Aide Memoire for Retd Officers and NOK
Miscellaneous
Aide Memoire for Retd Officers and NOK
ACTIONS TO BE TAKEN BY THE SPOUSE AFTER
THE DEMISE OF THE HUSBAND
General
It must be the bounden duty of all retired offrs maintain all files and documents in proper manner
and keep to their spouses/nominees informed. In any case, this Aide Memoire must be read by both jointly
as soon as it is recd. In the unfortunate event of the officer preceding his wife, the actions that need to be
taken by the lady are given in succeeding paras.
Registration On RODRA. All veteran officers of Indian Army (less TA & NCC), spouse of above officers
in receipt of family pension & dependents (Other than the spouse) in receipt of family pension Must register
themselves online on Retired Officers Digital Records Archive ( RODRA) of Directorate of Indian Army
Veterans ( DIAV) . Once a person is registered with RODRA, subsequent problems/grievances will be
solved by DIAV through MP5B. For details please visit DIAV portal indianarmyveterans.gov.in
Death Certificate. 30 copies of the death certificate in original, should be obtained from the Municipal
Authorities. The photocopies even when attested are not accepted by various offices who require proper
death certificates. Death certificate issued by civil/service hospital is also acceptable as a legal document.
Dignity in Death
To ensure an honourable and befitting funeral for ESM and widows, the Army has launched a new
scheme called Assured Decent Last Rites Scheme (ADLRS). The scheme envisages having an
organization at each Army Cantonment where veterans are attached. On intimation of the demise of a
veteran or his widow, the field staff will move to his/her residence, contact family members and check the
place of last rites. They will assist the family in organizing a decent funeral and lay a wreath on behalf of
the COAS. A Demise Grant of Rs. 10,000/- is provided by the CSD through station HQ. It is hence,
advisable that in case of the tragedy, the local Station HQ is contacted as soon as possible.
Immediate Action to be Taken after Demise of Offr
(a) Death Certificate. Obtain at least 20 copies of death certificate, in original, if not done earlier.
(b) Inform Stn HQ, nearest Army unit and dependent CSD Depot about the death and for help needed in
arranging last rites.
(c) Inform Colonel of the Regt, Centre Comdt and Offr’s unit about demise of the offr.
(d) Police/Legal Requirements. If there is a police case or some legal issue to be resolved before the
last rites, necessary action to preserve the body like keeping it in mortuary be taken.
Action to be taken in the next 24 hours
(a) Place at the Cremation Ground should be tied up to avoid confusion.
(b) Intimation about the demise must be sent to AGI for EI cover, nearest CSD Depot Manager
(for demise grant), AG’s Branch, AWWA including local Army authorities, friends and relatives.
(c) In case FIR has been lodged, ensure that the documentation at Police station is completed and No
Objection Certificate obtained from Police before carrying out last rites. In case of death where FIR has
been lodged, copy of FIR would be required by the hospital admitting the patient, the insurance companies
to settle the claims and all other authorities which may be involved in the settlement of claims and
compensations.
(d) Notify death in the obituary column of the News Paper and give date, time and venue of ‘Prayer Meeting’.
Action within Next 30 Days
(a) Executor of the WILL has to inform all heirs of the property about the WILL and their share and to
obtain NO OBJECTION CERTIFICATE from the relatives for smooth execution of the WILL.
(b) Intimation of the Offr’s demise be forwarded to the agencies as listed in
Appendix ‘A’.
(c) Actions to be taken by the spouse/NOK on demise of a pensioner are given at
Appendix ‘B’
Conclusion
It is seen that post retirement, offrs generally do not manage their personal documentation in
the same manner in which they did for their unit/tps in comd. It is essential that Retd Officers devote
adequate time and attention towards maintaining their files and all documents. The spouse and next of
kin/nominees must be in full picture of all files/documents, saving instruments and their location.
GUIDELINES FOR PREPARING A WILL
Introduction
A WILL is a fundamental part of your personal financial planning. Making a WILL enables you to
expeditiously distribute your property to those you want to after your departure. It is the only way to ensure
that your dear ones obtain possession of your legacy with ease. You must make a WILL even if all your
ownership is in joint names. Joint names and nominations merely facilitate receipt of your property/money;
they do not make the survivor or the nominee a legal heir to it. Your WILL is a written declaration by you
of your present intentions for the distribution and disposal of your property/ money after your demise.
The WILL is the most sought after document immediately after the demise of theperson owning
any property. The WILL is generally taken too lightly while the person is hale and hearty. In fact the
family members frown upon the very thought of preparing a WILL and assure each other that the love,
affection, and cohesiveness within the family is so strong that the bonds of the relationship would not
require to be tested by the preparation of this unnecessary document. Experience, however, shows that
the frailty of relationship is exposed immediately after the person passes away and it is time to read the
WILL. This is sad but too true to be denied. The WILL requires to be framed and thought out well in
advance while there is no pressure of time, ill health, family disputes arising out of uncertainty of the share
of each of the family members and before the actual test of relationship comes to the fore. It is suggested
that the more detailed the WILL in its contents, the easier it would be for the heirs/the appointed
EXECUTORS of the WILL to act and practically implement the contents and meet the letter and the spirit
of the WILL. There are some pertinent points that need to be addressed while preparing the WILL so that
the practical implementation may be easy without creating tension or an unhappy atmosphere. In fact, at
times, this tension is so great that it threatens to completely fragment, split and break up a family, or even
involve litigation within the family members.
Preparation of Initial Draft of WILL
Points that may be useful in the preparation of the Initial Draft of the WILL are as follows :-
(a) It is advised that where husband and wife are JOINT OWNERS of properties and assets, they should
make separate and reciprocal WILLS to assign their share to their spouse. Further they should appoint
Executor and Witnesses so that the respective WILLS may be operated and executed in the event of
simultaneous demise of the couple (Husband and Wife) in an accident.
(b) The format for the WILL may be altered and modified to meet the individual requirement.
(c) The WILL should be clearly worded, unambiguous and precise in its contents and intention.
(d) The CONTENTS of the WILL should NOT be made known to the beneficiaries as that could lead to
un-necessary harassment of the EXECUTORS, testator and even other beneficiaries (especially where the
property is to be divided differently/in different proportions).
(e) ALL WILLS are IRREVOCABLE. In case any WILL is to be revoked or changed or in any way modified,
it would be best that the Testator writes a fresh WILL and clearly states in the latest WILL that “All previous
WILLS, whether registered or unregistered whatsoever, stand revoked and cancelled. Further, this clause
must be inserted. “This is my LAST and FINAL WILL and takes precedence over any previous WILLS”.
(f) It is strongly suggested that the WILL must be registered. It should be noted that a Registered
WILL takes precedence over any WILL not registered.
(g) It is prudent and advisable NOT to nominate joint holdings that is to say that any property or asset is
to be held co-jointly. Let it be divided in the proportion the author desires it to be shared.
(h) Ensure clear cut nomination of the share of the assets and if any proportions are to be made of one’s
cash assets in whatever form they may be this should be clearly mentioned. This would facilitate expeditious
and authentic disbursement of such assets to the heirs to whom the assets are bequeathed.
(j) An EXECUTOR may be a Beneficiary under the WILL, if the Testator so desires. Otherwise, he may
also be ruled out of the share to the property. This would certainly keep him away from being influenced in
any way that hurts his interests or clashes with his personal desires.
(k) A WITNESS CANNOT be a Beneficiary in the WILL.
(l) Probate. This is only required in Pondicherry, Chennai, Mumbai and West Bengal and the Executor has
to apply for this in the Court. In the rest of India, Probate is not necessary especially if the WILL is
registered.
Choice of an Executor
(a) It is advisable to have a younger person, with good health and sober habits so that it decreases the
chances of his predeceasing the Testator. He may also elect to appoint an Alternate Executor. In any case,
should an Executor predecease the Testator, then the Testator should appoint a new Executor.
(b) The Executor should be a resident of the same town as the Testator so that the WILL may be
executed expeditiously and meet the legal requirements of the State.
(c) It may be best that a Lawyer is appointed as the Executor especially when the property is not easily
divisible or is to be divided in unequal or in different proportions among the beneficiaries.
(d) Since the Execution of the WILL rests with the Executor, it is imperative that the Executor is honest,
trustworthy, reliable and an impartial person. Further that he would not be a person who could be easily
swayed in favour of any particular individual especially under the pressure or thereat or bribe (of whatever nature).
(e) The Executor must know the contents of the WILL and must be willing to Execute the WILL in
accordance with the wishes of the Testator and as contained in the test of the WILL, in letter and spirit.
Choice of Witnesses
(a) The Witnesses may not know the contents of the WILL but they must ALL be present together to sign
the WILL as Witness at the same time.
(b) The Witnesses must NOT be the Beneficiaries of the WILL.
(c) Witnesses should be permanent residents of the same town so that, if required, they may be able to
appear in the Court as and when so called upon.
(d) Witnesses should generally be younger in age to avoid them Predeceasing the estator. However, if
that unfortunately does happen, then, on their demise, new Witnesses must be signed in
OIRE=Attributes of a WILL
(a) WILL should be a clear-cut, unambiguous and a precise document.
(b) It should be written on good paper that can withstand weathering by time. No STAMP PAPER or
STAMP DUTY is required.
(c) It should be written in BLACK ink - not ball point pen.
(d) There should not be any overwriting.
(e) Try and avoid Appendices, or attachments in terms of documents.
(f) You are advised to consult a solicitor/lawyer to ensure that the language is correct in legal terms as it
may be required to be presented before a COURT.
(g) It should not have been written under any duress or made in exchange of any financial, material or any
other gain. This should be mentioned in the WILL so that it is clear to all that there was no pressure of any
kind on the author while the WILL and the LIVING WILL were being made.
Appx ‘A’
AGENCIES TO BE INFORMED ABOUT THE OFFR’S DEMISE
1. Bank Manager, where Pension is being credited, for grant of family pension.
2. Addl Directorate General of Manpower, Policy and Planning MP (5b).
Adjutant General’s Branch
IHQ of MoD (Army)
West Block – III, R K Puram
New Delhi 110066
3. Directorate General of Ceremonial and Welfare/CW 8)
Army Officer’s Benevolent Fund ( AOBF)
Adjutant General’s Branch
Integrated HQ of MoD (Army)
West Block III, Room No 17B , 2nd Floor RK Puram
New Delhi 110066
4. Chairman, Army Group Insurance Fund
IHQ of MoD (Army)
AGI Bhawan, Rao Tula Marg
Vasant Vihar Post Office
Post Box No 14,
New Delhi 110010
5. Sr AO (P)
GI / M ( Military Section) Group IV
PCDA (P) Draupadi Ghat, Allahabad 211014 ( UP)
6. CO and Centre Comdt.
7. Nearest Dependent Station CSD Canteen for Reimbursement of funeral expenses to the NOK of the
pensioner and issue of fresh Canteen Card for the dependent/spouse.
8. Nearest Station Headquarters for action required for the issuance of fresh Ration Card, Canteen card
and surrendering the Identity Card of the deceased.
9. Zila / Rajya Board for issue of Widow Identity Card (if reqd).
10. Concerned ECHS Polyclinic.
11. PCDA (Pension), Draupadi Ghat, Allahabad (UP) 211001.
12. Various clubs for transfer of membership/refund of security deposit.
13. Municipal authorities for transfer of property and the property tax in the name of widow.
14. Change of name for Telephone, water and electricity billings.
15. Income Tax authorities.
16. RTO : for change of vehicles ownership.
17. Licensing authority: for transfer of Private Arms.
18. LIC : for settlement of insurance claims.
19. Concerned post office: for settlement/payment of deposits.
20. Claims for pension, AGI fund, AOB fund, Demise grant, Legal help and benefits granted by
state/central Govt.
Appx ‘B’
DIAV’s READY RECKONER TO BE ISSUED TO RETIRING OFFICERS
ACTIONS TO BE TAKEN BY THE SPOUSE/NOK ON
DEMISE OF AN ARMY PENSIONER
PENSIONER
1. Step 1. Death, if due to any accident or unnatural causes, should always be reported to the nearest
police station. It resolves a lot of legal and documentation issues at a later stage. In such cases, it is also
advisable to get the autopsy done to establish proper cause of death.
2. Step 2. Do obtain two ink signed copies of the medical certificate specifying the cause of death from the
hospital or an authorized medical practitioner. One copy is required by the authorities at the cremation /
burial ground. And the second copy is required by the Registrar of Deaths & Births to issue death certificates.
Do obtain the cremation / burial certificate from the cremation / burial ground.
3. Step 3. A close relative should apply for issue of death certificate within 15 days of the death of the
pensioner / deceased. The family must obtain around 20-30 ink signed & equal number of photo copies
duly attested by a class one officer for necessary documentation.
4. Step 4. Write to the Pension Disbursing Authority (PDA) i.e, the pension paying bank intimating them
of the demise of the pensioner, asking them to discontinue the pension of the pensioner and commence
payment of the family pension of the spouse / NoK / Heir, enclose an ink signed death certificate and copy
of the original PPO with joint photograph of the pensioner and spouse / NoK duly stating the PPO and
Pension Account Numbers.
5. Step 5. If the Pension Account is a joint account or the spouse is a nominee, then it is easy to operate
the same account for family pension, otherwise a fresh bank account is required to be opened in the same
bank. The bank authorities will require a proof of identity and residence. Photo copy of Voter Identity
Card / PAN Card should suffice with three copies of attested photographs.
6. Step 6. Apply to MP5 B to process the case of family pension and also write separately to Pension
Sanctioning Authority i.e. PCDA (P) to commence the family pension stating the demise of the pensioner
duly enclosing an ink signed copy of death certificate.
7. Step 7. Write to the AGs Branch (MP-5, CW 4) to update the records and pay the platinum grant as
applicable.
8. Step 8. Do write to Army Group Insurance Fund (AGIF) to draw payment on extended life insurance if
eligible.
9. Step 9. Return the deceased pensioners identity card to the nearest station HQ / ZSB for further
disposal. And apply for new identity card to ZSB
10. Step 10. If there are other insurance policies in the name of the deceased soldier then do write to the
insurance companies to pay the due amount.
11. Step 11. Write to all banks wherein the pensioner has his accounts to transfer the closing balances
to the spouse / NOK providing them with the bankers address and account number.
12. Step 12. Write to the Regional Transport Office (RTO) to transfer the car / two wheeler / any other
automobile to the NOK.
13. Step 13. Write to concerned Arms Licensing Authority to transfer the weapon (if any held) to the
NOK and meanwhile deposit the weapon(s) at the concerned Police Station for safe custody. Later, the
NOK should apply for Arms License at the earliest.
14. Step 14. Write to the Electricity Providing Agency to transfer the meter in the name of spouse/NOK
and start further billing against that name.
15. Step 15. Write to the Telephone Providing Agency to change the name of the subscriber, transfer the
connection to the name of the spouse / NOK for further billing.
16. Step 16. Apply to AWHO to transfer the dwelling unit to the spouse / NOK. Performa for application
should be obtained from the AWHO / Resident Welfare Society. The Resident Welfare Society has to
render No Objection Certificate (NOC) stating that there is no encroachment of common land, no major
modification to the approved design and all dues to the society has been cleared. If not already done,
you may have to do it before they issue NOC.
17. Step 17. Write to all the clubs and societies to transfer the membership to the spouse/NOK. Write to
all debtors to clear all dues and make payment to the spouse / NOK.
MEMOIRE
18. Step 18. Clear the outstanding dues if any to the bankers, creditors and credit cards held / taken if
any. Return the credit cards of the deceased pensioner to the banks concerned.
19. Step 19. Some of the banks may have issued insurance certificate for the amount of FD / bank
balance then the same should be claimed.
20. Step 20. Write to Income Tax authorities to intimate death of the pensioner to close his Income Tax
file and consequently open an Income Tax file in the name of the spouse/NOK quoting the PAN number
of both the deceased pensioner and the spouse.
21. Step 21. Write to the Municipal Authorities to Close Property case file of the deceased person and
open it in the name of the spouse / NOK.
22. Step 22. Approach the District Courts for Probate of the WILL, if it is in possession; otherwise obtain
a Succession Certificate from the District Judge. Relevant instructions are summarized as a check list
at Annexure V.
23. Specimen Letters. Draft specimen letters are at Appx ‘C’
Appx ‘C’
SPECIMEN OF DRAFT LETTER FOR FAMILY PENSION
From
(Correspondence address & tele number)
Date
To,
The Bank Manager
Bank Name Address
Sir,
SUBJECT: GRANT OF FAMILY PENSION ON DEMISE OF PENSIONER.
1. Reference our Joint Pension SB A/C No ________ held with your Bank.
2. I regret to inform you that my husband, IC No _________ Rank _______ Name
________________ has expired on ________ at _________ due to __________.
His Death Certificate issued by __________ dated __________ is enclosed for ready
reference.
3. He was drawing his pension through your bank. You are therefore requested to kindly stop the payment of his pension with effect from _________ and commence payment of family pension at the rate as prescribed vide Annexure 3 to Sixth Pay Commission Report i.e. Rs ________plus DA @ ______ or as applicable to me through the same Pension SB Account No ___________ held with your Bank. We have no dependent children.
4. You are requested to forward the attached copy of this letter along with copy of the death certificate duly endorsed for its correctness.
5. Thanking you in anticipation.
Yours faithfully,
Signature
(Name)
Copy to :- PCDA (P), Draupadi Ghat, Allahabad (UP), Pin-211014
Appx ‘C’
(Annex-1)
DRAFT LETTER TO AG’S BRANCH FOR INTIMATION OF DEATH OF DEFENCE PENSIONER
From
(Correspondence address & tele no.)
To,
Addl Dte Gen of Manpower
(Policy & Planning)/MP (5b)
Adjutant General’s Branch, IHQ of MOD(Army),
Wing No-3, Ground Floor,
West Block-III, R K Puram, New Delhi-110066
Sir,
SUBJECT: INTIMATION OF DEATH OF DEFENCE PENSIONER.
1. I regret to inform you that my husband, IC No _____Rank ____ Name _____ has expired on ________ at _________ due to __________. A copy of death certificate
dated ______ issued by ______ is enclosed herewith for your info and necessary action pl.
2. He was drawing his pension through _______ (Name of bankers) under the authority of Pension Payment Order No ________(copy enclosed).
3. Since my name is not endorsed in the Corr PPO of my husband for family pension, you are requested to take necessary action for grant of family pension.
OR
3. My name is already endorsed in the Corr PPO.
(Signature)
Name-
Date _____
Copy to :-
PCDA (P), Draupadi Ghat, Allahabad (UP), Pin-211014
Appx ‘C’
(Annex-2)
DRAFT LETTER FOR ARMY GROUP INSURANCE EXTENDED POLICY
From:
(Correspondence address & mob no)
Date
To,
The Chairman,
Army Group Insurance Fund,
AGIF House, Rao Tula Ram Marg, NEW DELHI – 110010
Sir,
SUBJECT:- ENCASHMENT OF EXTENDED ARMY GROUP INSURANCE POLICY
1. Reference the Extended Army Group Insurance Certificate No ___________ dated _______ issued to IC No._______Rank_______Name ________________ of Corps of Signals.
2. I regret to inform you that my husband, IC No ________ Rank ______ Name ________________ has expired on _________ at ________due to ______________. His Death Certificate issued by __________ dated _______ is
enclosed for ready reference.
3. I am enclosing the Extended Army Group Insurance Certificate for encashment duly completed in all respects. His date of birth is ___________ and kindly send the cheque of the sum assured to me on my address as given above at the earliest.
4. My Bank details are as follows: _________Bank A/C No __________________
Address _______________.
5. Thanking you in anticipation.
Yours faithfully,
Signature
(Name)
Appx ‘C’
(Annex-3)
DRAFT LETTER TO PCDA (PENSION) FOR FAMILY PENSION
Mrs ________________ Dated :
(Correspondence address)
Tele :_________ Mob__________
To,
Sr AO (P)
GI/M (Military Section), Group IV, PCDA (P), Draupadi Ghat, Allahabad-211014, UP
SUB : BANK ACCOUNT DETAILS IN RESPECT OF WIDOW OF LATE IC- RANK NAME (RETD), ARM /SERVICE FOR FAMILY PENSION
Dear Sir,
1. I regret to inform you that my husband IC _________ Rank ______ Name ______________________ (Retd) expired on ____________.
2. He was in receipt of retiring/revised pension of Rs _______/- per month. His PPO No ______ dt _________ as amended vide Corrigendum PPO ___________ dt _______ (Photocopies encl).
3. The cause of death is given in the Death Certificate dated ________ issued by_____________________ (photocopy encl).
4. As the cause of his death was due/not due to an accident, FIR has been lodged/not lodged with the Police Station in Sector _________(Copy of FIR encl). – Not
Applicable
5. The details of my Joint Pension Account held with my late husband and into which his monthly pension was being credited and the details of his bankers are given below :-
Savings Bank Account Details _____________________ Banker’s Address : __________________
6. It is requested that the details of my entitled Family Pension plus DA at the prevailing rates may please be intimated to the Branch Manager, ___________________ __________Branch) with instructions to credit the same into my Savings Bank Account referred in para 6 above under intimation to me.
Thanking You, Yours faithfully,
(Mrs ________________)
Appx ‘C’
(Annex- 4)
DRAFT LETTER TO THE COMMANDING OFFICER
Mrs ________________ Dated :
(Correspondence address)
Tele :_________ Mob__________
To,
The Commanding Officer
Unit/Battalion
PIN- C/o –
INTIMATION OF DEMISE IN RESPECT OF IC-RANK NAME (RETD)
Dear Sir,
I regret to inform you that my husband IC _________ Rank ______ Name ____________________ (Retd) expired on ____________ due to __________________.
Yours faithfully,
(Mrs ________________)
Appx ‘C’
(Annex-5)
DRAFT LETTER TO THE CENTRE COMMANDANT
Mrs ________________ Dated :
(Correspondence address)
Tele :_________ Mob__________
To,
The Commandant
Regimental Centre
PIN- c/o –
INTIMATION OF DEMISE IN RESPECT OF IC–RANK–NAME–(RETD)
Dear Sir,
I regret to inform you that my husband IC _________ Rank ______ Name ____________ (Retd) expired on ____________ due to ___________________.
Yours faithfully,
(Mrs ________
Appx ‘C’
(Annex- 6)
DRAFT LETTER TO THE COLONEL OF THE REGIMENT
Mrs ________________ Dated :
(Correspondence address)
Tele :_________ Mob__________
To,
The Colonel of the Regiment
INTIMATION OF DEMISE IN RESPECT OF IC–RANK–NAME–(RETD)
Dear Sir,
I regret to inform you that my husband IC _________ Rank ______ Name _____________ (Retd) expired on ____________________ due to ___________________.
Yours faithfully,
(Mrs ________
Appx ‘C’
(Annex- 7)
DRAFT LETTER FOR TRANSFER OF REGISTRATION OF AWHO PLOT/HOUSE
Mrs ________________ Dated :
(Correspondence address)
Tele :_________ Mob__________
To,
AWHO
South Hutments
Kashmir House
Rajaji Marg.
New Delhi, 110011
TRANSFER OF REGISTRATION OF PLOT HOUSE BOOKED REF NO
Dear Sir,
1. I regret to inform you that my husband IC _________ Rank ______ Name ____ __________________(Retd) expired on ____________ at___________________.
2. It is requested that the Booking of above mentioned plot/dwelling unit may please be transferred in my name.
3. Following are enclosed :-
(a) copy of death certificate in r/o of my husband.
(b) photo copy of bookings.
(c) copy of adhaar card and Pan card.
(d) Two copies of photographs- ( single and joint).
4. In case you require any other information, please inform me.
An early action is required please.
Thanking You,
Yours faithfully,
(Mrs ________________)
Appx ‘C’
(Annex- 8)
APPLICATION FORM FOR CLAIMING AGIF AMOUNT UNDER EXTENDED INSURANCE (EI) SCHEME
To,
Army Group Insurance
IHQ of MoD (Army)
AGI Bhawan, 560, Rao Tula Marg
New Delhi PIN- 110057
Dear Sir,
1. I regret to inform you that my husband IC ......................... Rank ..........................Name .................................................(Retd) expired on ......................... at ...........................
2. Please arrange to release AGIF amount in (EI) scheme as per details given below:-
(a) Date of Birth .
(b) Date of Retirement .
(c) Date and cause of demise (encl photocopy for Death cert) .
(d) Bank Particulars with complete postal address with PIN Code, IFSC code of bank
along with one cancelled cheque and savings bank account particulars.
(e) Complete family details.
(f) Extended Insurance certificate.
Thanking You
Yours faithfully,
Place: (Signature of wife/ NOK)
Date:
