Relieving & Joining Report PDF Download

What is a Relieving and Joining Report?

It is the formal report, signed by both the outgoing and incoming officer and countersigned by the competent authority, that records the precise date and time charge of a post was handed over and taken over. It is the authoritative basis on which pay, allowances, and service records are adjusted after any change of charge.

When is the report used?

The report is completed whenever charge of a post changes hands. The most common occasions are:

• Transfer or posting of an employee to or from an office
• Proceeding on, or returning from, long leave
• Promotion, demotion, or re designation involving charge
• Retirement, resignation, or vacation of the post
• Temporary charge arrangement during an officer's absence

What information does the report capture?

The form records the details the accounts and service sections need to close one tenure and open the next without ambiguity. Expect to complete:

• Name, designation, and BPS of the outgoing and incoming officer
• Office and post details
• Exact date and time of relief and of joining
• Brief statement of charge handed and taken over
• Signatures of both officers and the competent authority

Why is the date and time of relief so important?

Pay and allowances for both officers are calculated from the recorded date and time of relief and joining. Because salary is drawn against a post, an incorrect or missing date can cause one officer to be overpaid and the other underpaid, and it can also affect leave, seniority, and pension calculations downstream.

How do I complete and submit the report?

Follow these steps to ensure the report is accepted without objection:

1. Download the Relieving and Joining Report form from this page.
2. Fill in the post, office, and the exact date and time of handover.
3. Record a brief statement of the charge handed and taken over.
4. Obtain the signatures of both the relieving and the joined officer.
5. Have it countersigned by the competent authority.
6. Submit copies to the offices that maintain pay, accounts, and service records.

Where do I submit the report?

Submit the completed and countersigned report to your Drawing and Disbursing Officer (DDO) and the Accounts / AG Office that maintains the pay and service record of the post. Copies are usually retained by both the outgoing and incoming officer as proof of the change of charge.

Important tips to avoid pay discrepancies

Relieving-and-joining cases are most often disputed for avoidable reasons. Keep these points in mind:

• Record the exact date and time of relief, not just the date.
• Ensure both officers sign before the competent authority countersigns.
• Submit the report promptly so pay is adjusted in the next bill cycle.
• Cross-check that the post and BPS match the notification order.
• Retain a stamped acknowledgement copy for your own record.