Chapter 16

Appointment of a committee on matter already under consideration by parliamentary committee
PRO 11.1

16.1.1 A department will, before setting up a committee to investigate or inquire into any matter, ascertain from the LS/RS Secretariat whether any committee of Parliament is already engaged on an examination of the same matter.

PRO 11.2


16.1.2 If such a committee of Parliament or sub-committee thereof is already so engaged, no other committee will be set up, unless the appointment of such a committee is clearly unavoidable in  public interest.

PRO 11.3

16.1.3 When such a committee is set up, no Member of Parliament will be appointed as its member without prior consultation, through the LS/RS Secretariat, with the parliamentary committee already engaged in the examination of the matter.

PRO 11.4

16.1.4 The report of any committee so set up will not be published without prior consultation with the parliamentary committee. If any difference of opinion arises between the concerned department and the parliamentary committee, the guidance of the Speaker/Chairman will be sought.

PRO 11.5


16.1.5 The procedure detailed in the preceding sub-paragraphs will not apply to committees composed entirely of officials, which may be set up to examine specific questions and whose reports are not intended to be published.

Furnishing to the LS/RS Secretariat the list of Members of corporations / committees and other bodies in which Members of LS/RS are serving 

16.2.1 Department will furnish to the LS/RS Secretariat and the Ministry of Parliamentary Affairs a complete list showing the names of all the members of the various corporations, companies, committees and other bodies on which a member of the Lok/Rajya Sabha is:

(a)  selected, nominated or appointed either by the Lok Sabha or the Rajya Sabha or by the department; or

(b)  selected or nominated by any body with which the Minister is concerned.


16.2.2 Any change in these lists will also be communicated by the department concerned to the LS/RS Secretariat and the Ministry of Parliamentary Affairs.


16.3 The attached and subordinate offices and other bodies under the department will also furnish the above information direct to the LS/RS Secretariat.

Supply of notifications regarding appointments of committees, copies of questionnaires and telephone lists PRO 11.7,11.8

16.4.1 The department will supply the following to the LS/RS Secretariat, with a copy to the Ministry of Parliamentary Affairs:

(a)  5 copies of the notification published in the Gazette of India/Press Notes relating to appointment of committees by Government or statutory bodies, with 3 more copies addressed specifically to the Committee Branch of the LS/RS Secretariat if members of the Lok/Rajya Sabha are members of such committees;

PRO 21.1, 21.2


(b)  300 copies in the case of the Lok Sabha and 250 copies in case of the Rajya Sabha, of questionnaires issued by departments, attached or subordinate offices or committees or commissions appointed by government, to elicit public opinion on any matter under investigation by them; and



(c)  two copies of the proforma as in Annex 27, duly filled in regarding names, residential addresses and telephone numbers of the Minister, Secretary etc., at least ten days before the commencement of each session. Changes, if any, will also be communicated immediately.


16.4.2 In case a Minister resigns/relinquishes charge during or on the eve of the Parliament session, immediate action will be taken by the department to take a decision, if necessary in consultation with the Prime Minister’s Office, to assign the task of handling parliamentary work (including questions) on behalf of the Minister who has resigned/relinquished charge to another Minister, and this decision will be intimated (through a letter) to the Speaker, Lok Sabha/Chairman, Rajya Sabha at the earliest, well in time. Consequential changes shall be made in the parliamentary papers, if necessary, issued under the signature or in the name of the Minister relinquishing the charge of the Ministry.

Supply of documents and publications to library

16.5 The departments will supply the following documents/publications to the library of Parliament:

PRO 20.9


(a)  five copies of all reports/publications issued by departments and their attached and subordinate offices and allied organisations;

PRO 20.10


(b)  ten copies of Ordinances issued by them;

PRO 20.16


(c)  two copies of the Articles of Association, Memorandum or Resolution setting up a public sector undertaking or an autonomous or semi-autonomous body and wherever any amendments are made to the Articles of Association, Memoranda or Resolution concerning such bodies, copies thereof shall be also furnished;

PRO 20.11


(d)  a monthly statement showing all publications issued including agreements entered into with foreign governments and reports of committees/commissions appointed; and

PRO 20.16


(e)  A list of all such bodies/institutions etc., under their jurisdiction. Any change in the list shall be also furnished.

Publications referred to in answer to a question/statement laid or intended to be laid on the Table of the House
PRO 20.14

16.6.1 Where publications which have been or are intended to be referred to in answer to a question or in a statement in the House, are sent to the library of Parliament, the covering note will mention this fact. Such material will be made available to the library at least one clear day before the question etc. is likely to be taken up in the House.

PRO 20.12

16.6.2 Similarly where publications brought out by a department, its attached and subordinate offices or allied organisations, and reports, accounts etc. of autonomous and semi-autonomous organisations are intended to be laid on the Table of the House, copies of such publications will be sent to the library of  Parliament after they have been so laid. Where, however, owing to Parliament being not in session, such documents are supplied to the library before they are laid on the Table of the House, the fact, will be clearly stated in the forwarding communication.

Transport arrangements for the tours of members of Committees of Parliament
PRO 12.15

16.7 Necessary transport facilities to members of committees of Parliament, Consultative Committees or their sub-committees or study groups during their study tours will be provided by the departments and offices or institutions subordinate to them or connected with them.

Correspondence with members

16.8.1 Communications received from a member will be attended to promptly.


16.8.2 Where a communication is addressed to a Minister, it will be as far as practicable,  replied to by the Minister himself. In other cases, a reply will normally be issued under the signature of an officer not below the rank of Secretary. However, where a communication is addressed to an Under Secretary or higher level officer, reply may be sent by the addressee himself in routine matters. In case of communications involving matters of policy, the addressee himself may reply but after consulting the higher authorities. The minimum level at which such replies are sent to Members of Parliament should be that of Under Secretary and such replies should be sent in the letter form only.



16.8.3 Normally, any information which will not be denied to a member on the floor of the House, will be supplied to him in case he seeks it direct.


16.8.4 There is no obligation to disclose secret information to a member.

Procedure regarding official gallery cards and general passes

16.9 Admission to the official gallery is restricted to persons whose presence there is absolutely necessary in connection with and only during the business under discussion in the House. The following procedure governs the issue of official gallery cards and general passes:

PRO 18.9


(a) General passes issued without any special endorsement will entitle the holders to gain admission to the Parliament House only. In cases where the holders are to be allowed admission to the official gallery, the passes will have to be got endorsed accordingly.

PRO 18.1 to 18.13


(b) The Ministries should apply for the minimum number of official gallery cards and general passes required for a session of the Lok/Rajya Sabha, the applications for which should reach the Lok/Rajya Sabha Secretariat by the date intimated to departments through O.M. issued before the commencement of each session.

PRO 18.15


(c) In respect of personal staff of the Minister, sessional official gallery passes will be requisitioned for only the private secretary and the additional private secretary.

PRO 18.3,18.4


(d) The applications for official gallery cards and general passes should reach the LS/RS Secretariat by the date prescribed in regard thereto preceding each session. Such applications will be signed by an officer not below the rank of a Deputy Secretary, giving in all cases the names and designations of persons for whom cards and passes are required. Particular sector or rooms in Annexe where entry is desired may also invariably be mentioned. The number of Identity Cards with photograph issued by the respective department to the officers/the staff concerned should also be indicated against their names.

PRO 18.10


(e) Official gallery cards and general passes will be signed by the persons in whose favour they are issued, and they will also keep their identity cards issued by the Ministries of Home Affairs and Defence with them for being produced whenever asked to do so.

PRO 18.8


(f) Official gallery cards and general passes are not transferable.

PRO 18.7


(g) The two front rows of the seats in the official gallery will be reserved for officers of the rank of Joint Secretary and above holding green official gallery cards.

PRO 18.11


(h) Officials holding “sessional” or day-to-day cards or passes for official gallery will sign in the Visitors’ Book kept near the entrance giving their names, designation, department, reason for the visit etc.

PRO 18.12


(i)  Sessional passes will be returned to the LS/RS Secretariat after the session for which they are issued is over. New sessional official gallery cards or general passes will be issued only after those issued during the previous session are returned to the LS/RS Secretariat.

Lok Sabha Secretariat O.M.NO.1/4 (C)CPIC/2003 dated 14.11.2003


16.10.1 In view of the present security environment and need for rigorous checks and stringent access control in the Parliament House Estate, following guidelines have been framed by the Lok Sabha Secretariat for strict compliance by various Ministries/Departments:  



(i)   two MP labels, one each for official  car and personal car, of Cabinet Ministers/Ministers of State will be issued;



(ii)  one ‘P’ Label will be issued for the vehicles used either by PSs/PAs and APSs to the Ministers;



(iii) one ‘P’ Label each will be issued for the vehicle to be used by Secretary/Special Secretary of Ministries/Departments;



(iv) one ‘P’ Label will be issued for the vehicle of Joint Secretary, incharge of Parliament Section of each Ministry/Department of Government of India; and

(v)  two ‘P’ Labels will be issued for use of staff cars of Ministries/Departments.

      (Cabinet Ministers/Ministers of States are issued annual MP labels, whereas staff cars of Ministries are issued sessional ‘P’ labels)



      Ministries may accordingly apply for the Parking Labels for the vehicles to be used by them keeping in view the above guidelines giving particulars of the vehicles together with registration numbers, well before commencement of the ensuing Session.

PRO 18.18


16.10.2 The ‘P’ label enables the holder to enter the Parliament House Estate only in connection with the official business in Parliament House and not for using the Sansad Marg and the Lok Sabha Marg as a thoroughfare.

PRO 18.18


16.10.3 The departments will also mention invariably the serial numbers of the sessional official gallery cards, if already issued, of the officers for whom the car park labels are required.