DoPT Reissues Consolidated Guidelines on Official Dealings With MPs and MLAs

The Department of Personnel and Training (DoPT) has issued a comprehensive Office Memorandum consolidating guidelines on official dealings between government officials and Members of Parliament and State Legislatures, reiterating the need for courtesy, promptness and strict adherence to established protocol.

The Office Memorandum, issued on January 12, 2026, brings together instructions contained in several earlier orders and recommendations of Parliamentary Committees, with the objective of ensuring uniform, dignified and accountable interaction between the Administration and elected representatives.

Emphasis on Prompt Disposal of MPs’ Letters

The DoPT has underscored that communications received from Members of Parliament and State Legislatures must be attended to promptly, in accordance with the Central Secretariat Manual of Office Procedure.

Where a letter is addressed to a Minister, the reply should, as far as practicable, be issued under the Minister’s signature. In cases where correspondence is addressed to senior officers or heads of departments, replies should be issued at the appropriate level without undue delay. If a final reply cannot be sent within 15 days, an interim reply indicating the likely time for final disposal is mandatory.

The memorandum also reiterates that information sought by MPs should ordinarily be furnished unless it has been denied on the floor of Parliament.

Courtesy and Conduct of Government Servants

Reaffirming conduct rules, the DoPT has reminded all government servants that they are required to act courteously, avoid dilatory tactics, and show due consideration to Members of Parliament and State Legislatures in all official dealings.

Officers have been advised to listen carefully to the views of elected representatives while taking decisions independently in accordance with rules. Appointments fixed with MPs and MLAs must be honoured punctually, and any unavoidable changes should be communicated well in advance.

Public Functions and Meetings

Special emphasis has been laid on arrangements for public functions and official meetings involving Members of Parliament. Adequate seating arrangements, proper protocol, timely intimation, and confirmation of attendance have been highlighted as essential administrative responsibilities.

For meetings convened by the Government that are to be attended by MPs or MLAs, advance notice regarding date, time and venue must be ensured, leaving no scope for inconvenience or protocol lapses.

Language and Communication

The memorandum reiterates that replies to Members of Parliament should be issued in Hindi where required, in line with the Official Languages Act and rules framed thereunder, especially when the Member is from a Hindi-speaking area.

Officials have also been instructed not to ignore communications received through official channels such as emails, SMS or telephone messages from MPs and MLAs.

Outside Influence Strictly Prohibited

The DoPT has once again clarified that government servants must not approach MPs or MLAs for sponsoring individual cases or for exerting political or non-official influence, as such actions are prohibited under the Conduct Rules.

Accountability and Compliance

All Ministries and Departments have been directed to ensure that these guidelines are followed in letter and spirit, and that any violation, once established after due inquiry, will render the concerned official liable for disciplinary action as per applicable rules.

The Office Memorandum also refers to repeated recommendations of Parliamentary Committees stressing that improper official dealings undermine democratic functioning and erode institutional trust.

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