GOVERNMENT OF INDIA (Bharat Sarkar)

MINISTRY OF RAILWAYS (Rail Mantralya)

(RAILWAY BOARD)
****

No.2010/TG-I/14/P New Delhi, dated 09 .02.2011

Chief Commercial Managers,

All Zonal Railways.

(COMMERCIAL CIRCULAR NO. 10 OF 2011)

Sub: Streamlining the procedure for release of berths out of

Emergency Quota.

Instructions have been issued from time to time regarding procedure to be

followed for release of berths out of Emergency Quota. With a view to streamline
the procedure, the matter has been reviewed and in supersession of all the
instructionsissued on the subject in the past, it has been decided that the following
procedure should be adopted for allotment of Emergency Quota.

(i) The Emergency Quota on different trains will be released by the Railway
authorities nominated for this purpose from time to time.

(ii) A time limit for the fmalization of the allotment of Emergency Quota for
each train will be laid down.

(iii) All requisitions for allocations from the Emergency Quotas will be
centralized in the office of the competent authority and final allocations
decided only at the expiry of the stipulated period

(iv) A list of all VIPs booked in the train (irrespective ofjourney commencing
station) including HOR holderslMembers of Parliament and other VIPs,
should be taken out at chart preparation centers of train originating stations
to find out details of the VIPs including MPs booked and action will be
taken by the incharge to seek reservation for them from the emergency quota
controlling authorities. In case of VIPs commencing journey from
intermediate stations, a watch will be kept by the intermediate chart
preparation centers also. The ultimate responsibility will, however, rest with
the train originating station.

(v) Whenever the Parliament House Booking Office/any other Booking Office
sends a message for MPNIP's onward and -returnjourney, a copy should
- 2./-
 -2-
invariably be endorsed to CCM and ACM(Reservation)of the concerned
Railway. This shall be in addition to the communication sent to the Chief
Reservation Supervisor/SM concerned. The officer concerned in the
Headquarters office will take necessary action to get the accommodation
released in favour of the MPs/VIPs. However, the provision of taking out
the list of VIPs booked in a train as mentioned above shall be strictly
followed.

(vi) The allotment of Emergency Quota to HOR HoldersNlPs should be strictly

as per their inter-se seniority in Warrant of Precedence. In the case of same
status, the priority in booking of accommodation will prevail i.e. the VIP
who has booked earlier will be given preference over the one who has
booked later.

(vii) In case a 4-berth compartment is to be allotted to an HOR holder in the

absence ofa coupe:-

a) two HOR holders may be clubbed together in a 4 berth compartment; and

b) if clubbing of two HOR holders into a 4 berth compartment is not

feasible and a Member of Parliament happens to be travelling by the
same train, the latter may be allotted accommodation in the 4-berth
compartment along with an HOR holder.

(viii) In case the demand is in excess of available accommodation & it is not

feasible to attach extra coach to provide accommodation, in the desired
class, the allotment will be done as per procedure listed in para (vi) above
and the remaining may be provided accommodation in the alternate class.
Hon'ble MPsNIP will be suitably advised regarding provision of
accommodation in the alternate class.

(ix) The remaining Emergency Quota after meeting the demands for self
travel of HOR holders, Members of Parliament and other VIPs, shall be
used to meet the demands received from VIPs and others. While deciding
the persons for whom the Emergency Quota is to be utilized, the
competent authority controlling the quota would take into account all
relevant factors like the status of the passenger travelling, nature of
emergency like travelling on Government Duty, bereavement in the
family, sickness, Job interview etc.
'." '

(x) Whenever accommodation in extra coach is required to be utilized as

Emergency Quota or Emergency Quota is to be enhanced, the same
should be done with the approval of CCM or DRM. Such approval should
be taken in writing. - 3/-
(xi) The utilisation of other quotas for allotment of out-of-tum
accommodation should be resorted to only in rare cases to cater to the
urgent demands of HOR holders, MPs, Parliamentary Committees, other
VIPs & other important demands which cannot otherwise be
accommodated within the Emergency Quota. This should, however, be
done with the personal permission of the CCM/DRM.

(xii) Once Emergency Quota has been fed into the computer, no manual
correction should be resorted to.

(xiii) The written requests for release of berths/seats out of Emergency Quota
must be signed by a Gazetted Officer.

(xiv) Serving Railway staff below the Gazetted rank and retired Railway
officials can submit the requisitions for release of berths out of
Emergency Quota under their own signatures when they themselves or
their family members as indicatedin Pass Rules are travelling whether on
leave or on duty.

(xv) Recognized Federations of Railways should nominate authorised

signatories for signing the requisitions for release of berths out of
Emergency Quota.

(xvi) In all the requisitions received for release of berths out of Emergency
Quota, the signatory should be asked to mention his/her telephone
no.!mobile no.

(xvii) Every Officer/Section/Federation will maintain a register containing the

details of application for Emergency Quota, in which all such requests
shall be diarised indicating all the journey details and also the source from
whom the request has been received. The diary number of the request
entered in the register shall also be indicated on the requests for
Emergency Quota.

(xviii) It would be the responsibility of the person forwarding or signing the

requisition to ensure the credentials of the party travelling.

(xix) Requests for release of berths out of Emergency Quota received from the
Travel Agents shall not be entertained.

(xx) In no case any officer should give the blank signed requisition forms to
his personnel staff for release of berths out of Emergency Quota.

'1/-
 -'-1-
(xxi) With a view to prevent the malpractices, reservation requests received
from various quarters should be che~ked from time to time and in cases
where there is doubt about the genuineness of the requests/letter, the
position may be checked up by speaking to the persons concerned on
phone for ensuring the genuineness of the requisition.

(xxii) Periodic inspections by officers at all levels should be conducted at PRS

centers to check illegal activities and prevent the nexus between touts and
the officials working in the reservation offices.

(xxiii) All records pertaining to release of Emergency Quota should be preserved

for a period of at least three months from the date ofjourney.

2. The above points may please be brought to the notice of all concerned for
strict compliance.
3.

~
Kindly acknowledge receipt of this letter.

(Y.K. Sharma)
Director Traffic Commercial (G)-II
Railway Board
Copy to:

1) CCM/PMs and CCM/PSs, all Zonal Railways.

2) EDV (T), EDFC, DF(C), OSD/TC, F(C) & V (SS) branches of Railway Board.
3) MD/IRCTC,Bank ofBaroda Building, Parliament Street, New Delhi.
4) General Manager/PRS-I, CRIS, Chanakyapuri,New Delhi.
5) Director General, Professor/Training & Professor/Commercial Railway Staff
College, Vadodara.
6) The Principals, Zonal Training Centers, Central Railway/Bhusaval, Eastern
Railway Dhanbad, Northern Railway, Chandausi, NE Railway, Muzaffarpur, NF
Railway, Alipurduar, Southern Railway, Trichy, SE Railway, Sini, Western
Railway, Udaipur.
7) General Secretary, National Federation of Indian Railwaymen (NFIR), 3,
ChelmsfordRoad,New Delhi. .

8) General Secretary, All India Railwaymen Federation (AIRF), 4, State Entry Road,
New Delhi.
9) Secretary General, Federation of Railway Officers Association (FROA), Room
No.256-A,RailBhawan,NewDelhi. .
10) Secretary General, Indian Railway Promotee Officers Federation (IRPOF), Room
No.268, Rail Bhawan, New Delhi.
11) Secretary General, All India RPF Association, Room No.256-D, Rail Bhawan,
New Delhi
12) CTM, Metro Railway, Metro Rail Bhavan, 33/1, J L Nehru Road, Kolkata-71.
 ~ ~HCI?I'<

m-~~I(1<.( (~~)

~. 20101itit-II14m ~~~ 'k'1iCl?:09.02.2011

~~~,
~~m-I

(2011~~~~. 10)

~: ~1410Cl?I~ ~ -« ~nf~CI?I~~ ~ CFfr ~ cnT~~ctI61

~'11'111

3-iIYI\1cnIMR ~
~ ~ ~11I<.icnl~ ~ *' Wm:~ ~ crrffi~I~(.jl~
~ ~ ~-~ \R ~ ~ -rm: t I ~ ~ ~~qICn ~ *' ~ ~ ~
~ ~
Cf>l Cf>l11W ~~ ~ ~. -q fu"rRf -q ~ ~ -rm: ~ ~ CfiT

~ ~ ~ ~ Rul<:r~ ~ ~ ~-- 3-iIYI\1cnIMR

~ *' ~ *' Wm:
~~I~<.iI~~1

(i) ~ Qll-$<.il-q
3-iIYI\1cnIMR
citcJ ~ ~<.iI"1'i*' Wm:~-~ \R ~
~-rm:m-a;~ID\T~~~ I

(ii) ~ ~ *' Wm:3-iIYI\1cnIMR

~ *' $"ff ~ ~ ~ ~ ~ *'
Wm:~ ~-WBr f.:rtTIfu1Cf>l ~ I

(iii) 3iIYI\1cnIMR ~ ~ ~ *' Wm:~ ~ijly~1~ ~ ~ *'

cnl<.iIM<.i
-q~ ~ c),.-s\lrr\1
~ ~ ~ ~ 3t1<>ic.'i1
*' ~ -q
~
Hur:r f.:rtTIfu13iCffu ~ *'.~ it Wr-n ~ I

(iv) ~ *' mtf% ~~I'il \R ~ ~ CIT0~ \R ~;%31R ~/~

~<;~1 ~ 3p:f 31fu Iq~lt(. ~ ~ ~ -q~ ~ -rm: ~ 31fu
Iql~lt(.~ «IDIT
~ ~ CIT0~ \R 'tZ1R~~) Cf>l~-ffi
~ ffifcn~ ~ -rm:~ ~<;~ I ~ 31fuIqI~It(.~ *' ~ f1:wr
~ ~ 3-iIYI\1cnlJr.:fcitcJ 1'i<-i~ulmfucnlR<.i1 ~ &rctWm:~ ~ *'

TRAfFlC-TG-1
 Wm:wqffi"[ffi cpl~ClI~
Cfft~1 31fuIClI~I~~Cfft~ ~~I.-jl~
~ ~ ~ *" ~ -#,~ ~~I.-jI1R-=qrt~ CfR'tcRT "[Rf~
l.-jjl{I.-jT@~1 ~Q{QIM,
~1\J"j~ClI{')~*"~~qfr-Mt1

(v) ~ ~ ~ '1:rcR ~cpl<-lIM(4~ ~ ~ cpl<-l\M<-I~ ~

~/31fu fCl~I~~ *" 3WtCfft~ (l'4f CWRfrCfft~ *" Wm:~
~ ~ m~ ~ ~ ~ t1 *" lJ:&:fClilul~~ (l'4f ~QI<-Icp
Clilul~ ~ (31R¥UT)cpt f.-j{YClIC\
~ ~ $IT ~I ~ lJ:&:f31R¥UT
~/~ ~ ~ cpt $IT ~"CfWiT~ *" ~1(1Rct\1
-Mtl
~Q{QIc1,~ fcn ~ d~{9 ~ TflIT~, ~ -#~ ~ ~ 31fu f~I~I~
~Cfft~~*"~Cf)f~~ 3-ii~{UI1W:fr~ I

(vi) ~3TI31R"~/31fu ~ ~ cpt 3-iIYldcpIMH

cnTZ~ ~,
~-~ -#&rt 1ffiIRClRtddl*" ~ it 1W:fr~I ~ ~
31100~ *"~ -#~ ~
Cfft qfr ~ *"~ ~P-lcpdl~ ~
~ ~ ~ ~ CfR't31fuf~~I~ c;qfu cpt ~ -# ~ ~ ~
qfr"WRT-#~~~1 "

(vii) "¥ITdYM~~ ~ 1R~ fcRff~3TI31R" 'tTRcncpt 4-~III<.tcplCffi1T~

~1<>iIGd1W:fr~~m:-

(CfJ) ~ ~3TI31R" ~ CfR't~

cpt 4-~liI<-Icpl -#~ ~ ~ ~ \rfT
~~; (l'4f

("&) ~ ~ ~3TI31R~ cpt4-~III<-Icpl

CfR't~ -#~ ~ ~ ~
041C1QIRcp
~m~~~-#cnW ~~~Cf){"@mm~
~ ~3TI31R 'tTRcn*"~. 4-~ CfR't~ -# ~ ~1~IGdfcR:IT
~I

(viii) ~ l1PTdYM~~ ~~ m- ~ Clil'C9d ~ -#~ Cfft~ ~

*" Wm: ~1(1Rct\1~ ~
Mjll.-jl041C1QI~cp mm dY4ct\1 ~ (vi) -#
~ ~I~<-II
*" ~ ~fct?:IT~~mcpt~~-#
~~CfiWIT~1 ~ ~-#~qfr~*"~-#~
~ ~C\~I/31fu~~cpt~~~~~~1

TRAFFIC.TO.I
 (ix) ~31T31R~, ~ ~C\~I ~ 3p:f 31fu Icjl~ltG ~ cir m Cfft
?:fBfT
Cfftl=ff1T ~ cnR if1~
~ 311Y1ctenl\1R ~ Cf1f31fuICj~ 1tG~
~ 3p:f ~ ~ mm cnT-qp cnR if1Wm:~«iJ1I\1~ ~ I&1~,
~ Wm:3I1Ylctenl\1R
~ Cf1f~«iJ1I\1~ ~~, if1~ -q~ ffi
~, ~ cnT1~~I~ctcnR CWIT~ mfucnrfr?:fBfT
cnR ~ 7:icitCf)T
~, ~{enl.tI-qir 1R ?:fBfTcnR, Yl{cjl{-q WtcP,~, ~ if1Wm:
~G{~ ~~ 3IlYlctenl\1
Cfft~~WI\r enl{enlcnT'tZiFf-qWrTrI

(x) ~ ~ 3I1ctl{ct\1
~ -q ~ 3I1Ylctenl\1R
~ if1~ -q ~«iJ1I\1~
\TfRT ~ 311YIctenl\1R cn1Gr ~ \YfRT 311TI'&m it, illW ~ cjIIU I~
~ ~ ~.tR ~ if1 3IiJ1!C\r\~ ~ ~I -Qm3IiJ-fhr\
~-q~~1

(xi) fq;:n-w ~ 3I1~I2.ct

cnR if1Wm:3p:f cnlif Cf1fdY~!jl~ ~
J-f1J1\1I-q~31T31R ~, ~ ~C\~I, ~~C\I~ ~1~lct~1, 3p:f 31fu fCt~ltG
~ 3p:f J1Q~~ul mm, ~
~ ~ 3I1Ylctenl\1R
~ ~
~ ~ ~ ~, ~ -qpCfiBif1Wm:tr ~ ~ I ~Q{QI\1,
~J1I~If"1ct
-Qm~ cjllul~ ~/~tR~Cfft~ ~~~~ I

(xii) 3IIYlctenIJRcn1Gr~~ cj,~G{-q~~~1R~~~m~

~cir~1

(xiii) ~ ~ ~11f~enl~/~~
3I1Ylctenl\1R CRR if1 IMI~ct ~ TR
{1"1YI7;jct
~"[ffi ~~~~ I

(xiv) {1"1YI;jct
ten ~ Cf)11
ten if1 ~cjl{ct~ en~-qlt\~ ~cjlf;;~TI~ cn~-qI{1
~m- ~ ~ YRcjl{if1~C\~I, ~fc;n-qm~-qW:ITTflIT~, if1
~ ~~ ~ ~ ~11f~cnl~
-qir 1R?:fBfT CR ~ if ill it 3I1Ylctenl\1R
~CRRif1Wm: ~~~ J1ijly-q1~CR~~ I

(xv) tffi if1J11.-<.Jctl!.lllct ~

~-5hlr\l"[ffi 3I1Ylctcnl\1R ~ ~1I1~cnl~
~ ~
if1Wm:J1ijly-qT1R
~CfiBif1Wm:~ ~~~~ I

(xvi) ~
3I1Ylctenl\1R ~ ~11f~cnl~ ~ ~ if1 Wm: ~~ J1ijIY~~!.
.q,
~~ ~~~./J-f!~I~\1~. Cf1fd~~ cnRif1Wm:w~1

TRAFFIC.TG.I
 (xvii) ~ ~/~/lh-S{~I';
3iIYldctll~l.; * ~ * aftt
Cf11Z ~
Cijffi~~-&rrr~~~ ~Cf>t~~~~
~*~aftt(f4Tct~ ifr~~~ .~g31Tml
~lt ~fCf)Q:~ .q)f~~ 3iIYldctlIMFrCf11Zef> ~
1R~~~1

(xviii) ~~~
J-jj4Iy-JrCf>t ~~~~O1:ffcR;q:ff~f\J"jUl~I,n
WTIfen% ~ ~ C!WIT
W *~ ~
1:f;f cnt I

(xix) 3iIYldC/lIJRCf11Z~~~CRR*~~~~~~
1R~~~~1

(xx) ~ ~~ltm ~ ~IYldC/lI~RCf11Z~~~CRR*

ft;m:31LRM- ~ Cf>t
~ ~ ~ ~ J-jj4Iy~l1:fiPt ~ ~ I

(xxi) C/I~I~I{ICf>t~q:ff~~, ~qrff~~ 3TIWUT*~q:ff~-

~ 1R~q:ff~(f4Tm.J-jIJ-j~'i 1t ~mq:ff~*~lt
~ m, J-jj4Iy-Jr c8 ~ ~ ~ ef> ft;m:~ ~ ~
1:f1R1R ~ ~ wm=r q:ff\;ffq q:ff~ I

(xxii) ~-~ ctlI4ct1~IY'i

q:ff\;ffq ~ (f4T ~~I~'i ~ 3TIWUTctll<.fI~<.f'i
1t
C/l14{d
~ *~ ~ Cf>t
~ * ft;m:7:ff5fr3TIWUTW11Wft
~1R~rnr~«rd1R~~~~1
cnRJ~
(xxiii) 3iIYldctllMFr CRR~ ~ ~Rctll-s1 Cf>t
~ c8 ~ ~
~ Cf)1i3 ~ c8~ * ft;m:~
Cf)1i ~ I

2. ~~~q)f~~-3-i1YI~.;~*~~~~*~lt
ffi!IT~ I

3.
~W1:f;fc8~~1
..'k _0<'.2:f.
""'" ~
(cfr:~.~)
f~~~ICh crn:rr.cnfUT.(m.)11
~mtl

TRAFFIC.TO.I