Hajj Leave — The Government Servant's File Guide

If you work for the government in India, your Hajj or Umrah starts with a file, not a flight. Central government servants need prior permission to travel abroad on a private visit, including a pilgrimage, in addition to sanctioned leave. Most states have similar rules for their own employees.

Getting the permission is usually straightforward. Problems come from applying too late, filling the form incompletely, or booking before approval arrives. This guide explains the rule, how it varies, and what to keep in your file. It is general information: your own department's instructions always take priority.

The prior-permission rule (apply well ahead)

For central government servants, the rule has two parts:

• Leave. You apply for leave in the usual way, stating that the purpose is a visit abroad.
• Permission to go abroad. The Department of Personnel and Training (DoPT) says that when a government servant applies for leave to go abroad on a private visit, separate prior permission from the competent authority is also required. Where your cadre or ministry has not named a separate authority, the leave sanctioning authority's approval also covers the foreign visit.

DoPT publishes a standard proforma for this permission. It asks for:

• your name, designation, pay, ministry or department, and passport number
• the period of travel, the countries you will visit and the purpose
• the estimated expenditure (travel, board, lodging, visa and other costs) and the source of funds
• details of private foreign travel in the last four years

Your administration then completes its own part, covering matters such as whether you handle government cash, deal with classified matters, or have any disciplinary or criminal proceedings pending. DoPT has also said that vigilance clearance is required before permission for a private foreign visit is given.

How early to apply. There is no single deadline across government. Some departments set their own: the Central Board of Direct Taxes, for example, has asked its staff to send ex-India leave applications at least one month in advance. Ask your establishment section for your department's timeline, and apply well before you pay for anything non-refundable.

State variations

State government servants follow their own state's conduct and leave rules, and these differ. Before you apply, find out:

• Who the competent authority is. It may be your head of office, head of department or the state government itself.
• Which form to use. Many states have their own proforma; some follow the central format.
• The timeline. States and departments set their own notice periods.
• Conditions attached. Orders granting leave for Hajj or Umrah commonly state that the trip is at your own expense, that you will not take up any official work abroad, and that you will rejoin duty when the leave ends.
• Other services. Employees of public sector undertakings, universities, the judiciary and the armed forces often follow their own organisation's rules. Check with your own establishment or administration section.

If your state Haj Committee or department has issued a circular for the season, read it: it is the most current statement of the rules for your case.

Your document checklist

Keep one folder, paper or digital, with everything in it before you travel:

• Leave sanction order showing the dates and that the purpose is a visit abroad
• Permission to go abroad from the competent authority (or confirmation that the leave sanction covers it), naming Saudi Arabia and any other country on your route, such as a Dubai stopover
• A copy of your completed proforma, with the estimated cost and source of funds you declared
• Your passport, valid for at least six months beyond your travel dates. Government servants applying for a passport usually need an Identity Certificate, a No Objection Certificate or a Prior Intimation letter from their office; check the current form on the Passport Seva website
• Your Saudi visa and Nusuk documents, including hotel bookings for every night of the stay
• Vaccination certificates. For Umrah, Saudi Arabia requires a meningococcal vaccination given at least 10 days before arrival, and COVID-19 proof if you are over 65 or have certain chronic conditions. Hajj pilgrims follow the health requirements announced for that Hajj season
• A copy of your return ticket, so you can show you will be back before your leave ends

Three habits save most of the trouble:

1. Apply before you book. Do not pay for non-refundable flights or packages until permission is in hand.
2. Declare every country. If your route includes a stopover, name it in the application.
3. Do not overstay your leave. If a flight is cancelled or delayed, inform your office at once in writing and keep the airline's confirmation.