Hiring Of Private Properties For Office Accomodation By the Federal Government

Finance Division Office Memorandum No. F.NO.4(7)R-14/2024 dated 24 October 2025 sets instructions for hiring private properties for Federal Government office accommodation. It reiterates that lease arrangements involving rental rates higher than the prescribed limits require prior permission of Finance Division (Regulation Wing) and identifies the documentation that must accompany proposals.

Prior Permission Required For Hiring Above Prescribed Rates

The memorandum states that no lease agreement involving rental rates higher than the prescribed rates is to be issued by the Ministry of Housing and Works without prior permission of Finance Division (Regulation Wing). It also states that no ex-post-facto approval is to be granted for such lease agreements.

Proposals For Initial Hiring And Rent Enhancement

Proposals for initial hiring of private property and cases involving rent increases beyond prescribed limits are to be referred to Finance Division for consideration. The proposal is to be sent through the Joint Secretary (Exp.) and supported by approval of the Secretary Incharge of the concerned Ministry/Division.

Documents Required With the Proposal

The memorandum requires the proposal to include complete supporting documents, including:

1. Consent of the owner.
2. Statement of space entitlement.
3. Details of sanctioned strength approved by the Ministry of Housing and Works.
4. Hiring particulars in the prescribed standard format, signed by a Grade-20 officer, with all entries completed.
5. An authentic map of the premises.
6. Copies of previous lease agreements in cases involving enhancement of rent.
7. A self-contained note giving specific recommendations of the concerned Joint Secretary (Exp.).

Why Complete Documentation Matters

The memorandum emphasizes submission of complete documents and required approvals for Finance Division’s consideration. A proposal missing the prescribed information may not enable the competent authority to examine the space entitlement, sanctioned strength, premises, existing lease or reasons for rent enhancement.

Frequently Asked Questions

Can the Ministry of Housing and Works issue a lease above prescribed rates without Finance Division permission?

No. The memorandum requires prior permission of Finance Division (Regulation Wing).

Can ex-post-facto approval be granted?

The memorandum states that no ex-post-facto approval will be granted for such lease agreements.

What approvals should accompany a proposal?

The proposal is to be supported by approval of the Secretary Incharge of the concerned Ministry/Division and routed through the Joint Secretary (Exp.) to Finance Division.

Are previous lease documents required for rent enhancement?

Yes. Copies of previous lease agreements are included in the required documents for rent-enhancement cases.

Related EmployeesDesk Resources

For related guidance, see General Financial Rules of the Federal Government. For related guidance, see Handbook for Drawing and Disbursing Officers.

Official Finance Division Office Memorandum

Consult the original memorandum for the exact documentation checklist and routing instructions. The subject line in the PDF spells “Accomodation” as shown in the title above.

Download the Finance Division office-hiring memorandum dated 24 October 2025 (PDF)