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Documents Required for Gazette Name Change
For an adult’s change of name in the Gazette of India, Part IV, the Department of Publication asks for seven documents: a signed undertaking, the original newspaper notice, the typed proforma in duplicate signed with two witnesses, a CD with the text in MS Word, two self-attested photos with photo ID, a certificate that the hard and soft copies match, and a request letter with the fee receipt.
The 7 documents for an adult, one by one
- Undertaking. A signed statement giving your old and new name, your father’s or husband’s name and your residential address, declaring that the facts are true to the best of your knowledge. Central Government employees can submit a deed for change of name instead, and Indians living abroad submit a deed attested by the Indian Embassy or High Commission. Undertaking format
- Original newspaper. The full original newspaper in which you advertised the change, not a cutting or photocopy. The notice must give your father’s or husband’s name and residential address. Newspaper notice rules
- Prescribed proforma, in duplicate. The notice text in the Department’s specimen format, computer-typed on plain paper, signed by you in your old name, with the full name, address, mobile number and signature of two witnesses. Specimen proforma
- CD with the proforma in MS Word. The same text as the proforma, without the witness portion, with your old name typed where the signature goes. Use a Word file (.doc or .docx), not a scan or PDF.
- Photos and photo ID. Two passport-size photographs and a photocopy of your photo ID, all self-attested.
- Hard copy = soft copy certificate. A short certificate, signed by you, declaring that the printed proforma and the CD contain the same text, and that you’ll be responsible for any mismatch or loss in transit. Certificate format
- Request letter with the fee receipt. A covering letter to the Controller of Publications asking for publication, with your printed Bharatkosh receipt. Include your mobile number and email so the Department can reach you. Request letter format
Accepted proof of old name and address
Your photo ID copy must show your old name. These are the documents the Department of Publication lists as acceptable:
| Proof of old name or identity | Proof of address |
|---|---|
| Passport | Passport |
| Aadhaar card | Aadhaar card |
| Ration card | Ration card |
| Voter ID card | Voter ID card |
| Driving licence | Driving licence |
| Electricity, water, telephone or gas bill (not older than 3 months) | Electricity, water, telephone or gas bill (not older than 3 months) |
| ID card issued by the Central or State Government | ID card issued by the Central or State Government |
| PAN card | Birth certificate |
| Birth certificate | Parent’s ID proof (for a minor) |
| Class 10 or 12 certificate | Rent agreement (with the landlord’s PAN card copy) |
Rules every document must follow
Extra documents for your situation
The Department of Publication publishes separate guidelines for these cases. Here is what each one adds to the standard set:
| Situation | What changes | Fee |
|---|---|---|
| Minor (under 18) | Father or mother applies and signs. The newspaper notice must give the child’s age, and the full newspaper page is sent. Add two photos of the guardian and one of the child. | ₹1,700 |
| Indian living abroad | A deed (adult) or declaration (minor) attested by the Indian Embassy or High Commission, in original. | ₹3,500 / ₹5,100 |
| Central Government employee | May submit a deed for change of name in the format under the Ministry of Home Affairs office memorandum of 12 March 1987. | ₹1,100 |
| Surname different from your father’s or mother’s, or adding a surname | An affidavit attested by a First Class Magistrate of your area. | ₹1,100 |
| Returning to your maiden surname | A copy of the divorce decree, or a no-objection certificate from your husband with his ID proof and mobile number. It can’t be processed while the matter is pending in court. | ₹1,100 |
| Changing a minor’s name after divorce | The public notice states the court decree number and date of the divorce, and the child’s age in years. The guideline gives the format but not the fee: public notices are ₹1,400 and a minor’s change of name is ₹1,700, so confirm the amount with the Department before paying. | Confirm |
| Name of another religion, without converting | Your undertaking must confirm that you are not changing your religion. | ₹1,350 |
| Change of religion | Undertaking with the date of change, a newspaper notice from your state, and a conversion certificate issued only by a mandir, masjid, monastery, gurudwara or church. It must show a registration number, sign and stamp, conversion date, old and new name with S/o, D/o or W/o, and address. Certificates from societies, educational institutions, trusts or Wakf Boards are not accepted. | ₹1,700 |
| Change of name and gender | A daily newspaper notice in English or Hindi under the “Public Notice” heading (not “Change of Name”), placed by you rather than a lawyer. Add ID proof for each witness and the gender identity documents the guideline lists. Your phone number and email must be in the request letter. | ₹1,400 |
| Adoption of a child | Newspaper notices from both the natural and adopting guardians, an undertaking signed by both, and two photos each of the natural parent, adopting parent and child. | ₹1,700 per party |
Sources: Department of Publication guidelines for adult, minor, adopting a different surname, maiden surname, minor after divorce, change of religion, change of name and gender, and adoption of child; office order of 19 September 2023 for fees.
Printable checklist
Tick each item as you put it in the envelope. Use the print button to take it with you.
Where to send your documents
Address the file to the Controller of Publications, Department of Publication, Civil Lines, Delhi-110054. Submit it in person or send it by post or courier. The guidelines state that no other channel, such as agents or advocates, is permitted. Public dealing hours are 10:00 am to 1:00 pm and 2:00 to 4:00 pm. The office is closed on Saturdays, Sundays and gazetted holidays.
Document FAQs
What documents are required to change my name in the Gazette of India?
An adult needs seven items: a signed undertaking, the original newspaper notice, the typed proforma in duplicate signed with two witnesses, a CD with the text in MS Word, two self-attested photos with photo ID, a certificate that the hard and soft copies match, and a request letter with the Bharatkosh fee receipt.
Do I need an affidavit or an undertaking for the gazette?
The Central Gazette guideline for adults asks for a signed undertaking. An affidavit attested by a First Class Magistrate is required if you adopt a surname different from your father’s or mother’s, or add a surname. Many people make a notarised affidavit anyway, because banks and other offices often ask for one.
How old can my documents be?
No document may be older than one year when it reaches the Department of Publication. Utility bills used as proof must not be older than three months.
What should be on the CD?
Only the proforma text, in an MS Word file, without the witness portion and with your old name typed where the signature goes. Don’t include scans, PDFs, signatures, photos or ID details.
Is Aadhaar enough as proof of my old name?
Yes. Aadhaar is on the Department of Publication’s list of acceptable proofs of old name and of address, along with passport, voter ID, driving licence, ration card and others. Send a self-attested copy.
Is a gazette valid for a name change in Aadhaar?
A gazette notification is the government’s official public record of a name change, and it is widely used as proof when updating Aadhaar. UIDAI decides what it accepts at the time of your update, so check its current list of supporting documents before you visit an Aadhaar centre.
Will the Department return my original documents?
No. Once submitted, documents are not returned, neither originals nor photocopies. Keep a complete set of copies before you send the file.
Sources
More gazette name change guides
Gazette name change fees
Official ₹1,100 / ₹1,700 rates, Bharatkosh payment steps and the full cost.
Affidavit and templates
Copy-ready undertaking, specimen proforma, CD certificate and request letter.
Name change after marriage
When a marriage certificate is enough, and when you need the gazette.
Minor name change
How a parent changes a child’s name: ₹1,700 fee, documents and records.
The full process
The 6 steps of a gazette name change, from undertaking to download.
Get your gazette file right the first time
Send us your details on WhatsApp. We’ll tell you exactly which documents and fee apply to you, then prepare the file for you to sign and post.