Appendix 'A"

(Ref to Para 4 of this HQ Letter

No 28023/Police/Instr/02/IPR Cell
dt 15 Mar 2019)

GENERAL INSTRUCTIONS

1. All the documents should be neatly filled or typed and supported with self explanatory
supporting documents.

2. Before sending the documents related to any new transaction it will be ensured that all
previous transactions related to it and its earlier information of noting down or otherwise by
competent authority is also quoted. No new transaction shall be noted unless the
observations related to previous transactions are settled in respect of specific individual.

3. Amount & details of transactions reported should be self explanatory and supported
with relevant self attested documents duly marked as Appendices and Annexures. Value of
the property should be mentioned inclusive of tentative registration amount, insurance and
any other charges giving breakdown of each component.

4. Depending upon the various sources(s) of financing the movable/immovable property

transactions the related documents as listed below should be attached with documents.

(a) If personal savings are used than bank statement of relevant account for the
period of one year prior to date of transaction should be enclosed.

(b) Loan sanction letter to be enclosed, if applicable.

(c) Copy of PPF or GPF statement to be enclosed if financing from the same.

(d) Copy of the LIC/FDR/MFs etc to be enclosed, if applicable.

(e) Value of the property should be mentioned inclusive of tentative registration

amount, insurance and any other charges.

(f) In case of assistance from spouse, his/her source of income and certified copy
of bank statement one year prior to date of transaction including the details of
assistance also be enclosed.

(g) Acceptance of gift and loan by Govt servant from near relatives:-

(i) It is noticed that there is rising tendency by the individuals to accept

gift/loans from their relatives/friends while going for acquisition of
movable/immovable properties. Such practice should not be adopted by Govt
servant as a routine and should be utilised only under compelling
circumstances.

(ii) Individuals should make themselves familiar with the provision of Rule 13
of CCS (Conduct) Rules related to GIFTS and Rule 16 related to
INVESTMENTS, LENDING AND BORROWINGS.

2
(iii) Govt servant should make a report to the competitive authority or seek
the prior permission, as the case may be, if the value of gift exceeds the limits
specified in Rule 13 of CCS (Conduct) Rules

(iv) Purely temporary loan of small amounts, free of interest can be taken by
a Govt servant from personal friends and relatives. If the amount of such loan is
large previous sanction will be necessary. Refer Rule 16 of CCS (Conduct)
Rules.
(v) If loan assistance is being taken from some relative than terms and
conditions of repaying of the loan are required to be mentioned. A certificate
from the person giving loan alongwith his/her source of income and the PAN No
must be enclosed alongwith his bank statement.

Condt---2/-
 2

5. In case of sale of any movable or immovable property ensure to forward the letter No
under which the purchase of property in question was noted by Competent Authority. If
transaction of purchase of such property was not reported it should be mentioned in the
remarks/comments at appropriate column of the format. Inherited property is the property or
share of that which has been transferred to the indl or any family members name by the
ancestors without any cost. Such transactions are also required to be reported for noting
down by Competent Authority. It is often observed that intimation regarding the inherited
properties when sold, are sent to this office while the intimation at the time of inheritance has
not been given.

6. Bank statement of one year upto the last entry (towards payment made for acquisition
or received on sale) is required to be enclosed alongwith all the transactions. It is preferred
that all soft loans from the relatives are first deposited in the bank account and then payment
towards the property are made. All such entries to be clearly highlighted. If there are multiple
entries then same should be reflected in a tabular format and enclosed with the documents.

7. IPS, Prior/Post transaction intimation of immovable and movable properties should be

submitted well in time (within 30 days) duly scrutinized by the concerned unit and dated
countersigned by HOO.

8. A certificate that “IPR/AIPR/Report of Prior/Post intimation of property of the

individual (as the case may be) has been scrutinized as per check list & from the
records of the indl and found in order” shall be endorsed with documents and copy of
forwarding letter shall also be endorsed to individual concerned for his information & records.

ACQUISITION OF IMMOVABLE PROPERTY

9. Intimation of all transactions related to immovable and movable property shall be done
on relevant forms i.e. Appx `G' & 'H'. Appx `G' for immovable transaction is different than for
movable transaction, while Appx 'H' is same. Appx 'H' to be countersigned by controlling
officer. Individuals Name, MES No, and address of the unit to be filled clearly. Official
telephone Nos be also mentioned for faster communication (alongwith Fax Nos).

10. At the time of prior intimation only the proposed source (s) of financing should be
mentioned in relevant column indicating the amount to be financed from the each source.
However all supporting documents as mentioned are required to be forwarded with the final
intimation after the transaction is finalized.

11. In case of joint applicants for the property, share of each applicant should be
mentioned clearly.

12. If loan assistance is being taken from some relative than terms and conditions of
repaying of the loan are required to be mentioned. A certificate from the person giving loan
alongwith his/her source of income and the PAN No must be enclosed alongwith his bank
statement.

13. Copy of sale deed (English or Hindi version) duly highlighted with the information to be
enclosed at the time of final noting. If sale deed is in some Regional language then English
version shall be enclosed.

ACQUISITION OF MOVABLE PROPERTY

14. The expression “movable property” includes.

(a) Jewellery, Insurance policies the annual premium of which exceeds Rs. “Two
months” basic pay of the Government servant, shares, securities and debentures,
FDRs Term Deposits, Recurring Deposits etc.

(b) All loan, whether secured or not, advanced or taken by the debentures.

(c) Motor Cars, Motor Cycles, Horses or any other means of conveyance.

Condt---3/-
 3

(d) Refrigerators, Radios, Radiograms and Television Sets.

(e) Any other item included in the definitions from time to time.

15. In case of acquisition of movable property no prior intimation is required, unless the
transaction is made with a parson having official dealing with the individual. In such cases
prior permission should be taken from the competent authority.

16. If the value of transaction is less than two month‟s Basic pay then no intimation is
required to be given unless the transaction is made with a person having official dealing.

17. In case of car, cost to be shown inclusive of registration and insurance amount and
other charges giving breakdown of each component. Copy of registration and insurance
certificate also to be enclosed.

18. Transaction should be reported by the individual within 30 days to the unit where he is
serving at that time.

INITIAL PROPERTY STATEMENT (IPS)

19. On first appointment to the department all individual is required to report the assets
(Movable & immovable) held in his/her name on the prescribed forms I to V within 30 days of
his joining the deportment.

20. MES No, Name, Rank, DOB, Basic Pay, Unit Name date of joining the service and
date of retirement (future) should to be mentioned clearly.

21. For initial property statement three copies will be made. One copy will be kept in folder
III of service Books of individual in office in where he is serving, one copy will be kept by CE
Zone & one copy will be sent to Record Section of HQ CE WC to immediately on receipt from
the individual through proper channel.

22. All the details related to movable and immovable assets to be filled which Individual is
in physical possession at the time of joining the department. Property to be inherited at the
later date should not be shown. In case of any immovable property relevant supporting
documents should be enclosed. Copy of bank statement, Vehicle Registration, LIC, Mutual
Funds etc may be enclosed as shown in the relevant forms. All jewellery to be mentioned in
grams, with present value and full description of items. Date of inheritance/marriage/religious
function/gifts etc to be reported in case any of the items are received on such occasions.
Available documentary evident also to be enclosed for such items.

ANNUAL IMMOVABLE PROPERTY STATEMENT (AIPR)

23. AIPR is required to be submitted by all individuals for the immovable properties held by
him as on 31 Dec of each year to the concerned office between 01 Jan to 31 Jan of
following year. This report should reach to Record Office, HQ CE WC Chandimandir office
latest by 15 Feb of each year.

24. Address of the property held should be mentioned clearly. Approximate present market
value shall be mentioned if exact value is not known.

25. Letter No under which transaction for the purchase of property was noted by the
Competent Authority to be mentioned in the remarks column for all the disposals during the
year. All the acquisition/disposal are required to be reported separately and also need to b e
included in the AIPR for that year.

26. Date of submitting the AIPR by the individual should be clearly mentioned on the form
below the signature as mentioned in the format enclosed at Appendix ‘F’.

27. Individuals who submit the AIPR after the due date shall be liable for disciplinary action
against them.

Condt---4/-
 4

28. The Individuals are required to fill the complete details in the relevant columns and No
columns shall be left blank. AIPR filled as „No Changes” shall not be accepted.

29. Income from property (House/land) should also be specified if the same is on
rent/lease or used for any such purposes.
 CHECK LIST

IMMOVABLE PROPERTY STATEMENTS

1. From No I at Appx ‘G’ Prior intimation: - The brief details of property, source of funds
for financing and probable date of acquiring.

2. From No I at Appx ‘G’ on completion of transaction: The following documents must be

checked and attached with Form-I.

(a) Copy of Sale deed/lease deed/builders agreement.

(b) Copy of loan agreement with bank and release letter of the said amount from
bank.

(c) Certificate from loaner if loan is from a person, with terms and conditions of
loan, PAN No & source of income who has given the loan.

(d) Copy of gift deed, PAN No and source of income of the person who has gifted
the amount.

(e) The amount of gift/loan above Rs 50,000/- should be preferable through

Cheque/NEFT.

(f) Self attested each page copy of SB A/C. Source of unusual cash deposit in the
SB A/C be intimated.

(g) Gross pay and all deduction incl IT. Outstanding loan and loan installment being
paid every month.

(h) Sanction of amount for GPF/Copy of GPF slip showing advance/withdrawal, if

any.

(j) Self attested each page copy of PPF Account Statement, if applicable.

(k) Appx „H‟ duly signed by Head of Office.

MOVABLE PROPERTY STATEMENTS

1. From No II at Appx ‘G’ on completion of transaction : The following documents must

be checked and attached with Form-II.

(a) Copy of RC & Bill, Insurance in case of Car/Scooter .

(b) Source of finance i.e Personal saving, Loan, Gift, GPF/PPF withdrawals incl.
Appx H‟:-

(c) Same as for Immovable Property

 Appendix 'A'
FORM I

STATEMENT OF IMMOVABLE PROPERY ON FIRST APPOINTMENT AS ON ……………………………………..…. (eG.., Lands, House, Shops, other Building etc)

1 Name of Individual : 5 Date of Appointment :

2 MES No : 6 Present Pay :
3 Service to which offr belongs : 7 Date of Birth :
4 Present Post Held : 8 Date of Retirement :
9 Unit where Employed :

Ser Name of Distt, Sub Div,
No Taluka and Village in which
property acquired
Name & Details of the Present value of the If not in own name, How acquired (whether by purchase, Annual Remarks (Pl intimate the
property property (if exact state in name held and mortgage, lease inheritance, gift or income from latter No and Date under
value not known his/her relationship, if otherwise) and name with details of the property which transaction was
approx value may be any to the Govt person/persons from whom acquired noted by the Record
indicated) Servant. (address and connection of the Govt Office HQ CE WC.
House and Land
Servant, if any, with the
other
person/persons concerned) and
building etc
Cost and Year of acquisition.

1 2 3 4 7 5 6 8 9

(Sig of Individual)
(MES No, Name & Desg)

Dated :
COUNTERSIGNED

Dated :
 Appendix 'B'
FORM NO II

STATEMENT OF LIQUID ASSESTS ON FIRST APPOINTMENT AS ON……………………

(1) Cash and Bank balance exceeding three month emoluments

(1) Deposits, loans advanced and investments (such as shares, securities, debentures, etc).

Ser Description Name and address of Company Amount If not in own name, state in whose Annual Income Remarks
Bank, Etc name held and his/her relationship, if derived
any to the Govt Servant.

1 2 3 4 5 6 7

(Sig of Individual)
(MES No, Name & Desg)

Dated :
COUNTERSIGNED

Dated :

Note : In columns 7, particulars regarding sanctions obtained or report made in respect of various transactions may be given. The term "emoluments' means the pay and
allowances received by the Government Servant'.
 Appendix 'C'
FORM NO III
STATEMENT OF MOVABLE PROPERTY ON FIRST APPOINTMENT AS ON …………………………
Ser Description of items Price or value at the time of acquisition and /or If not in own name, state in How acquired with Remarks
the total payment made up to the date of return, whose name held and his/her approximate date of acquisition
as the case may be in case of articles purchase relationship, if any to the Govt
on hire purchase or instalment basic Servant.
1 2 3 4 5 6

(Sig of Individual)
(MES No, Name & Desg)
Dated :
COUNTERSIGNED
Dated :
Note : 1. In this form information may be given regarding items like (a) Jewellery owned by him (total value), (b) Silver and other precious metals and precious stones owned
by him not forming part of jewellery (total value), (c) (i) Motor Cars (ii) Scooters/Motor cycles (iii) Refrigerators/and Air conditioners (iv) radios/rediograms/television sets
and any other article, the value of which individually exceeds Rs 5,000/- (d) value of items of movable property individually worth less than Rs 5000/- other than articles of
daily use such as clothes, books, crockery etc. added together as lumpsum.

2. In column 5. it may be indicated whether the property was acquired by purchase inheritance, gift or otherwise.

3. In column 6, particulars regarding sanction obtained or report made in respect of various transactions, may be given.
 Appendix 'D'
FORM NO IV
STATEMENT OF PROVIDENT FUND AND LIFE INSURANCE POLICY ON FIRST APPT AS ON ………….
INSURANCE POLICIES
Ser Policy No and date of policy Name of Insurance company Sum insured/date of Amount of Remarks
No maturity Annual
Premium
1 2 3 4 5 6

PROVIDENT FUNDS
Ser Type of provident Closing balance as last reported Contribution made Total Remarks (If there is despite
No Funds/GPF/CPF accout No by the Audit/ Account officer subsequently regarding closing balance, the
alongwith date of such balance figures according to the Govt
servant should also be mentioned in
this Column
1 2 3 4 5 6

(Sig of Individual)
(MES No, Name & Desg)
Dated :
COUNTERSIGNED
Dated :
 Appendix 'E'
FORM NO V
STATEMENT OF DEBTS AND OTHER LIABILITIES ON FIRST APPOINTMENT AS ON…………………
Ser Amount Name and address of the creditor Date of incurring Liability Details of transaction Remarks
1 2 3 4 5 6

(Sig of Individual)
(MES No, Name & Desg)
Dated :
COUNTERSIGNED
Dated :
Note :- 1. Individual items of loans not exceeding three month emoluments or Rs 5000/- whichever is less, need not be included.
2. In column 6 information regarding permission, if any obtained from or report made to the competent authority may also be given.
3. The term " emoluments" means pay and allowances received by the Govt Servant.
4. The statements should also include various loans and advances available to Government servants like advance for purchase of conveyance, House Building Advance
etc. (other than adavaces of pay and travelling allowances), advances from the GP Fund and loan on Life Insurance policies and fixed deposits.
 Appendix 'F'
STATEMENT OF ANNUAL IMMOVABLE PROPERY (AIPR) FOR THE YEAR ………………. (AS ON 31 DEC 20 )

1 Name of Individual : 5 Date of Appointment :

2 MES No : 6 Present Pay :
Service to which offr
3 belongs : 7 Date of Birth :
4 Present Post Held : 8 Date of Retirement :
9 Unit where Employed :

Ser Name of Distt, Sub Div, Name & Details of If not in own How acquired (whether by purchase, mortgage, Present Annual Remarks (Pl
No Taluka and Village in the property name, state in lease inheritance, gift or otherwise) and name value of the income intimate the latter No
which property name held and with details of person/persons from whom property (if from the and Date under
acquired his/her acquired (address and connection of the Govt exact value property which transaction
House and Land relationship, if any Servant, if any, with the person/persons not known was noted by the
other to the Govt concerned) and Cost and Year of acquisition. approx Record Office HQ
building Servant. value may CE WC.
etc be
indicated)

1 2 3 4 5 6 7 8 9

(Sig of Individual)
(MES No, Name & Desg)

Dated :
COUNTERSIGNED BY HOO

Dated :
 Appendix 'G'
FORM-I

FORM FOR GIVING PRIOR INTIMATION OR SEEKING PREVIOUS SANCTION

UNDER RULE 18(2) OF THE CCS (CONDUCT) RULES, 1964 FOR TRANSACTION
IN RESPECT OF IMMOVABLE PROPERTY

1 MES No, Name and -

Designation of the Govt. Servant
2 Scale of pay and present pay -

3 Purpose of application-sanction -
for transaction/prior intimation of
transaction

4 Whether property is being -

acquired, or disposal of property

5 Probable date of acquisition or -

disposal of the property
6 Mode of acquisition/disposal -
7 (a) Full details about location viz.
Municipal No. Street/Village,
Taluk, District and State in which
situated.
(b) Description of the property in -
the case of cultivable land, dry
or irrigated land

(c) Whether freehold or -

leasehold
(d) Whether the applicant‟s -
interest in the property is in full
or part (in case of partial
interest, the extent of such
interest must be indicated)
(e) In case the transaction is not -
exclusively in the name of the
Govt. Servant, particulars of
ownership and share of each
member
8 Sale/purchase price of the -
property (Market value in the
case of gifts)
9 In case of acquisition, source or -
sources from which
financed/proposed to be
financed:
(a) Personal Saving -
(b) Other sources given details -
10. In the case of disposal of -
property, was requisite
sanction/intimation
obtained/given for its
acquisition? A copy of the
sanction/ acknowledgement
should be attached)
 -2-

11 (a) Name and address of the -

party with whom transaction is
proposed to be made

(b) Is the party related to the -

applicant? If so, state the
relationship.

(c) Did the applicant have any

dealings with the party in his
official capacity at any time or is
the applicant likely to have any
dealings with him in the near
future?

How was the transaction -

arranged ? (Whether
(d) through any statutory body or
a private agency.
(e) through advertisement or
through friends and relatives.
Full particulars to be given)
12 In the case of acquisition by -
gifts, whether sanction is also
required under Rule 13 of the
CCS (conduct) Rules, 1964
13 Any other relevant fact which the -
applicant may like to mention

DECLARATION

I, ___________________________ hereby declare that the particulars given above

are true. I request that I may be given permission to acquire/dispose off property as
described above from/to the party whose name is mentioned in Item 11 above.
OR
I, ____________________________ hereby intimate the proposed
acquisition/disposal of property by me as detailed above. I declare that the particulars
given above are true.

Station:________________________
Signature:__________________
Date :________________________ MES No, Name & Designation

Note1. In the above form different portions may be used according to requirement.
Note 2. Where previous sanctions are asked for, the application should be submitted at least
30 days before the proposed date of the transaction
 Appendix 'G'
FORM-II

FORM FOR GIVING PRIOR INTIMATION OR SEEKING PREVIOUS SANCTION UNDER RULE
18(2) OF THE CCS (CONDUCT) RULES, 1964 FOR TRANSACTION IN RESPECT OF
MOVABLE PROPERTY

1 Name of the Govt. Servant -

2 Scale of pay and present pay -

3 Purpose of application-sanction for transaction/prior -

intimation of transaction

4 Whether property is being acquired, or disposal of -

property

5 (a) Probable date of acquisition or disposal of the -

property
(b) If the property is already acquired/disposed of actual -
date of transaction

6 (a) Description of the property (e.g Car/Scooter/Motor

Cycle/
Refrigerator/Radio/Radiogram/Jewellery/Loans/Insurance
Policies etc

(b) Make, Model (and also Registration No. in case of -

vehicles), where necessary

7 Mode of acquisition/disposal (Purchase/Sale, gift. -

Mortgage, lease or otherwise.

8 Sale/Purchase price of the property (Market value in the

case of Gift).

9 In case of acquisition, source or sources from which -

financed/proposed to be financed:-

(a) Personal Saving -

(b) Other sources given details -

10 In the case of disposal of property, was requisite

sanction/intimation obtained/given for its acquisition. (a)
Copy of the sanction/ acknowledgement should be
attached)

-2-
11 (a) Name and address of the party with whom -
transaction is proposed to be made.

(b) It the party related to the applicant? If so, state

the relationship.

(c) Did the applicant have any dealings with the

party in his official capacity at any time, or is the
applicant likely to have any dealings with him in the
clear future ?

(d) Nature of official dealing with the party.

(e) How was the transaction arranged ? (Whether

through any statuary body or a private agency
through advertisement or through friends and
relatives (full particulars to be given).

12 In the case of acquisition by gifts, whether sanction -

is also required under Rule 13 of the CCS (conduct)
Rules, 1964

13 Any other relevant fact which the applicant may like -

to mention

DECLARATION

I, ___________________________ hereby declare that the particulars given above are true. I
request that I may be given permission to acquire/dispose off property as described above
from/to the party whose name is mentioned in Item 11 above.
OR
I, ____________________________ hereby intimate the proposed acquisition/disposal of
property by me as detailed above. I declare that the particulars given above are true.

Station:________________________
Signature:_____________
Date :________________________ MES No, Name &
Designation

Note 1. In the above form different portions may be used according to requirement.
Note 2. Where previous sanctions are asked for, the application should be submitted at least 30 days
before the proposed date of the transaction
 Appendix 'H'

ADDITIONAL DETAILS FOR REPORTING TRANSACTION UNDER RULE 18 (2)

& (3) OF THE CCS (CONDUCT) RULES 1964 IN RESPECT OF MES-
________________

(a) Date of continuous service -

(b) Specific comments about the -

Bonafide Transaction

(c) Documentary proof enclosed in -

support of the transaction

(d) Details breakdown of the -

sources of finance from which
transaction was financed/ to be
financed covering following
points :-
(i) Whether the know income of
the Applicant justifies the amount
shown as Financed /to be
financed. If the amount is more
than two months pay indicate
account number and branch from
which the sum has been
withdrawn
(ii) In case of loans, requisite -
certificate/Communication from
the loaner, clearly stating the
terms of the loan and mode or
repayment
(iii) In case of assistance from -
wife or Father son, the sources
of independent income of the
assisting party

(e) Specific rules under which the

transaction is covered
(f) Specific comments whether the -
transaction is recommended for
permission/noting by the
prescribed authority.

Station:

Date : ___________ Signature of HOO

Office Address
 Appendix 'K'

CERTIFICATE

It is certified that documents submitted by MES ___________ Shri ________________ has

been scrutinized at this office and found complete and correct.

It is also recommended that may be noted by prescribed competent authority.

_______________________________________

Station :

Dated : (Signature of Head of Office)