How to Check Service Book Online (e-Service Book)
File an RTI application to the concerned department’s Public Information Officer asking for service book, posting history, leave, promotion, and disciplinary records.
Mention the employee details clearly and request certified copies of all relevant documents under the RTI Act.
However, availability and access vary by state and department.
Service records delayed or not shared? RTIwala files a strong RTI and gets your official service documents fast — contact now: https://help.rti.link
How to check Service Book online?
The general process followed in most departments is:
- Visit the official departmental or state HRMS portal
- Log in using employee credentials (Employee ID / PF ID)
- Navigate to “Service Book” or “Service Records” section
- View or download available entries
Some portals allow view-only access, while others allow downloading PDFs.
How to Get a Copy of Service Book (Online, Offline & RTI)
This is one of the highest intent sections for users, especially when salary, promotion, or pension is stuck.
A government employee has the right to access their own service records, but the method depends on the situation.
Method 1: Getting Service Book Copy Online
If your department provides e-Service Book access, you may be able to:
- View service book entries online
- Download available pages as PDF
- Print records for reference
Limitations:
- Often not a certified copy
- Missing old or handwritten entries
- Not accepted in disputes or legal matters without certification
Online access is useful for verification, not final resolution.
If you need a certified copy of the service book of any government employee, contact us now
📞 Call: +91-7999-50-6996
💬 WhatsApp: https://cc.rti.link/wadp
🔗 Visit: www.rtiwala.com
Method 2: Getting Service Book Copy Offline (Departmental Route)
Employees can formally request a copy from:
- Establishment section
- HR department
- Drawing & Disbursing Officer (DDO)
This is usually done through:
- Written application
- Office noting or internal request
However, in practice, employees often face:
- Delays without reasons
- Partial copies provided
- Verbal refusals
- “File not traceable” responses
When there is delay or denial, the offline route becomes ineffective.
Method 3: Getting Service Book Copy Through RTI (Most Reliable)
The Right to Information Act, 2005 provides a legal and time-bound method to obtain service records.
RTI is especially effective when:
- Department is not responding
- Service book is missing or incomplete
- Certified copy is required
- Retirement or promotion is approaching
What can be asked under RTI?
Through RTI, an employee can legally request:
- Certified copy of service book
- Specific service book entries
- Missing promotion or increment entries
- Service register extracts
- Notings related to service record maintenance
Why RTI works better than normal requests?
RTI has legal accountability.
Key advantages:
- Mandatory reply within 30 days
- Written response on record
- Penalty provision for non-compliance
- Certified copies carry legal value
Departments cannot legally deny personal service records of the employee concerned.
If you need a certified copy of the service book of any government employee, contact us now
📞 Call: +91-7999-50-6996
💬 WhatsApp: https://cc.rti.link/wadp
🔗 Visit: www.rtiwala.com
When should an employee choose RTI directly?
RTI should be the first option if:
- Online service book is not available
- Department is delaying without reason
- Service book errors affect pay or pension
- Retirement benefits are at risk
- You need documentary proof, not verbal assurance
RTI converts an uncertain request into a documented obligation.
Service Book Rules, Recorded Details & Common Problems – Complete Practical Guide
Service Book Rules for Government Employees
Service Books are governed by clear statutory and administrative rules issued by Central and State Governments. These rules define how records must be maintained, updated, and shared with employees.
Ignoring these rules is not discretionary—it is an administrative lapse.
Service Book Rules for Central Government Employees
For Central Government employees, Service Book maintenance is governed by:
- DoPT instructions
- Fundamental Rules (FR)
- Supplementary Rules (SR)
- Pension Rules
As per rules:
- Every employee must have a service book from the date of appointment
- All entries must be supported by official orders
- Entries must be attested by the competent authority
- Corrections cannot be made without proper approval
Failure to maintain a proper service book can directly affect:
- Pay fixation
- Promotion eligibility
- Pension calculation
Service Book Rules for State Government Employees
State Government employees follow:
- State Service Rules
- State Financial Codes
- Departmental circulars
Although formats may vary by state, the core principles remain the same:
- Service book is a mandatory record
- Employee has the right to verify entries
- Certified copies can be issued on request
- Records must be preserved until post-retirement audit
Many states now combine physical service books + e-service books, but digitisation does not override physical record obligations.
If you need a certified copy of the service book of any government employee, contact us now
📞 Call: +91-7999-50-6996
💬 WhatsApp: https://cc.rti.link/wadp
🔗 Visit: www.rtiwala.com
Rules for Providing Service Book Copy to Employees
A very common misconception is that service books are “department-only documents”. This is incorrect.
As per established administrative practice:
- An employee is entitled to access their own service records
- Copies cannot be denied without valid legal exemption
- Certified copies can be issued for official or legal use
If copies are delayed, denied, or partially shared, the employee has the legal right to seek records through RTI.
What Details Are Recorded in a Service Book?
A Service Book is not a summary document. It is a chronological, verifiable record of an employee’s service life.
Each entry is important because future benefits are calculated solely on recorded data.
Core Service Book Entries
Every service book typically contains the following sections:
- Personal details (name, date of birth, identification)
- Appointment order details
- Date of joining and confirmation
- Pay scale and pay level
- Date of increments (DOI)
- Promotions and designations
- Transfers and posting history
- Leave account entries
- Suspension or disciplinary records, if any
If an entry is missing, the benefit linked to it may be denied.
Salary, Increment & DOI Entries
Salary-related entries are among the most critical.
These include:
- Initial pay fixation
- Annual increments
- Pay revisions after promotions or Pay Commissions
- DOI (Date of Increment)
Incorrect or missing DOI entries often result in:
- Lower salary
- Delayed increments
- Errors in pension calculation
Departments rely strictly on service book entries, not payslips alone.
If you need a certified copy of the service book of any government employee, contact us now
📞 Call: +91-7999-50-6996
💬 WhatsApp: https://cc.rti.link/wadp
🔗 Visit: www.rtiwala.com
Promotion & Seniority Records
Promotion entries must include:
- Promotion order reference
- Date of effect
- Revised pay details
If promotion is granted but not recorded properly, the employee may:
- Lose seniority benefits
- Face objections during retirement audit
- Receive lower pension benefits
Leave & Qualifying Service Records
Service books also record:
- Earned Leave
- Half Pay Leave
- Extraordinary Leave
- Non-qualifying service periods
These entries directly impact:
- Total qualifying service
- Pension eligibility
- Retirement benefits
Common Service Book Problems Faced by Employees
Service Book issues are extremely common and often discovered too late.
Below are the most frequent problems reported by employees.
Missing Promotion or Increment Entries
Employees often find that:
- Promotion orders exist, but entries are missing
- Increment dates are skipped
- Pay revision entries are incomplete
These errors usually surface during:
- Retirement processing
- Pension verification
- Audit checks
Wrong Pay Fixation
Pay fixation mistakes occur due to:
- Clerical errors
- Incorrect interpretation of rules
- Missing supporting documents
Once entered incorrectly, the error keeps compounding year after year.
Incomplete or Lost Old Service Records
This is common for:
- Employees with long service history
- Those transferred across departments
- Employees appointed decades ago
Departments often respond with:
- “Old records not traceable”
- “File is under verification”
- “Record not digitised”
Such responses do not resolve the issue unless legally followed up.
If you need a certified copy of the service book of any government employee, contact us now
📞 Call: +91-7999-50-6996
💬 WhatsApp: https://cc.rti.link/wadp
🔗 Visit: www.rtiwala.com
Service Book Not Updated After Transfer
After inter-department or inter-state transfers:
- Service books are not updated timely
- Entries remain pending
- Records get fragmented
This leads to disputes over qualifying service length.
How RTI Helps in Obtaining & Correcting Service Book Records
When internal processes fail, RTI becomes the most effective legal tool.
RTI does not replace departmental rules—it enforces them.
What RTI Can Legally Fetch
Through RTI, an employee can seek:
- Certified copy of the complete service book
- Specific missing entries
- Record of promotions and pay fixation
- Notings related to service book maintenance
- Status of pending updates
RTI responses are official records, not informal replies.
Why RTI Is Effective in Service Book Matters
RTI works because:
- Reply is mandatory within a fixed timeline
- Response must be in writing
- Certified copies have evidentiary value
- Officers are accountable for non-response
Unlike oral assurances, RTI creates a document trail.
RTI as a Tool for Record Correction
RTI is not only for obtaining copies. It also helps in:
- Identifying where the record is incorrect
- Fixing responsibility for missing entries
- Forcing departments to update records officially
Many service book corrections happen only after RTI disclosure.
If you need a certified copy of the service book of any government employee, contact us now
📞 Call: +91-7999-50-6996
💬 WhatsApp: https://cc.rti.link/wadp
🔗 Visit: www.rtiwala.com
State-Wise Service Book Access, Formats, RTI Fees & Final Resolution Guide
State-Wise Service Book Information
Service Book rules are broadly similar across India, but access methods, formats, and digitisation status vary by state. This is why many employees struggle to locate or verify their records.
Maharashtra – Service Book / Seva Pustika
In Maharashtra, the Service Book is commonly known as Seva Pustika.
Key points:
- Older records are mostly physical
- Partial digitisation exists for some departments
- Service Book entries are often maintained in Marathi
- Certified copies are usually issued offline
Employees frequently face delays in accessing old Seva Pustika records, especially before retirement.
Telangana – Service Register & Service Book Entries
Telangana follows a Service Register system, often integrated with departmental HR portals.
Common issues:
- Incomplete digitisation of older entries
- Promotion and transfer records not fully updated
- PDF downloads often unavailable
RTI is commonly required to obtain certified extracts.
Madhya Pradesh (MP) – Service Book
MP maintains both physical and online service book systems.
Practical challenges:
- Online records missing historical service data
- Inconsistency between physical and digital records
- Pay fixation errors detected late
RTI is effective in reconciling mismatched entries.
If you need a certified copy of the service book of any government employee, contact us now
📞 Call: +91-7999-50-6996
💬 WhatsApp: https://cc.rti.link/wadp
🔗 Visit: www.rtiwala.com
Himachal Pradesh (HP)
HP service books are largely manual, especially for long-serving employees.
Typical issues include:
- Lost or damaged physical records
- Delays in issuing certified copies
- Missing leave or transfer entries
RTI helps trace responsibility and retrieve records.
Odisha – Service Code & Service Book
Odisha follows detailed Service Code provisions.
Common employee concerns:
- Service book updates pending for years
- Departmental silence on copy requests
- Digitisation delays
RTI is often the only way to compel action.
If you need a certified copy of the service book of any government employee, contact us now
📞 Call: +91-7999-50-6996
💬 WhatsApp: https://cc.rti.link/wadp
🔗 Visit: www.rtiwala.com
FAQ
Q1. How can I get a copy of my service book under the RTI Act?
You can file an RTI to your department’s Public Information Officer (PIO) requesting a certified copy of your service book under Section 2(j) of the RTI Act, 2005. Include your employee ID, designation, and office details. The department must respond within 30 days as per Section 7(1).
Q2. Can a retired government employee get a copy of the service book through RTI?
Yes. Even after retirement, employees have the legal right to access their service book using RTI. It helps verify pension, promotion, or leave encashment details. The application can be submitted online or offline to the concerned HR or Establishment Office’s PIO.
Q3. What happens if the department refuses to provide my service book copy?
If your request is denied or delayed, file a First Appeal under Section 19(1) within 30 days of the response deadline. If still unresolved, escalate it to the State or Central Information Commission for a second appeal. RTIwala can assist you in drafting both appeals effectively.
Q4. How much does it cost to get a service book copy under RTI?
The application fee is ₹10, payable via postal order or online mode. For photocopies, the department may charge ₹2 per page under RTI Rules, 2012. Additional charges may apply for certified copies or postal delivery, depending on your department’s rules.
Q5. Is it possible to get a service book copy online?
Yes. Many departments now accept RTI applications on their official online RTI portals. You can also use RTIwala’s Online RTI Service for faster, expert-verified submission and tracking. It ensures proper filing to the correct authority without errors.
Q6. Why is a service book important for government employees?
A service book maintains complete employment history — joining date, promotions, transfers, pay revisions, and pension eligibility. Without it, verification for pension, arrears, or retirement benefits becomes difficult. Hence, keeping an updated copy is essential for future claims.
Q7. How can RTIwala help me file an RTI for my service book safely?
RTIwala offers expert drafting, anonymous filing, and tracking to help you get your service book copy hassle-free. Through Anonymous RTI, you can protect your identity while ensuring compliance with the RTI Act.
