(1) The Head Postmaster should make necessary enquiries in connection with the issue of duplicate certificate and satisfy himself by a reference to the original application for purchase/transfer /SB-AOF that the certificate(s) still not closed.

(2) As soon as  necessary enquiries are complete, an indemnity bond should be obtained from the applicant (and no discharge certificate in respect of certificates issued before 01.07.2016 should also be obtained) along with the online collection of necessary fee for issue of passbook  in lieu of lost or mutilated certificate or duplicate passbook as the case may be. The Postmaster will issue a Passbook or duplicate Passbook by following the procedure prescribed in Finacle CBS and write Registration number and old physical certificate numbers for which duplication passbook is issued manually in the Passbook under dated signature and designation stamp of Postmaster.

(3) Cases arising at S.Os. for the issue of duplicate certificate / duplicate passbook will be referred to the H.O. by the S.O. for further action as indicated above. Form NC-29 (Application for the issue of duplicate savings certificate in lieu of the loss, theft, destruction, mutilation or defacement of the Savings Certificates in the custody of the Holder) or SB-41 as the case may be, will be got filled in for each case of issue of passbook / duplicate certificate passbook(s) from the certificate / account holder and filed with the case.

(4) A receipt, in token of the delivery of the passbook / duplicate certificate passbook(s) will be obtained from the holder in the application for purchase/SB-AOF.

(5) If the original certificate lost, stolen or destroyed is subsequently traced by the holder and made over to the post office, it should be cancelled and a note 'Passbook in lieu of duplicate issued' made in the application for purchase. The cancelled certificate should be sent to the Postal Accounts Office.

(6) A separate register of issue of Passbook / Duplicate Passbook in lieu of Certificates issued should be maintained in the H.Os. and the particulars of the passbook / duplicate certificate passbook(s) issued should be noted in it. The mutilated or defaced certificates for which duplicate certificate passbook(s) have been issued should be produced before the Inspecting Officer at the time of annual inspection along with the register of issue of passbook / duplicate certificate passbook(s) issued. The Inspecting Officer after verifying the particulars noted in the register, will arrange to destroy the mutilated or defaced certificates, in his/her presence and note down the date of destruction in the relevant column of the register and also place his/her initials in the register in token of having carried out this check. The officer-in-charge in the context of issue of passbook / duplicate certificate passbook(s) shall be construed to be the Head Postmaster who alone shall be competent as hitherto, to issue passbook / duplicate certificates Passbooks pertaining to the Post Offices including Head Office falling under its jurisdiction.

(7) For the purpose of acceptance of sureties in indemnity bond, the sureties shall be adequately solvent and if the accepting authority of letter of indemnity is not satisfied with the solvency of the sureties, solvency may be ascertained through any of the following documents: -

i) If he is an employee of the Central or State Government or of a local body Government aided educational Institution, Reserve Bank of India, a public sector undertaking or any other body controlled by the Government, to the extent of his/her salary for 12 months excluding allowances, as certified by the employer.

ii) On the basis of annual income mentioned in Income Tax Return (ITR) of last financial year of the sureties.

iii) On the basis on previous year’s Annual Income Certificate, certified by the employers of the sureties.

iv) Solvency certificate issued from the revenue authority having jurisdiction over the estate of the surety.

Note 1:- The post office should not compel the certificate / account holder for lodging an FIR with the Police for the loss/theft, for issue of a duplicate certificate or duplicate Passbook even though form NC-29 and SB-41 seeks information relating to date of furnishing report of the certificates to the Police Station/Post Office of Registration.

Note 2:- The Post Offices shall issue passbook / duplicate passbooks for all the requests for issue of duplicate certificates irrespective of the date of issue of original certificates, after collecting the prescribed fee for issue of passbook / duplicate passbook.

Note 3:- Savings Certificates issued on or after 01.07.2016, the account holder shall submit duplicate passbook form (SB-41) along with KYC documents and prescribed fee. Concerned HO will issue duplicate passbook. 

NO INDEMNITY BOND IS REQUIRED FOR ISSUANCE OF DUPLICATE PASSBOOK FOR SAVINGS CERTIFICATE ISSUED ON OR AFTER 01.07.2016.

For Register of duplicate certificate issued and Register of Certificates lost click......