Specimen Signature PDF & Word

What is a Specimen Signature Form?

It is the form on which an officer records three specimen signatures in the presence of a competent authority. The accounts office keeps these on file as the master reference against which it verifies the signatures on pay bills, contingent bills, GP Fund applications, and other official documents.

Why is a specimen signature needed?

Government payments and sanctions are validated by signature. The specimen signature card protects both the employee and the office against forgery and disputes by providing a known, trusted reference. Without a specimen on file, the accounts office cannot confidently pass bills signed by that officer.

When is the form submitted?

Submit the specimen signature form on the following occasions:

• First appointment or joining a new office
• Change of designation, posting, or charge
• Change of signature (intentional or after illness)
• Whenever the accounts office requests a fresh specimen

What information does the form ask for?

The form collects the identity and service details that link the signatures to the right officer:

• Full name and designation
• Personal / pay number and office
• CNIC (National ID) number
• Date of appointment or posting
• Three specimen signatures in the designated boxes

How do I submit the form?

Complete the form as follows:

1. Download the form in PDF or Word.
2. Enter your personal and service particulars.
3. Sign three specimen signatures in the designated boxes, in the presence of the attesting officer.
4. Have it attested by the competent authority.
5. Submit it to the accounts office for record.

Who attests the specimen signature form?

The form is attested by a competent authority, usually a gazetted officer, the head of office, or the accounts officer, who confirms the identity of the signatory in whose name the specimens are being registered.

Important tips to avoid rejection

Specimen forms are returned for avoidable reasons. Keep these in mind:

• Sign in your usual, natural style, do not alter it for the form.
• Complete all three specimen boxes; a single signature is not enough.
• Ensure the attesting officer's stamp and signature are present.
• Verify that your CNIC and personal number are correct.