Standard Operating Procedure (SOP) for Issuance of Duplicate Discharge Book

The Discharge Book is a crucial service document issued to airmen and Non-Combatants (Enrolled) [NC(E)] upon retirement from the Indian Air Force. It serves as a permanent record of service and is essential for pension, identification, and availing post-retirement benefits.

Earlier, Discharge Books were issued by the individual’s last serving unit. However, in cases of loss, mutilation, or defacement, the responsibility for issuing a Duplicate Discharge Book now rests with the Directorate of Air Veterans (DAV), strictly on the recommendation of the respective Zila Sainik Board (ZSB).

Aim

This Standard Operating Procedure (SOP) outlines the detailed process to be followed for the issuance of a Duplicate Discharge Book under circumstances such as loss, mutilation, or defacement. It seeks to standardize the process, ensure due diligence, and maintain service integrity.

Step-by-Step Procedure

The following sequence shall be adhered to for the issue of an original or duplicate Discharge Book or Certificate:

3.1 Initiation of Request

• Application must be received from the concerned ZSB.

3.2 Internal Processing

• The application is registered in the DAV system for tracking.
• Request for the Record Copy of Service Record (RCSR) is made through the AFRO module to the Document Library.

3.3 Scrutiny and Preparation

• Upon receipt of the RCSR, the DAV Welfare Team scrutinizes the application.
• Based on verified data, the Discharge Book and/or Certificate is prepared.

3.4 Supervisory Check

• The prepared documents are submitted for supervisory review to WOIC AV A&N (Welfare).

3.5 Approval

• The book/certificate, bearing a machine-generated serial number, is put up for signature by the Wg Cdr, AV A&N (Welfare).

3.6 Record Maintenance

• An official entry is made in the Discharge Book/Certificate Register.

3.7 Dispatch

• The completed documents are dispatched to the ZSB with intimation to the respective Air Veteran.

3.8 Handover

• The Duplicate Discharge Book will be issued only through the ZSB and must not be handed over directly to the individual by DAV(Welfare).
• Photographs of the Air Veteran will be verified and attested by the Wg Cdr, AV A&N (Welfare).

Loss Reporting and Reissue Fee Structure

Mandatory Actions in Case of Loss:

• The Air Veteran must immediately lodge an FIR with Civil Police and report the loss to DAV or the preparing authority.

Fee Structure for Re-issuance:

• A nominal fee shall be charged for re-issuance and deposited to PCDA (AF), Dehradun via e-MRO under:
  • Major Head: 0078
  • Minor Head: 800
  • Code Head: 710/30

Document Checklist for Re-issue

The following documents are mandatory and must be scrutinized upon receipt of application from ZSB:

1. Copy of FIR in case of loss/theft of the original Discharge Book.
2. Personal application by the Air Veteran requesting a duplicate.
3. One single and one joint photograph (attested on the back).
4. Original Discharge Book/Certificate (in case of defacement/mutilation).
5. Affidavit declaring the circumstances of loss (if FIR is not available or very old).
6. Photocopy of PPO (Pension Payment Order).
7. Original e-MRO confirming payment of fee (in case of loss/theft).

Handling Incomplete Applications

In cases where:

• The application is not in proper format, or
• Required documents are missing,
  an advisory will be sent to the applicant detailing the deficiencies.

Benefits of the SOP

This SOP is designed to bring:

• Uniformity in the issuance process,
• Clarity in procedural requirements, and
• Efficiency in service delivery to retired personnel.

Supersession Clause

This SOP supersedes all previous guidelines issued by the Directorate of Air Veterans regarding the issuance of Discharge Books. It shall come into immediate effect from the date of issuance, i.e., 30 May 2025.

Approval

This SOP has been approved by ACAS (Accts & AV) vide Dy. No. UF/322/25 dated 20 May 2025.