Section 10(j) in The Manual of Departmental Orders
(j)Any reply or representation which the officer communicated with has to make should be sent by him direct to the Chief Engineer in a cover marked "Confidential". No discussion or controversy can be permitted, however, and no officer can claim a reply to any comment he may be thus permitted to make. The Chief Engineer, if he considers it desirable, will communicate with the reporting officer. In any case, the whole correspondence including the Chief Engineer's letter conveying the adverse remarks and subsequent correspondence, if any, the representation of the officer concerned and any final comments or orders of the Chief Engineer concerned and any final comments or order, of the Chief engineer or Government should be placed along with the annual report in question in order to form a complete record for future reference.
