31. Communication of unfavourble remarks made in confidential report. - In order that an officer may be in a position to rectify his shortcomings, unfavourable remarks recorded in his confidential reports or on other occasions should be communicated to him. While considering whether remarks should be communicated, officers should observe the following principles :-
I. When a report is built upon the individual opinions of the different departmental superiors in gradation it is only the opinion as accepted by the highest authority which need be considered from the point of view of communication.II. Remarks should not be communicated to the officers -(1)if the highest authority to whom they have been submitted, suspends judgment on them;(2)if they are in reply to enquiries whether the officer who has not been well reported on previously has improved and is fit for promotion or whether an officer is fit for a particular appointment, unless the authority for whom the reply is ultimately intended considers that facts or allegations contained in them should be communicated to such officer;III. Remarks made about an officer of and above the rank of Assistant Commissioner other than an officer on deputation to another department should not be communicated to such officer except by or under the orders of the Commissioner. Remarks on an Inspector, Sergeant, Sub-Inspector or Assistant Sub-Inspector should not be communicated to him except by or under the order of a Deputy Commissioner of Police.IV. Normally, adverse remarks should be verbally brought to the attention of the officer concerned by the Deputy Commissioner and a note recorded to that effect.
