Is the Sealed Cover Procedure Used Only When a Candidate is Selected for Promotion?

Understanding Sealed Cover Procedure in Government Promotions

In government service, the sealed cover procedure is a significant administrative safeguard used during Departmental Promotion Committee (DPC) meetings. This procedure ensures that promotions are processed fairly even when disciplinary or criminal proceedings are pending against a candidate.

What is Sealed Cover Procedure?

The sealed cover procedure refers to the practice of withholding the assessment result of a candidate under cloud (due to disciplinary action or pending criminal cases) during DPC meetings. The committee evaluates the candidate’s eligibility and records its findings, but these findings are kept in a sealed envelope until the case is resolved.

When is the Sealed Cover Procedure Applicable?

As per the instructions issued by the Department of Personnel and Training (DoPT), sealed cover procedure is applied in the following cases:

1. When the government servant is under suspension.

2. When a charge sheet has been issued and disciplinary proceedings are pending.

3. When criminal prosecution is pending.

Even if such circumstances arise after the DPC has recommended a candidate but before the actual promotion, the recommendation is treated as if placed under sealed cover.

Is the Sealed Cover Used for Both Selected and Non-Selected Candidates?

No. The sealed cover procedure is applicable only when the candidate is found fit for promotion by the DPC but the promotion cannot be processed due to pending disciplinary/criminal cases. If the DPC finds the candidate unfit, no sealed cover is used—the result is recorded as unfit, and no further action is taken regarding sealed cover.

This is confirmed in the official guidelines which state:

“The assessment of the DPC, including ‘Unfit for Promotion’, and the grading awarded by it will be kept in a sealed cover.”
(OM No. 22011/4/91-Estt.(A) dated 14.09.1992)

Thus, sealed cover contains either a “Fit for Promotion” or “Unfit for Promotion” decision, but is maintained only when the candidate is otherwise eligible and falls under any of the three categories (suspension, disciplinary proceedings, criminal case).

When is the Sealed Cover Opened?

The sealed cover is opened only after the conclusion of the disciplinary case or criminal prosecution. If the employee is completely exonerated, the result inside the cover is acted upon. If found fit, the promotion is made effective from the date his/her immediate junior was promoted.

If the candidate is found guilty or penalized, the result of the sealed cover is discarded and the candidate’s case will be reviewed afresh during the next regular DPC.

Important Clarifications:

• Only Eligible Candidates’ Results are Kept in Sealed Cover: If a candidate is not found suitable by DPC, no sealed cover is prepared.

• Not a Guarantee of Promotion: Even if placed under sealed cover, the candidate may have been marked “unfit” by DPC. The outcome is known only when the cover is opened.

• No Publication of Result: Since the result is kept sealed, it is not published or disclosed to the candidate or public until the conclusion of the case.

Six-Monthly Review

Authorities are required to review sealed cover cases every six months to ensure that disciplinary/criminal cases are being processed expeditiously and no delay is caused unnecessarily.

Supporting Rule:

From the DOPT OM dated 14.09.1992 (para 3):

“The DPC shall assess the suitability… without taking into consideration the disciplinary case… The assessment of the DPC, including ‘Unfit for Promotion, and the grading awarded by it will be kept in a sealed cover.”

But in practice (as rightly pointed out in your discussion), only ‘Fit’ cases are kept in sealed cover. If a candidate is “Unfit”, there is no benefit in keeping the result sealed, as promotion wouldn’t have been given anyway.

🔍 Common Practice vs. Rule: