Guidelines for deputation of officers on various programmes abroad 

            The following guidelines will be followed while nominating officers on foreign deputations/training/assignments:- 

(i)                  Programme: Any training, course, study tour, workshop, conference, meetings abroad is termed as programme for the purpose of these guidelines. 

(ii)                Duration of the programme:  A programme  is termed as long term, if it is of duration of six months( 182 days) or more. A programme  is called short term, if it is of 15 days or more but less than 6 months (182 days). 

(iii)               Minimum  service requirement:  Officer should have completed a minimum of 5 years of service on the date of commencement of the programme. 

(iv)              Age limit:   Officers nominated for long term programmes should not be more than 45 years of age on the date of commencement of the programme.  In special cases, relaxation of the age limit upto 46 years may be granted provided adequate justification is given.  

 Officers nominated for short term training programme should not be more than 50 years of age on the date of commencement of the progamme.  

However, in case wherein foreign Government/Institution prescribes a different upper age limit for a training programme, the same will prevail. 

(v)                Cooling off  Period: An officer having attended a foreign programme of a  duration in column ‘A’ of 15 days to one month, will be required to complete a “cooling off” period shown  in column ‘B’ before he can be considered again for any foreign programme.    

Column ‘A’ Column ‘B’
Period of previous programme Cooling off period
1 Less than 15 days Nil
2 16 Days to 30  days 2 years
3 31 Days to 182 days 3 years
4 183 Days and above 5 years

Project related training/official visits abroad, irrespective of duration, are exempted from the provisions of cooling off

(vi)              Vigilance clearance:  Officers whose names are proposed for the programmes abroad should be clear from the vigilance angle. 

(vii)             Project related visits:  Only those officers will be deputed for project related programmes, who are working/associated with such projects and / or will be posted/associated on return from  training only to these projects, so that their specialization / expertise  gained is fruitfully utilized for the benefit of the project. 

(viii)           Very good service record:  Officers to be nominated for  programmes abroad should possess at least “Very Good” service record for a reasonable period equivalent to atleast the period shown in Column ‘B’ of para (v) as revealed from their ACR.  A sheet in this respect containing the assessment of the officer for the  required period may be attached. 

(ix)              Cases of deputation abroad of Officials at the level of Joint Secretary and below will be decided by Ministry in consultation with the Financial Adviser and with the approval of Minister in charge. 

(x)                Cases of deputation abroad of Officials of the rank of Secretary and Additional Secretary are required to be sent to the Screening Committee of Secretaries for prior approval, except visits to SAARC countries which is to be decided by Ministry in consultation with Financial Advisor. 

(xi)              In case of Delegation, it should be ensured that it is compact in size, compromising only the technical personnel and senior officials directly connected with the subject matter. 

(xii)             The Officer of the Government of India should not accept invitations from foreign agencies particularly private commercial organizations, private bodies or trusts etc. Such an invitation should be accepted only  after the requisite approval of the Screening Committee  of Secretaries or Prime Minister as the case may be, have been obtained. Even in such cases, the entire expenditure should be met from Government of India’s fund. 

(xiii)           If the deputation abroad is covered under a bilateral agreement or under a regular exchange programme, the cost of travel, etc, could be met by foreign sponsors. 

(xiv)           There should be no objection in accepting international fare and hospitality from an international Body, of which India is a member. 

(xv)            In cases where foreign hospitality is proposed to be accepted, clearance of the Ministry of Home Affairs under the foreign Contributions Regulation Act(FCRA) will be necessary. FCRA clearance shall not, however, be required when the Government delegates receive invitations in their capacity as Chairman, Members of the Committee in International bodies or are delegates, advisors/consultants to the International bodies of which India is a member. 

(xvi)           The leader of the delegation should sent immediately on return from tour a brief note to inform the Ministry all the major achievements of his mission and a copy of the report should be sent to the Ministry of External Affairs. This has to be in addition to the detailed reports of the delegation. 

(xvii)         The officers returning from programmes abroad will have to  submit three copies of the participation  report  to the Ministry within one month of their return from the programme. 

(xviii)        Programmes of essential nature organized by UN and other international agencies should be attended by designated persons in view of their importance. 

(xix)           Experts who are picked up to represent India on International Working Groups or Committees etc.   shall be deputed  to attend the concerned meetings irrespective of their current designation. 

(xx)            Programmes  where organizers meet the expenses partly or fully, should be fully availed of to give maximum exposure to the officers. 

(xxi)           Programmes other than those described in para  (xviii) and para (xix)  shall be used to give exposure to other officers and may be attended by officers with atleast 3 years experience in the field of subject of the programme with preference being given to the officers who have not been deputed abroad on any  programme earlier. 

(xxii)         As contained in the conduct rules, personal and private conversation with foreign Embassies/High Commissions/Missions especially for getting invitation for foreign visits must be avoided. 

(xxiii)        Accepting Foreign Hospitality for Presenting Papers/Delivering Lectures at Conferences/ Seminars/Workshops etc:- 

Where the invitation for any programme is received from foreign government/organization/agencies etc. by the Government of India and GOI selects an Officer to attend workshop/conferences/to present papers/deliver lectures etc, the officer may be treated as on official deputation. 

Where the invitation for any programme is received by the officer directly in his personal capacity, the officer should be treated as on personal visit and such cases will need to be considered in the light of Cabinet Secretariat’s OM No. 21/1/7/94-Cab, dated 30th March, 1995 regarding acceptance of foreign hospitality( para xii of this circular) and also he will be asked to proceed on leave as per Ministry of Finance OM No. 36/1/2000-E.IV dated 21.03.2000( copy enclosed).  

(xxiv)       As per economy instructions issued by Ministry of Finance(Department of Expenditure) vide its O.M dated 24.09.2000(copy enclosed), Foreign travel should be restricted to unavoidable official engagements and there shall be a ban on foreign travel for study tours, Seminars etc. Size of Official delegations, where foreign travel is unavoidable, shall be restricted to bare minimum. The Organisations submitting the foreign travel proposals should strictly keep in mind he above economy instruction of Ministry of Finance . 

(xxv)         It shall be ensured by the Head of the organizations that the circulars asking for nominations for all foreign training, workshops etc is circulated timely to all the Officers/field units under their control and the nominations as recommended by them are on the basis of response accordingly. This fact should be clearly stated while forwarding the nominations to the Ministry. 







A .Details of Visits

1. Name/ Nature of  Visit


(Training */ Conference**/ Delegation***)



2. Duration and Date of Commencement of the Visit




3. Host/Sponsoring Agency




4. Country to be Visited  

 B. Reasons for Nomination



Desirability of the Visit/Course/Conference etc.



2. Relevance of Visit to Nominee’s Job




3. Justification for the Nomination/Remarks of SMD


4. Vigilance/Cadre Clearance



 C. Financial implication 

 1.  Name of Organisation  which will bear the cost. 


2. If MOWR then:

(a)     Itemwise financial implication like- airfare, D.A, Hotel accommodation etc.

(b)    Approved budget under Foreign Travel Head  and the upto date incurred/committed expenditure and the  balance amount.