A fard or recovery record identifies an article or property that is seized, recovered, or taken into custody. Its purpose is entirely practical: a later reader — a supervisor, a court, or an officer handling the property months afterward — should understand what the item was, where and when it was handled, who witnessed the work, and what supporting papers exist.
The fard is also one of the most attacked documents in a missal, because it is where physical evidence enters the file. A vague description, a missing witness, or a place that does not match the map gives a reader reason to doubt work that may have been perfectly sound. Use the current form and your local instructions; this article covers description and consistency practice, not the legal rules of seizure.
Last updated: September 2026
Article description standards اشیاء کی تفصیل کے معیارات
"Phone" is usually too broad. "Mobile phone" is better but still weak. A useful description lets a stranger identify the item later without being told which one you mean. Record the details that are actually visible and verifiable:
- Type and category — mobile phone, bicycle, cash bundle, document set.
- Make and model where visible or recorded.
- Colour, size, and condition — enough to distinguish it from similar items.
- Serial number, IMEI, or other unique identifier when lawfully available and visible.
- Distinctive marks — scratches, stickers, engravings, damage.
- Quantity and packaging — how many, in what container, how sealed.
If a detail is not known, do not invent it. State what was actually observed. An honest "IMEI not visible; screen damaged" is stronger than a fabricated number, because a fabricated identifier is easy to disprove and hard to recover from. Equally, do not carry the same description into every case — a template that says "black mobile phone" for every recovery is not a description.
The description on the fard must be specific enough that the item listed in the chalan, the index, and any property register refers to exactly the same object in exactly the same condition.
Category-specific notes زمرے کے لحاظ سے نوٹس
Phones and digital devices
Beyond make, model, and colour, capture the IMEI or serial if visible without altering the device, the state of the screen, and any accounts or locks as observed. Handled correctly, the device description supports later digital work. Analysis of Call Detail Records and IMEI data is a separate workflow — see digital evidence, CDR, and IMEI.
Cash
Record the total, the denominations where counted, the currency, and the packing. Counting and witnessing should follow your unit's procedure. A cash entry that gives only a rounded total with no denominations invites questions later.
Weapons and sharp instruments
Type, length or size, condition, whether loaded, and how made safe and packed all matter. These items usually have stricter handling and sealing rules — follow them exactly and record each step.
Narcotics and contraband
Quantity, packing, appearance, sampling, and sealing must be recorded under the specific rules that apply to those substances. These categories carry the highest documentation burden; if your unit has a dedicated procedure, use it rather than the general guidance here.
Documents and valuables
For documents, describe the type (cheque book, agreement, identity document), issuing authority where visible, quantity, and condition. For valuables such as jewellery, record metal, stones, weight if measured, and any hallmark or marking.
Vehicles
Make, model, year if visible, colour, registration or chassis number, engine number, and condition. Vehicles often need separate paperwork; ensure the fard matches whatever register entry is required.
Place, time, witnesses, and custody مقام، وقت، گواہ، اور تحویل
Every fard should fix the event in time and space:
- Place — precise enough to match the map and the diary entry. "Near the bazaar" is weaker than a full address or marked location.
- Date and time — when the article was actually taken into possession.
- Persons involved — who recovered or seized the item, in what capacity.
- Witnesses — who was actually present, with correct spellings matching their statements.
- Next step — sealing, packing, transfer to malkhana or laboratory, and who received it.
The fard should agree with the zimni entry for the same event, item for item and time for time. If the recovery is connected to a search memo, map, medical record, or application, cross-reference those documents accurately. Do not describe a place as a recovered location when it was only the subject of a statement, and do not list a witness who did not observe the relevant act.
Supporting records معاون ریکارڈ
A recovery rarely travels alone. Depending on the case and local rules, the supporting set may include:
- Search or seizure memo and the relevant process paper.
- Photographs or sketches where required.
- Map or naqsha identifying the place and relevant landmarks — with north and scale.
- Receipt or malkhana entry showing where the property was stored.
- Forensic, medical, or laboratory documents when applicable.
- Transfer or forwarding record when the item is sent for analysis.
Each attachment should be easy to find in the final index. A supporting paper that is not linked to the fard can be overlooked; a reference to an attachment that is not packed creates a different and worse problem. When the item is later sent for analysis, the covering paper and the receipt should close the loop back to this fard.
Common fard mistakes فرد کی عام غلطیاں
- Generic descriptions — "one mobile phone" with no make, colour, or identifier.
- Item not in the diary — a fard listing an article the zimni never mentioned.
- Witness mismatch — names spelled differently from their statements, or a person listed who was absent.
- Place mismatch — recovery place in the fard differs from the map or diary visit.
- Missing seal or packing detail — no record of how the item was secured.
- No custody trail — nothing showing where the item went after recovery.
- Invented identifiers — serial numbers or IMEIs not actually observed.
Investigation-level problems distinct from typing are covered in common investigation mistakes.
Using MPW templates MPW ٹیمپلیٹس کا استعمال
MPW can reuse FIR identity fields and provide a consistent fard layout so the heading, station, and case number stay aligned with the rest of the missal. Enter the source information once, check the selected template, add the actual article details, and preview the Urdu text before printing.
A template saves typing time; it does not create evidence or complete a recovery record. Delete templates you no longer use so an old case's details never reach a new print, and preview every form before a full run — paper-size mismatches cut margins and shrink Nastaleeq text. See the MPW forms guide and how to print MPW forms.
This is educational guidance for authorised police work and is not legal advice. Follow current forms, standing orders, and evidence-handling rules. HR Solutions develops Missal Police Writing (MPW) and CDR Analyzer.