Procurement File not Moving: What to Do Next

Reviewed on: 2026-05-30.

If procurement file not moving, collect the account, application, transaction, policy, property, employee, pension, scholarship or bill reference and send one precise written complaint to the office that can correct the record or release the money. Ask for a written reason if the request is refused or kept pending. Escalate with the same evidence bundle to dealing assistant, drawing and disbursing officer, treasury, procurement officer and RTI route. Use RTI only for records held by a public authority: file movement, deficiency notes, dispatch records, sanction details, payment advice, inspection reports or reasons recorded on file.

Use the correct external forum. Use GeM or the other official source linked below where it fits the subject. For consumer-service disputes, consider National Consumer Helpline and e-Daakhil. For public departments, CPGRAMS, state grievance portals and RTI may help. For high-value or time-sensitive cases, take professional advice before limitation expires.

• GeM
• Central Public Procurement Portal
• MSME Samadhaan
• RTI Online

Preserve proof, write a dated complaint with reference numbers, and ask for a written decision or correction instead of relying on calls.

• /practical-guides/
• /practical-guides/category/government-payments/
• /practical-guides/fixed-deposit-lien-not-removed-after-settlement/
• /practical-guides/hospital-refuses-medical-records-reasonable-time/
• /practical-guides/life-insurance-maturity-payment-delayed/
• /practical-guides/employer-not-giving-salary-slip/

1. Step 1: What to do when procurement file is not moving? (a) Procurement file: (i) contractor/supplier's file — stuck in govt department, (ii) not moving: file pending — no action for weeks/months, (iii) consequence: delay in tender/payment/approval, (b) key rules: (i) GFR 2017: file movement — timelines, (ii) e-Procurement: GeM + e-Procurement portal — track status, (iii) RTI Act 2005: file status — through RTI, © common scenarios: (i) file stuck — at section level, (ii) file pending — at approving authority, (iii) file returned — without reason, (iv) file lost — department says “not found”, (v) file delayed — months no action, (d) rights: (i) contractor has right to file status, (ii) right to RTI — for file movement, (iii) right to escalation — to higher authority, (e) authority: Section Officer + Head of Department + Ministry, (f) law: GFR 2017 + RTI Act 2005 + e-Procurement Rules.

1. Step 2: Comparison table — procurement file scenarios. (a) Stuck at section: (i) issue: file stuck at section level, (ii) remedy: follow-up + RTI, (iii) timeline: 30 days, (iv) example: stuck; followed up; moved, (b) Pending approval: (i) issue: file pending at approving authority, (ii) reminder + RTI + escalation, (iii) timeline: 30-60 days, (iv) example: pending; escalated; approved, © Returned: (i) issue: file returned without reason, (ii) remedy: demand reason + resubmit, (iii) timeline: 30 days, (iv) example: returned; demanded; accepted, (d) Lost: (i) issue: department says “file not found”, (ii) remedy: RTI + grievance + legal, (iii) timeline: 30-60 days, (iv) example: lost; filed RTI; found, (e) Delayed: (i) issue: months — no action, (ii) remedy: RTI + grievance + escalation, (iii) timeline: 30-60 days, (iv) example: delayed; escalated; moved. (Note: RTI for file status. Escalate to higher authority. GeM/e-Procurement for tracking.)

1. Step 3: How to escalate stalled procurement file. (a) Step 1: Follow-up with section — in writing, (b) Step 2: RTI for file status — very effective, © Step 3: Grievance portal — pgportal.gov.in, (d) Step 4: Escalate to Head of Department, (e) Step 5: Escalate to Ministry — if needed, (f) Step 6: Keep all correspondence + reference numbers.

1. Step 5: Practical tips. (a) follow-up in writing — keep proof, (b) RTI for file status — very effective, © pgportal.gov.in for grievance — very effective, (d) escalate to Ministry — if department doesn't act, (e) Example: A contractor's file was stuck for 3 months; filed RTI + grievance; file moved in 30 days.

1. Step 6: Key provisions. (a) GFR 2017, (b) RTI Act 2005, © GeM: gem.gov.in, (d) Grievance: pgportal.gov.in, (e) File movement timelines.

See Procurement File and Invoice Objection and How to File RTI.