Hello DOP Family, do you know which procedure will be followed by the postal department for giving appointments on compassionate grounds? This information is very important for all postal employee's family members. They should know the SOP for Compassionate appointments in the post office department. Today, I am going to share the latest Standard Operation Procedure (SOP) for Compassionate appointments in Indian post offices.

How to get a Compassionate appointment in the Post office- Check SOP

No. 17- 1/2022-SPG-II
Government of India
Ministry of Communications

Dak Bhavan, Parliament Street
New Delhi-110001
Dated the 24th March 2022

All Chief Postmasters General/Postmasters General
Chief General Manager, BD Directorate/Parcel Directorate/PLI Directorate
Director, RAKNPA/CGM, CEPT/Directors of all PTCs
Additional Director General, Army Postal Service, New Delhi
All General Managers (Finance)/Directors Postal Accounts/DDAP

Subject: Standard Operating Procedure (SOP) to be followed for giving appointment on compassionate grounds - regarding.

Madam / Sir,

It has been observed that Circles are following different procedures and modalities in processing cases of appointment on compassionate grounds. Lack of uniformity in processing such claims by different Circles has led to delays and complaints. In order to bring uniformity and improved transparency in processing applications for appointments on compassionate grounds, a need has been felt to prepare a Standard Operating Procedure (SOP) to handle applications received for appointments on compassionate grounds from the date of demise of Govemment official till appointment letter is issued.

Accordingly, SOP as per Annexure is broadly based on instructions issued by the Department of Personnel & Training vide OM No.43019/9/2019-Estt.(D) dated 23.08.2021 is sent herewith for following the same for the handling of applications received for compassionate appointment.

Circles will circulate the Standard Operating Procedure (SOP) to all offices under their administrative control for dealing with requests/applications seeking appointments on compassionate grounds and ensure that SOP is followed in letter and spirit. 

(Vinayak Mishra)
Assistant Director General (SPG)

Post Office Compassionate appointment SOP in detail

Part I: Initial Processing in Sub Division/Divisional Office/PAO/Office of Executive Engineer/Sponsoring Office

A mechanism has to be put in place so that the information about the unfortunate demise of any of the employees of the establishment is received in the office by the next day. In case the deceased employee was on deputation/attachment (outside their normal establishment unit). initial processing will be carried out by the office where he was last posted. In case of Service Book is not available with the office, the filled-in application form and other relevant documents/information are to be sent to the parent establishment unit of the deceased official.

On receipt of the information, the Divisional office/Sponsoring office will collect data related to a family from Service Book and other service records. This information will be compiled in a format as given below:

SOP for Compassionate appointment in Post office

The information so compiled will be sent to the IP/ASP of the Sub-Division (for contacting the dependent family members at the earliest and not later than l5 days of the incident. IP/ASP will carry all the forms and documents required to be filled for applying for an appointment on compassionate grounds. The format of application for appointment on compassionate grounds is given as per Annexure
'DO/Comp. Apptt/I'.

IP/ASP concerned will explain the scheme of appointment on compassionate grounds to the dependent family. The family will be informed that the application may kindly be filled up within l0 days of time along with all required documents. He will also explain the benefits if the widow applies along with the objective of 'Immediate Relief behind Appointment on Compassionate Grounds. The telephone number of the IP/ASP will be provided to the family for being contacted for providing assistance in filling up the application and collecting related documents.

The IP/ASP will remain in contact with the family to assist them in filling up the application in a proper manner so that the duly filled-in application along with all the documents are ready within 30 days of the incident. In all cases of death or retirement on medical grounds which occurred till 31st Dec during a calendar year, which is also the vacancy year now, the application will be obtained by 31st January of the year following the vacancy year (Para 4 of DoP letter No.17-l/2022-SPG-II dated23.03.2022).

If there is more than one eligible dependent in the family, a declaration in Form as per Proforma 'DO/Comp. Apptt/V' will be obtained.

In case the family is not inclined to apply for the appointment on compassionate grounds, the declination duly signed by all the dependent family members will be taken in English and the local language duly countersigned by the IP/ASP concerned and two witnesses of the locality knowing the family as per proforma 'DO/Comp Apptt/II'.

The application with proforma 'DO/Comp. Apptt/I' duly completed in all respect will be submitted to the Divisional office within 30 days of demise or retirement on medical grounds of the employee.

In case the dependent(s) is neither providing application nor the declaration as mentioned in para 6 above, an appropriate report will be submitted to Divisional Head by the Sub-Divisional head concerned. Divisional Head will send ASP from Division HQ and confirm the facts and keep note of facts in file and monitoring register (as per Para l6 below).

All the documents will be thoroughly scrutinized by the Divisional office and in case of any omission, the same will be got rectified within a week's time. Afterward, the details will be got verified within a months' time by Divisional Office so that a fully matured case is available with the Divisional office within 2 months.

All the cases of demise/retirement on the medical ground up to 31st December of the calendar year, where applications have been received by 3lst January of the subsequent year will be covered under this process. As such, Division should be ready latest by 31st March with all the cases of demise/retirement on medical grounds in the previous calendar year.

ASP/IP concerned in the Divisional office will keep track of all these cases.

Such matured cases will be forwarded directly to the Circle office as and when they are completed through the insured Post. No such cases where an application is received by 31st January shall be kept pending beyond 31st March' The cases will be sent to Circle Office after completing the verification process, filling up all the parts of proforma given as "DO/Comp.Apptt/I/II/III/IV" duly countersigned by
Divisional Head/Head of Sponsoring Office enclosing all the required supporting documents related to parameters for calculation of RMPS.

All these applications will be given a Unique Application Registration Number (UARN). The UARN will be given in the format as below:

'Abbreviated name of the Division or Unit/Year of Death or retirement on the medical ground/Serial Number of application in three digits. UARN to old cases wilt also be converted into above mentioned system. An acknowledgment will be given to the applicant along with URAN for future reference. The proforma for acknowledgment is given in 'Annexure DO/Comp Apptt/V '.

In the case of the Civil/Electrical/Accounts Wing, the cases will be processed in the office of Executive Engineer/DAP/GM (Finance) as per the timelines prescribed. Cases processed by these Wings will be recommended by the Executive Engineer/DAP/GM Finance concerned for consideration. In case of any confusion in terms of the office which would process such cases, the decision of the HOC concerned shall be final.

The Division Office/Office of Executive Engineer/Sponsoring Office, where the case is initiated, will maintain a Register as per the format given in 'Annexure DO/Comp. AppttAr'I' for monitoring the status of cases. Each case will be assigned two pages in the register so that all the activities related to the case may be noted properly from time to time. The register will be reviewed by the concerned Head of Office on monthly basis and also by the inspecting officer.

In case the immovable property of the dependent family/applicant falls in the jurisdiction of the other Division/Region/circle, the Divisional Head will take the case directly with the Division concerned with a copy to Circle Offices concerned to avoid delay. On receipt of the reference, the Divisional Head will ensure completion of verification, etc. within l5 days of time. Both the Divisional Head will be personally responsible for ensuring such verification within the prescribed time schedule.

Mapping of Small Independent Establishments

(i) There are some independent units that are not presently mapped to Directorate/Circle for consideration of' related compassionate appointment. The following mapping will be followed as and when any such case arrives:

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Compassionate appointment sop  for post office department

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SOP for Compassionate appointment

SOP for Compassionate appointment in postal department

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