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How to Draft and Submit an Undertaking for the Allotment of a Community Hall

When applying for the allotment of a Community Hall for hosting functions such as marriages, receptions, or other ceremonies, it is essential to provide a formal undertaking. This document serves as a legally binding commitment to follow the rules and guidelines set by the authorities, ensuring the proper use of the facility. This guide will walk you through the process of drafting and submitting an undertaking for the allotment of a Community Hall.

Step-by-Step Instructions:

1. Drafting the Undertaking:

Step 1: Personal Details:

• Start by writing your full name, followed by the relationship details, such as s/o (son of), d/o (daughter of), or m/o (mother of), and your residential address.
• Example: I, [Your Full Name], s/o [Parent’s Name], r/o [Your Address], do hereby solemnly affirm and declare as under:

Step 2: Declaration of Intent:

• State the purpose of applying for the Community Hall, including the type of function (e.g., marriage, reception, engagement).
• Example: 1. That I have applied for the allotment of the Community Hall situated at [Location] on [Date] for holding the [Function Type] of my [Relation].

2. Environmental Compliance:

• Affirm that you will use a generator following the guidelines of the Environment Department, Govt. of India.
• Example: 2. That I will use the generator as per the guidelines of the Environment Department, Govt. of India.

3. Noise Control:

• Commit to not using a DJ or loudspeaker between 10:00 PM and 6:00 AM.
• Example: 3. That I will not use DJ/loudspeaker at the above premises between 10:00 PM and 6:00 AM.

4. Protection of Trees:

• Pledge not to use trees for lighting or any other purpose, and to avoid causing any injury to plants and trees within the Community Hall premises.
• Example:
  • 4. That I will not use the trees for any kind of lighting or any other purpose.
  • 5. That I will not make any injury to the plants and trees in the above said Community Hall.

5. Waste Management:

• Ensure that all solid waste will be collected, thoroughly swept, and disposed of at the nearest Municipal Dustbin/Dhalao after the function.
• Example: 6. That after the function is over on the particular day, all solid waste shall be collected, thoroughly swept/cleaned, and disposed of to the nearest Municipal Dustbin/Dhalao, and the Community Hall will be cleared of all sorts of solid waste.

6. Provision of Potable Water:

• Confirm that potable water will be provided during the function.
• Example: 7. That potable water will be provided by us at the time of the function.

7. Health and Safety Measures:

• Declare that necessary health measures and fire safety precautions will be adopted during the function.
• Example:
  • 8. That the necessary health measures will be adopted by us during the time of the function.
  • 9. That all fire safety measures will be adopted by us during the time of the function.
  • 10. That the instructions issued vide Circular No. F.61/DPS/MS/96/143 dated 30/11/1996 regarding fire safety measures will be followed by us.

8. Acceptance of Responsibility:

• Accept full responsibility for any violations of the undertaking and acknowledge that legal action may be taken, including forfeiture of the security deposit.
• Example: 11. If there is any violation of the undertaking, I shall be wholly responsible and liable for forfeiture of the security deposit and legal action if any.

9. Verification:

• Conclude the document with a verification statement, confirming that the contents of the affidavit are true to the best of your knowledge.
• Example: Verified at New Delhi on this [Day] of [Month], that the contents of this affidavit are true and correct to the best of my knowledge and belief.

Note: Remember to sign the document as the DEPONENT and have it attested by a Notary.

Troubleshooting Tips:

• Ensure that all sections of the undertaking are accurately filled with correct details.
• Double-check the specific guidelines mentioned in the undertaking, such as noise control and environmental compliance, to avoid any violations.
• If unsure about any section, consult with a legal expert or the concerned authority to ensure your undertaking meets all requirements.

FAQ:

Q1: Why do I need to provide an undertaking for the allotment of a Community Hall?

• The undertaking ensures that you adhere to the rules and regulations set by the authorities, including environmental guidelines, noise control, and proper waste management, thereby minimizing any potential impact on the community.

Q2: What happens if I violate the terms of the undertaking?

• If you violate the terms, you may face legal action, and your security deposit may be forfeited.

Q3: Can I make changes to the undertaking after submission?