Charge Report Form PDF & Word

What is a Charge Report Form?

A charge report is the formal record of the handing and taking over of charge of a post between two gazetted officers. Beyond fixing the date and time of transfer, it itemises the records, stores, cash, and pending cases handed over, so that responsibility for every item is clearly assigned to the incoming officer.

Who uses the Charge Report Form?

The form is used by gazetted officers and other competent authorities who hold charge of a post, office, store, or funds. It is a standard document in departments where officers handle public money, records, or stores, ensuring a clear, signed trail of accountability whenever charge changes hands.

When is a charge report required?

A charge report is completed on any occasion that charge of a post changes hands. The most common situations are:

• Transfer or posting of an officer to or from a post
• Proceeding on long leave or an extended absence
• Promotion, demotion, or re designation involving charge
• Retirement, resignation, or vacation of the post
• Routine rotation of charge of stores, cash, or records

What information does the charge report capture?

The report lists everything handed over so there is no ambiguity about responsibility after the transfer. Expect to record:

• Name, designation, and BPS of the outgoing and incoming officer
• Office and post details
• Exact date and time of charge transfer
• Records, files, and registers handed over
• Stores, cash, and imprest balance, if any
• List of pending cases and outstanding tasks

How is the charge report completed?

Follow these steps to complete and submit the report without objection:

1. Download the Charge Report Form in PDF or Word from this page.
2. Record the post, office, and the exact date and time of charge transfer.
3. List every pending case, record, and store handed over.
4. Obtain the signatures of both officers and the competent authority.
5. Submit copies to the offices that maintain service and accounts records.
6. Retain an acknowledged copy for your own record.

Where do I submit the charge report?

Submit the completed and signed report to your Drawing and Disbursing Officer (DDO) and the Accounts / AG Office that maintains the service record of the post. Copies are normally retained by both the outgoing and incoming officer as proof of the items handed and taken over.

Important tips to avoid disputes

Charge-report disputes usually arise from incomplete itemisation. Keep these points in mind:

• List every record, store, and pending case, do not use 'etc.' or 'all items'.
• Record the exact date and time of transfer, not just the date.
• Ensure both officers sign before the competent authority countersigns.
• For cash and stores, note the closing balance and reconcile it.
• Keep an acknowledged copy to defend against any later query.