Guards Documents:

An important way of assessing the efficiency of train operation over a given period of time is a thorough examination of different operating statistics. A large number of basic, fundamental and derived operating statistics are worked out from the papers and document the Guard prepares when working a train.

Even in this computer age where everything is computerized, the data is fed manually and it is the origin of errors that do not lead to the end which you need. Without any correction, frequent correlations the output will not be a perfect one.

While the compilation of essential operating statistics, it is the primary purpose for preparation of train papers by Guard, two incidental purposes are also served. This is done by

  • Effecting a check in the divisional office on working of trains by examination of such points in the train papers as load, detentions, shunting, punctuality performance and unusual occurrences
  • Deriving from these papers certain basic information in regard to timings, speed, etc. in the event of an inquiry or investigation into an accident, mishap or unusual occurrence.
To achieve these purposes, Guard has to keep a record of the following in relation to his train:
  • Composition and marshaling
  • Load in terms of number of units and tonnage
  • Painted number and types of vehicles attached or detached on the run and time taken in shunting
  • Time of arrival and departure of stoppages enroute and at stations
  • Time lost at stations, at signals, by the engine, due to restrictions and other causes.
  • These records are kept by the Guard in one or more of the following train papers which are to be prepared by him
  • Guard’s Rough journal
  • Combined train report
  • Vehicle Summary

This is a personal record for Guard, and in this journal, he maintains all the information that may be relevant to him in connection with the train he works.Guard is to keep as meticulous a detail as possible of different information in his personal journal this will prove useful in rendering an account in regard to the performance of the train, detention, accident or unusual occurrence, making and taking over of packages etc., particularly after a lapse of time, in any enquiry or investigation.

This journal rendered by the Guard, whether it is a goods train or a passenger carrying train is so designed as to give a detailed yet succinct record of the running of, and work performed by that particular train. It fulfills functions similar to those of a log book maintained by a ship or steamer.

Being the captain of the train, the Guard records the information on Locomotive, the rake containing coaches or wagons, the section over which the train is to run, the permanent and temporary restrictions by permanent way engineer, details of certifications by train examiner, the particulars of loaded commodity or parcels by commercial staff, particulars of van safety equipments, the scheduled and actual timings, detentions and reasons, weather condition and other factors affecting the normal run and finally the operating crew particulars.


The number of the train, the description of the train, the direction to which it is to be run, the station from and to station names, etc. The names of the Driver and his assistant, their staff numbers, the headquarters, the section over which they work, etc.

  • The loco number, the loco type, its hauling capacity, the loco shed, the permissible speed of the loco over the section to be run.
  • The painted numbers of coaches or wagons, the total number of each type of wagon or coach, the physical parameters like the length of the train and the gross tonnage of the train.

The section on which the train is going to run, the speed permitted on that section, the distance to be covered, and the ruling gradient on the section which is related to the training load, and intermediate station codes, the scheduled and actual timings for the stations, and the advertised timings from PTT.


The number of the Brake Power certificate, the station at which it is issued, the date of the certificate and its validity, the brake power percentage of the rake, and the destination or number of days valid or the total kilometers valid up to which the certificate is valid.


The commodity loaded on wagons, the intactness of seals provided, the parcels handed over to the guard and their packing, marking conditions, the station from and to stations of parcels, the waybill particulars of parcels, etc.

  • The permanent speed restrictions with kilometer identity, the temporary restrictions pertaining to the section, etc.

Every van is provided with safety equipment like portable control telephone, emergency lighting box, stretcher, wooden wedges, fire extinguishers, By-pass gadgets and First aid box. The availability of each item, the date on which they were inspected last, etc.

The working condition of the following important safety items is to be noted. The Tail lamp on both ends, the side lamps, and their red glass, the flasher light provided in the cabin and lighting facility of the luggage rooms.


The particulars of weather like sunny, rainy, windy, foggy and snowfall which may affect the normal running with respect to signals and track shall be recorded and the problems due to the natural factors shall be anticipated and shall be prepared to meet out.


The scheduled and actual timings of the train related to each station are to be recorded by the Guard. The detention en-route and at the stations, the cause of the detention shall also be noted.


The loss of time on account of traffic (includes signaling department also), permanent way restrictions, locomotive as well as carriage & wagon departments. The compensatory made up allowances on account of traffic, Engineering and locomotive are also reckoned and the punctuality of the entire run is calculated.