Eligibility and procedure to apply for a new ration card

Eligibility and procedure to apply for a new ration card

The following rules apply for getting a new ration card :

1. Who are eligible to get a new and separate family card ?

• The applicant and his/her family must be Indian citizens
• The applicant and his/her family must be living and cooking separately
• The applicant and his/her family must be ordinarily resident in Tamil Nadu
• The applicant or his family members must not possess any family card in any State in India
• The applicant or any of his/her family members must not be a member in any other family card in Tamil Nadu
• The applicant and members of the family must be close relatives

2. Is there any prescribed application format ?

Yes, Government of Tamil Nadu has prescribed an application format in English and application format in Tamil as well. This formats are available on the Website. User would need to download Adobe Acrobat Reader to use these forms and then print them out.

3. To whom should the application be sent ?

• In Chennai city and its belt areas, filled in applications with documents must be filed with Assistant Commissioner of Civil Supplies of the zone in which the applicant lives. Applicants can contact the above offices over telephone if there are doubts over the jurisdiction office of the area in which he/she is resident.
• In districts other than Chennai, Taluk Supply Officers of the Civil Supplies and Consumer Protection Department or Assistant Rationing Officers (in Coimbatore city) concerned of the area in which the applicant lives is competent to receive applications for family cards.
• Applicants are requested to obtain an acknowledgement slip at the counter in the Assistant Commissioner's or Taluk Supply Office concerned.
• Applicants may also chose to send the application by post. However, it would be wise to send it by Registered Post with Acknowledgement Due (RPAD) to ensure that there is proof of submission.
• Civil Supplies and Consumer Protection department will be launching a full online application service by September 2008

4. What are the documents that must be attached with new family card applications?

Application (in the new format above) should be filled up completely, signed or thumb-impression and submitted along other documents below. Incomplete forms are liable for rejection. The following documents need to be attached:

• Proof of applicant's current residence in Tamil Nadu (copy of original document)

  • Election Photo Identity Card (EPIC), OR
  • Property tax payment receipt in case of own house (current year), OR
  • Electricity Bill (last month), OR
  • Telephone Bill (last month) , OR
  • Front Page of Bank Pass Book, OR
  • Allotment orders in respect of persons residing at houses allotted by Slum Clearance Board, OR
  • Passport, OR
  • Currently valid tenancy agreement (in case of rented house), AND

• Surrender Certificate along with relevant family card issued by the card issuing authority if any card is issued in the previous address, OR
• Name Deletion Certificate from the parent or guardian family card or Non-inclusion of name Certificate issued by the card issuing authority in the previous address, OR
• No card certificate issued by the card issuing authority, if there is no family card in the previous address, AND
• Particulars regarding earlier application for family card, including registration number and details of rejection, if any? AND
• Details of LPG connection, if any, with details of name of consumer in whose name it is registered, consumer number, LPG agency and Oil Company name. AND
• Mobile Number or Email addresses may be filled up in the format to enable this department to send an automated message (to be activated by end 2008) to the applicant on the status of the application. AND
• A self addressed and stamped postal cover or postcard to enable the office to communicate the results to the applicant.

5. What is the procedure for processing my family card ?

• The application filed by you is sent for field verification. The officer carrying out the field verification is supposed to inspect the applicant's house and kitchen to ensure that the applicant is living and cooking separately and also to verify the use of LPG by the family.
• When the officer reports at the applicant's house, the applicant may ask the officer for proof of identity (official ID card) before letting him inspect the premises.
• Civil Supplies and Consumer Protection Department is very concerned about the integrity of the officers and conduct in public offices. Applicants are free to report any indecorous behavior or demand for payment of bribes by any inspecting or office staff of the department by telephone or email to the Commissioner, Civil Supplies and Consumer Protection.
• The inspection is to be carried out with 30 days of the application being filed with the AC or TSO office. In case, the inspection by the officer concerned does not happen within 30 days, please speak to the Assistant Commissioner or Taluk Supply Officer concerned.
• Thereafter, if the application is found fit by the Assistant Commissioner or Taluk Supply Officer concerned as per the above eligibility conditions, then the application is approved and sent for printing of the family card.

6. Will the applicant get any information about the result of his/her application ?

• Applicants are requested NOT to get in touch with the AC or TSO offices (unless filing additional documents) earlier than 30 days, to avoid unnecessary workload on the offices of this department. This will enable us to serve you better.
• As soon as the application is filed, the applicant must collect the acknowledgement slip with the office seal, date of application, serial number and date of final disposal.
• Government of Tamil Nadu has fixed the time limit for passing orders on applications for new ration as 60 days from the date of application.
• Once, the application is found eligible for issue of a new family card, the card is sent for printing. As soon as the printed card arrives in the office, the Assistant Commissioner or Taluk Supply Officer has to send a post card to the applicant requesting him/her to collect the ration card in person with the acknowledgement slip within 15 days.
• In case the application is rejected, the Assistant Commissioner or Taluk Supply Officer has to send a post card to the applicant indicating the reasons for rejection within 60 days of the application date.
• If a Mobile Number or Email address has been specified in the application format, Civil Supplies and Consumer Protection department will send an automated message (to be activated by end 2008) to the applicant on the status of the application as soon as the application is decided upon.

7. Is there any fee for a new ration card ?

• Government of Tamil Nadu have prescribed Rs 5 as the fee for a new ration card. This amount has to be paid to the AC or TSO office concerned
• Applicants are requested NOT to pay any bribes to any staff or antisocial elements (brokers). Any such requests may be reported to this office by email to the Commissioner, Civil Supplies and Consumer Protection.

8. How does the application collect his/her ration card?

• As soon as the applicant receives information about the readiness of the ration card from the AC/TSO office concerned, he/she may go in person on any Monday or Friday or the date specified in the post card/SMS/Email from the AC/TSO office concerned to collect the card after surrendering the acknowledgement slip issued at the time of submission of the application, within 15 days of receipt of the post card.
• Applicants are requested to keep a copy of the ration card outer cover (back and front) in safe custody OR record the Ration Card Number and shop ID in safe place to enable applying for a duplicate family card, in case the original is lost.
• In case, the head of the family (applicant) is not able to collect the ration card due to any valid reason, the applicant/head of family may send a letter authorizing any other member of the family to collect the family card on his/her behalf. Such a letter must have the signature of the other member of the family attested by the applicant. The person so authorised may collect the card after surrendering the acknowledgement slip issued at the time of submission of the application.
• The AC/TSO may refuse to hand over the new family card to such a person if he has a reason to suspect the bonafides of the person authorised. The AC/TSO may then send a reply by postcard to the applicant stating the reasons for the refusal to handover the card.

9. What can applicants do if there is delay beyond 60 days from the application date ?

• Applicants may contact the Assistant Commissioner or Taluk Supply Officer concerned and find out the reasons for the delay.
• Officers and staff of the department are liable for action if they wantonly delay applications.
• Applicants may speak to Deputy Commissioner, North or Deputy Commissioner, South if within the city of Chennai and it's belt area.
• Applicants may speak to the District Supply and Consumer Protection Officers of the district concerned.
• If the AC or DC offices do not respond, applicants may also, if needed, also report the same by email or telephone to the Commissioner, Civil Supplies and Consumer Protection.

10. To whom does appeal lie if my application is rejected ?

• Deputy Commissioner of Civil Supplies , Chennai City, North and South , Civil Supplies and Consumer Protection Department , Chennai 5 in respect of Chennai city and the belt areas around.
• In respect of other areas the District Revenue Officer of the district.

11. What are consequences of filing false or misleading information in applications?

• Applicants must be aware that every family card means a subsidy expenditure of approximately Rs. 2000 per year for a green card. Hence, diversion of public resources by filing false information about members of family or giving fictitious addresses is wrong and would be liable under section 7 of the Essential Commodities Act. Such applicants would be liable for criminal prosecution and consequent punishment under the law.
• Therefore, applicants are requested to file correct information about members of family living with them to avoid the following:

• Prevent inclusion of family members who are already included in any other family card in Tamil Nadu or elsewhere
• File correct addresses
• Disclose information on LPG connections
• Desist from applying for a new card, when the family is in possession of another family card elsewhere or in the same address.