62. Model Representation - Essential Documents to prepare defence against Rule 16 charges
One postmaster was charge sheeted under Rule 16 for excess drawal of pay for two Group D posts. The mistake was unnoticed. He called for the following details for submission of his reply
Sub: Request for Essential Documents to prepare my defence against Rule 16 charges
Ref: Your Memo No. …………….
I am writing to acknowledge receipt of your Memo No. …………. dated ………., which details the charges framed against me under Rule 16 of the CCS (CCA) Rules, 1965.
At the outset, I wish to state unequivocally that I am not guilty of the charges outlined in the aforementioned memo. To effectively demonstrate my innocence and prepare a comprehensive and factual rebuttal to these charges, I urgently require access to the following documents.
Their provision at the earliest opportunity is crucial for me to formulate a detailed and just reply.
1. I request a copy of the official letter that authorized the reduction in the number of Group ‘D’ posts at ………… HO from twelve (12) to ten (10). This document was not available at ……………..HO during my tenure as Postmaster, and its content is essential to understanding the staffing situation at the relevant time.
2. I seek information regarding the specific actions taken by the concerned authorities when processing the outsider bills prepared by the then Postmaster of ……… HO for twelve (12) Group ‘D’ employees, particularly if the sanctioned strength was indeed only ten (10). Understanding the office's procedures and any scrutiny applied to these bills is vital to my defence.
3. I require clarification on whether any established rules or guidelines assign responsibility for verifying the establishment bill before the divisional office processes extra contingent bills for Sub Post Offices.
4. Furthermore, in the event of any oversight or failure in this verification process, I request to be informed about the individuals or positions held accountable for passing any alleged excess bills, as is being suggested in the case of ……….. HO.
5. Please provide information as to whether any objections or specific paragraphs were raised by any Audit party or the Internal Check and Inspection Report (ICIR) concerning any alleged excess drawal of pay and allowances for more employees than the sanctioned posts at ………. HO. Any such prior observations would be highly relevant to the current charges.
6. I request access to the file notes pertaining to the sanctioning of outsider bills for ………..HO, covering the period from August …… to April ………, which are available in the Divisional office. Perusal of these notes will allow me to understand the actions and considerations at the Divisional office level regarding these bills.
7. I urgently require a copy of the Director General of Posts and Telegraphs (DGP&T) letter No. 47/31/72-SPB dated 7-12-1972. Despite my diligent efforts to locate this document within various post offices, it has not been possible to obtain a copy. This particular letter may contain crucial information relevant to the charges against me.
Upon receiving the aforementioned documents and information, I assure you that I will promptly submit my detailed reply to the charge sheet, addressing each allegation with the relevant facts and supporting evidence. Your kind cooperation in providing these essential materials at the earliest is earnestly requested to ensure a fair and just process.
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