Published by Postoffice Coaching | Source: O/o Chief Postmaster General, Kerala Circle, Thiruvananthapuram – 695033 | Letter No. ST/PO/HSG-II Promotion/2026 dated 24.08.2026
Quick Summary Table
| Item | Details |
|---|---|
| Circle | Kerala Circle, Thiruvananthapuram – 695033 |
| Letter number | ST/PO/HSG-II Promotion/2026 |
| Date of letter | 24.08.2026 |
| Marked as | Urgent / By E-mail |
| Subject | Promotion to the cadre of HSG-II in Post Offices for the year 2027 |
| Addressed to | PMG Central Region (Kochi), PMG Northern Region (Calicut), All SSPOs/SPOs Southern Region |
| Purpose | Collection of records required by the DPC for assessment of fitness |
| Feeder cadre | LSG (Lower Selection Grade) |
| Eligibility reckoning date | 01.01.2027 |
| Service condition | 6 years of regular service in LSG cadre |
| Exclusion | Officials retiring by 31.12.2026 may be excluded |
| Annexures required | Annexure I, II, III and IV |
| Submission deadline | 01.09.2026, positively |
| Signed by | Rahul R, Assistant Postmaster General (HR) |
What This Letter Is About
Kerala Circle has started the paperwork for the HSG-II promotion cycle for the year 2027.
This is not a notification for candidates and there is nothing here to apply for. It is an internal data-call letter. The Circle Office has asked Regions and Divisions to collect and send the service records of eligible LSG officials so that the Departmental Promotion Committee (DPC) can assess their fitness for promotion to HSG-II.
In plain words:
- The Circle is building the file that the DPC will sit on.
- Divisions do the collecting. Officials do not send anything directly to the Circle Office.
- If your records are incomplete or wrong at Division level, that is where the problem starts — not at the DPC stage.
Who Has to Be Included in the List
The letter is specific about which officials must be reported.
Main list:
- Officials in the LSG cadre.
- Position to be seen as on 01.01.2027.
- Those who have completed 6 years of regular service in the LSG cadre.
- Officials who retire by 31.12.2026 may be excluded.
Additional list:
- The details of all SC/ST officials in the LSG cadre who satisfy the above two conditions are also to be furnished.
Note the wording carefully: SC/ST officials meeting the same two conditions are to be reported in addition to the main furnishing. This is a standard step so that the DPC has the complete picture for roster purposes.
Documents Required from Each Division
Eight items have been listed. Divisions must send all of them.
- Annexure I – Service Particulars of officials
- Annexure II – Information in respect of officials in PwBD category
- Annexure III – Details of Non-qualifying service after the date of promotion to LSG
- Annexure IV – Details of penalties imposed on the officials during the last ten years
- No Report Certificate with respect to APAR grading
- Vigilance Clearance Certificate
- Special Report
- Service Book and APAR
The Ten Instructions – Explained Simply
The letter carries ten specific instructions. Here is what each one actually means for the dealing hand in the Division.
1. Follow the Circle Gradation List order. Service particulars must be prepared in the Annexure I format along with the special reports of officials by the Divisional Committee, and must be arranged exactly in the order of Sl. No. shown in the Circle Gradation List. If the service particulars in the Circle Gradation List of LSG cadre as on 01.01.2025 differ from what the Divisional Committee has prepared, that difference must be shown in the ‘Remarks’ column against each such official. Any official who is otherwise eligible but was left out of the Circle Gradation List may also be included, with clear remarks against the entry.
2. Do not drop SC/ST/PH officials. Officials under SC/ST/PH category belonging to each Division must not be omitted even if the category is not mentioned in the Circle Gradation List. In other words, a blank in the gradation list is not a reason to leave someone out — the Division must go by its own records.
3. PwBD, vigilance and non-qualifying service. PwBD details go in the Annexure II format. A vigilance clearance report must be furnished for all officials, not only for doubtful cases. Non-qualifying service after the date of promotion to LSG cadre must be shown for each official in Annexure III.
4. Ten-year punishment history. Details of punishment awarded to officials during the last ten years, if any, must be furnished in the Annexure IV format.
5. Soft copy in Excel, dates in dd-mm-yyyy. A soft copy of the Annexures must be prepared in MS Excel and sent to the Circle Office by e-mail as well. All dates must be filled in dd-mm-yyyy format only. This is a small instruction with a large practical effect — mixed date formats are the most common reason such files are returned.
6. Pending and contemplated cases go in the Special Report. Details of disciplinary/vigilance cases contemplated or pending against the officials under consideration, if any, must also be mentioned in the Special Report.
7. APAR gaps need a NO REPORT certificate. APARs for the period mentioned in the Annexures must be duly filled up. If an APAR is missing for a period, or an APAR for a period of more than 3 months has not been written, a “NO REPORT” certificate duly signed by the Divisional Head must be furnished. In such cases, the APAR of the previous year should be furnished.
8. If the Divisional Committee did not recommend someone, say why. Where the Divisional Committee has not recommended the case of any official, the reason must be duly furnished in the Remarks column of the Special Report as well as in Annexure I. The reason must appear in both places.
9. Officials on temporary transfer and IPPB deputation. The service book and APAR of officials on temporary transfer and on deputation to IPPB must be obtained from the concerned Divisions/IPPB by the parent Division. The parent Division carries the responsibility here, and it must be ensured that all information furnished is accurate.
10. Flag the pages. The relevant pages of Service Books and APARs must be flagged invariably. This is what allows the DPC to move through the files without sending them back.
The Deadline Is Tight
All the information in respect of each Division/Unit must be furnished by 01.09.2026, positively.
The letter is dated 24.08.2026 and is marked Urgent / By E-mail. That leaves a very short working window for a fairly heavy set of records — service books, APARs of multiple years, vigilance clearance, ten-year penalty history and four annexures, for every eligible LSG official in the Division.
Practical suggestion for Divisions:
- Start with the Circle Gradation List of LSG cadre as on 01.01.2025 and mark it up first. The ordering requirement in instruction 1 means this list is your spine.
- Work out the 6-years-regular-service-as-on-01.01.2027 filter early, and separately mark those retiring by 31.12.2026.
- Pull the IPPB deputation and temporary transfer cases on day one. These take the longest, because the records sit in another office.
- Do the Excel soft copy in parallel, not at the end. Fixing 200 date cells on the last evening is how deadlines get missed.
- Get the vigilance clearance moving immediately — it needs a separate signature chain.
Why This Matters for Officials in LSG
If you are an LSG official in Kerala Circle, this letter concerns your record even though you are not required to submit anything yourself.
Things worth checking at your own end:
- Is your name in the Circle Gradation List, and at the right Sl. No.? If you are eligible but omitted, the letter allows your Division to include you with remarks. But somebody has to notice.
- Is your category correctly recorded? Instruction 2 exists precisely because categories go missing from gradation lists.
- Are your APARs complete? A missing APAR does not automatically stop your case — the NO REPORT certificate route exists — but gaps invite queries and delay.
- Is your service book updated and are the relevant entries traceable? Non-qualifying service after your LSG promotion will be computed from it.
- If you are on deputation to IPPB or on temporary transfer, your parent Division has to fetch your records from elsewhere. A polite follow-up with your parent Division is reasonable.
None of this changes the DPC’s decision. It only makes sure your case reaches the DPC complete and on time, which is the part that is actually in your hands.
Points This Letter Does Not Decide
To avoid the usual misreadings, a few clarifications:
- This letter does not announce any promotion. It is a data-call for the DPC.
- It does not declare a vacancy position for HSG-II for 2027. No vacancy figures appear in the letter.
- It does not fix a DPC date or a date for issue of promotion orders.
- It is not an examination and there is no test, syllabus or application form connected with it. Promotion to HSG-II from LSG is made through the DPC process on the basis of service records and fitness, not through a competitive examination.
- The eligibility figures mentioned here — 6 years of regular service in LSG, position as on 01.01.2027 — are as stated in this letter for this cycle. Do not carry them across to other cadres or other circles.
Frequently Asked Questions
Q1. What is this Kerala Circle HSG-II letter about? It is letter No. ST/PO/HSG-II Promotion/2026 dated 24.08.2026 from the O/o Chief Postmaster General, Kerala Circle, asking Regions and Divisions to furnish the records required by the DPC for assessing fitness of officials for promotion to the HSG-II cadre in Post Offices for the year 2027.
Q2. Who is eligible to be included in the list? Officials in the LSG cadre, seen as on 01.01.2027, who have completed 6 years of regular service in the LSG cadre. Officials retiring by 31.12.2026 may be excluded. Details of all SC/ST officials in LSG satisfying the same two conditions are also to be furnished.
Q3. Do individual officials have to apply or submit papers? No. The letter is addressed to the Regions and Divisions. The Divisional Committee prepares the service particulars and special reports, and the Division sends everything to the Circle Office.
Q4. What is the last date? The information must be furnished by 01.09.2026, positively.
Q5. What are the four Annexures? Annexure I – service particulars; Annexure II – PwBD category information; Annexure III – non-qualifying service after the date of promotion to LSG; Annexure IV – penalties imposed during the last ten years.
Q6. What happens if an APAR is missing? If an APAR is missing for a period, or an APAR for a period of more than 3 months has not been written, a “NO REPORT” certificate duly signed by the Divisional Head must be furnished, and the APAR of the previous year should be furnished.
Q7. My name is not in the Circle Gradation List but I think I am eligible. What then? The letter states that any official who is otherwise eligible for consideration but found omitted in the Circle Gradation List may also be included, with clear remarks against the entry. This is done by the Division.
Q8. I am on deputation to IPPB. Who collects my records? The parent Division must obtain the service book and APAR from the concerned Division or from IPPB.
Q9. Is this an exam notification? No. Promotion to HSG-II from LSG is through the DPC process based on service records and assessment of fitness. There is no examination, syllabus or application form involved in this letter.
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