “Outside Influence” and attracts disciplinary action.
What if the information asked by the MP is confidential?
If an MP asks for information that is not usually denied to the Parliament, it should be provided. However, if the matter is secret or sub-judice, the officer should politely inform the MP about the inability to share the specific document, citing relevant rules.