If you are applying for a Gazette of India Part IV name-change publication as an adult/major, the Department of Publication lists a specific core set of documents: a signed undertaking, original newspaper, prescribed proforma in duplicate with two witnesses, the required soft copy, two self-attested passport-size photographs, self-attested photo ID, a hard-copy/soft-copy matching certificate, and a request letter with the applicable fee. Additional documents can apply to special categories or State Gazette procedures.
Quick answer
For the Central Gazette adult/major route, the official checklist includes:
- Signed undertaking
- Original newspaper carrying the name-change advertisement
- Prescribed proforma in duplicate
- Signatures and details of two witnesses
- Soft copy of the prescribed printing matter
- Two self-attested passport-size photographs
- Self-attested photocopy of photo ID
- Certificate confirming that the hard copy and soft copy are identical
- Request/forwarding letter
- Applicable publication fee
The Department also says the application documents must not be older than one year and that submitted documents are not returned.
Important: This is the checklist for the Central Gazette adult/major procedure. It should not be presented as a universal checklist for every State Gazette, minor application or special name-change category.
Central Gazette Name Change: Official Document Checklist
| Document | Adult/Major Central Gazette |
|---|---|
| Signed undertaking | Required |
| Original newspaper | Required |
| Prescribed proforma | Required, in duplicate |
| Two witnesses | Required on the prescribed proforma |
| Soft copy of printing matter | Required |
| Passport-size photographs | Two, self-attested |
| Photo ID | Self-attested copy |
| Hard/soft-copy matching certificate | Required |
| Request letter | Required |
| Applicable publication fee | Required |
| Special-category documents | Only where applicable |
This table reflects the Department of Publication’s published adult/major guideline.
1. Signed Undertaking
The Department of Publication requires an undertaking signed by the applicant for the Central Gazette adult/major procedure.
The undertaking should contain the applicant’s old and new name together with the relevant father/husband name and residential address. It also includes a declaration that the information supplied is true and correct to the applicant’s knowledge and belief.
What should you check?
Before signing, make sure:
- The old name is spelled correctly.
- The proposed new name is spelled correctly.
- The residential address matches the rest of the application.
- Father/husband details are consistent with the prescribed format.
- The signature is made in the required manner.
Do not copy an undertaking or affidavit from an unrelated website without checking the applicable official procedure.
2. Original Newspaper
The Central Gazette adult/major guideline requires the name change to be advertised in one daily local leading newspaper.
The advertisement should state the father’s/husband’s name and residential address, and the original newspaper must be forwarded to the Department.
This means the newspaper requirement for this Central route is not simply “upload a screenshot of an advertisement.”
Keep the complete original newspaper safely until the application has been submitted and processed.
What should the newspaper notice contain?
The Department’s specimen and instructions indicate that the notice should identify the relevant old and new name and include the required personal details, including the father’s/husband’s name and residential address.
Follow the applicable newspaper-notice format rather than copying wording from another applicant’s advertisement.
3. Prescribed Gazette Proforma
The Department requires the prescribed printing matter to be prepared on plain paper and submitted in duplicate.
The proforma must be computer typed and signed by the applicant in the old name. It must also contain the required details of two witnesses. A corresponding soft copy is required.
The Department’s specimen for an adult/major contains fields for:
- Old name
- New name
- Father’s/husband’s name
- Residential address
- Applicant’s signature in the old name
- Witness 1
- Witness 2
4. Two Witnesses
Two witnesses form part of the prescribed Central Gazette adult/major proforma.
The Department’s specimen contains fields for each witness’s:
- Full name
- Signature
- Address
- Mobile number
Make sure the witness information is complete and readable before submitting the application.
A common practical mistake is to prepare the applicant’s information correctly but leave witness fields incomplete.
5. Soft Copy of the Gazette Printing Matter
The Central Gazette guideline requires a soft copy of the printing matter in MS Word format on CD.
The Department specifically instructs that the witness portion should be removed from the soft copy and the old name should be typed in place of the signature.
This requirement is particularly important because the Department separately requires a certificate confirming that the hard copy and soft copy contain the same content.
Do not assume that a modern online upload replaces every technical requirement in an older published guideline. Check the Department’s current instructions before submission.
6. Two Passport-Size Photographs
The adult/major guideline requires two self-attested passport-size photographs.
The Department also refers to photographs being submitted with the application and the required documents.
Use photographs that satisfy the current submission instructions and make sure they are properly self-attested where required.
7. Self-Attested Photo ID
A self-attested photocopy of photo identity proof is part of the Central Gazette adult/major checklist.
The Department’s guideline states that the application must be supported by self-attested photo ID proof.
Which ID can be used?
The Department’s official acceptable-document list includes several forms of identity/old-name proof, including:
- Passport
- Aadhaar Card
- Ration Card
- Voter Card
- Driving Licence
- PAN Card
- Central or State Government ID
- Birth Certificate
- 10th/12th educational certificate
Therefore, Aadhaar should not be described as the only universally acceptable identity document for a Gazette application.
8. Proof of Old Name or Identity
The Department publishes a separate list of acceptable documents for proof of old name/identity.
The listed examples include:
- Passport
- Aadhaar Card
- Ration Card
- Voter Card
- Driving Licence
- Central or State Government ID
- PAN Card
- Birth Certificate
- 10th/12th educational certificate
The purpose of this evidence is to establish the identity associated with the existing name.
Does this mean you need every document on the list?
No.
The Department’s list is an acceptable-document list, not an instruction to submit every listed identity document.
Use the document(s) required by the applicable application procedure and avoid unnecessarily sending additional originals.
9. Proof of Address
The Department also publishes an official list of acceptable address documents.
It includes:
- Passport
- Aadhaar Card
- Ration Card
- Voter Card
- Driving Licence
- Electricity bill
- Water bill
- Telephone bill
- Gas bill
- Central or State Government ID
- Birth Certificate in the listed circumstances
- Rent agreement with the landlord’s PAN copy
For electricity, water, telephone and gas bills, the Department’s list specifies that the document should not be older than three months.
Important distinction
The Department’s acceptable-document list should not be interpreted as requiring every applicant to submit every type of address proof.
It identifies documents that can serve as proof where the relevant procedure calls for such proof.
10. Hard Copy and Soft Copy Matching Certificate
The applicant must provide a certificate confirming that the contents of the hard copy and soft copy are similar.
The Department also states that the applicant is responsible for any mismatch or loss in transit.
Before submission, compare:
- Old name
- New name
- Father/husband name
- Address
- Other publication details
- Formatting/content of the hard copy
- Formatting/content of the soft copy
This is one of the easiest parts of the application to check before sending the documents.
11. Request or Forwarding Letter
The Department’s adult/major checklist includes a request letter along with the requisite fee.
The application is addressed to the Controller of Publications, Department of Publication, Civil Lines, Delhi 110054 under the published Central Gazette procedure.
The request letter should identify the applicant and clearly state what is being requested.
Use the Department’s current submission instructions rather than relying on an old third-party sample.
12. Gazette Publication Fee
The Central Gazette application requires the applicable publication fee.
The Department’s adult/major guideline contains a historical reference stating that ₹1,100 applied from 1 April 2016 to 31 March 2017. The same document explains the NTRP/Bharatkosh payment route.
What should you do?
Verify the current fee and payment instructions from the Department of Publication immediately before payment.
This is important because many third-party pages continue to display old ₹1,100 figures as though they are current.
13. Are You Required to Submit an Affidavit?
This is one of the most confusing parts of online Gazette guidance.
For the Central Gazette adult/major checklist published by the Department of Publication, the listed core document is an undertaking. The published list does not simply say that every adult applicant must submit a ₹100 notarised affidavit.
Some third-party services and State Gazette procedures use affidavits as part of their process.
Therefore:
Do not treat a notarised affidavit, a particular stamp-paper value, or a particular affidavit format as a universal requirement for every Gazette name-change application in India.
Check the procedure for the specific Gazette authority and applicant category.
This distinction is important because Central Gazette and State Gazette document requirements are not necessarily identical.
14. Is Aadhaar Mandatory?
Aadhaar is not the only form of identity or old-name proof listed by the Department of Publication.
The Department’s official list includes passport, Aadhaar, ration card, voter card, driving licence, government ID, PAN card, birth certificate and educational certificates among the listed proof options.
The correct approach is to identify which proof the applicable application procedure requires and select an acceptable document accordingly.
15. Is PAN Mandatory?
The Department’s acceptable-document list includes PAN Card among the listed proofs of old name/identity.
That does not mean PAN is automatically mandatory for every Gazette name-change applicant.
16. How Many Newspapers Are Required?
For the Central Gazette adult/major guideline, the Department states that the change of name should be advertised in one daily local leading newspaper and that the original should be forwarded to the Department.
Therefore, claims that every Central Gazette adult application universally requires two newspaper advertisements should not be presented as the official Central-Gazette rule.
State procedures can differ.
17. Special-Case Documents
The basic adult/major checklist is not enough for every applicant.
The Department of Publication maintains separate guidelines for several categories, including:
- Minor name change
- Change of religion
- Adoption of a child
- Adoption of a different surname
- Adoption of a maiden surname
- Name and gender change
- Public notice of a minor’s name change after divorce
These categories should be checked against their own official guidelines rather than forcing them into the adult/major checklist.
18. Minor Name Change
A minor’s Gazette application should not simply use the adult/major document list.
The Department maintains a separate Guidelines for Change of Name – Minor document.
This matters because the supporting evidence and declarations can depend on the child’s circumstances and the person making the application.
If the applicant is under 18, use the minor-specific procedure.
19. Name Change After Marriage or Surname Change
Marriage-related name changes and surname changes should be assessed against the relevant Gazette route.
The Department’s change-of-name section separately provides guidelines for:
- Adopting a maiden surname
- Adopting a different surname
Do not assume that every married applicant needs exactly the same documents as an adult making an unrelated personal name change.
A marriage certificate or other relationship document may be relevant to a downstream record-update process, but it should not automatically be described as part of the universal Central Gazette adult checklist unless the applicable official procedure requires it.
20. Name Change After Divorce
Divorce-related name changes can involve a different documentary chain from an ordinary adult name change.
The Department separately publishes guidance for public notice of change of name of a minor after divorce.
For an adult changing a name after divorce, check the specific authority responsible for the record you are trying to update and the applicable Gazette procedure.
Do not combine adult and minor divorce procedures into one generic checklist.
21. Change of Religion
The Department maintains a separate guideline for change of religion.
Its adult/major guideline also specifically addresses a person adopting the name or surname associated with another religion without changing religion and states that the applicant must make the relevant declaration. It separately states that a person changing religion must declare the change in the leading newspaper and undertaking.
Because this is a distinct category, do not automatically use the ordinary adult checklist without checking the relevant religious-change instructions.
22. Name and Gender Change
The Department publishes a separate guideline for change of name and gender.
This should be treated as a special category rather than assumed to follow the ordinary adult/major checklist in every respect.
Use the specific official guideline applicable to the case.
23. Central Government Employees
The adult/major guideline states that Central Government employees may submit a deed for change of name in accordance with the applicable Ministry of Home Affairs Office Memorandum.
Therefore, a Central Government employee should not automatically rely only on the ordinary undertaking route.
Check the employee-specific requirements before preparing the final document set.
24. Indians Living Abroad
The Department’s adult/major guideline contains a separate instruction for Indians living abroad.
It states that the applicant should submit a deed duly attested by the respective Indian Embassy or Indian High Commission, in original, to the Department.
This means an NRI/Indian citizen abroad should not simply copy the ordinary domestic adult checklist.
25. How Old Can the Documents Be?
For the Central Gazette adult/major procedure, the Department states:
The documents must not be older than one year.
However, this should not be confused with the validity period of every individual supporting document.
For example, the Department’s acceptable-document list specifies that electricity, water, telephone and gas bills should not be older than three months.
So check the validity rule for the particular document rather than applying one date to everything.
26. Are Original Documents Required?
Some original documents are specifically required.
For the Central adult/major procedure, the Department explicitly requires the original newspaper.
The Department also states that documents submitted to it are not returned, whether original or Xerox copies.
Before sending anything
Create a complete digital scan of:
- Every form
- Undertaking
- Newspaper
- Identity proof
- Photographs
- Proforma
- Request letter
- Payment evidence
- Soft-copy contents
- Supporting documents
Keep those records for your own files.
Do not surrender an original document merely because an unofficial checklist says “original” unless the applicable official procedure actually requires it.
27. Central Gazette vs State Gazette: Do Not Mix the Checklists
One of the biggest mistakes is treating the Gazette of India and a State Gazette as though they have identical application requirements.
They do not necessarily use the same forms, document sets, payment systems or submission procedures.
The Department of Publication publishes the Central Gazette adult/major requirements, while State authorities can publish their own procedures.
Use this rule
First identify the Gazette authority. Then identify the applicant category. Then build the document checklist.
Do not start with a generic Internet checklist and assume it applies everywhere in India.
28. Documents You Should Not Automatically Add to Every Checklist
A number of third-party websites publish longer “complete” lists containing items such as:
- Aadhaar
- PAN
- ₹100 stamp-paper affidavit
- Two newspapers
- Marriage certificate
- Divorce decree
- Birth certificate
- Multiple address proofs
- Various additional declarations
Some of these can be relevant in particular circumstances or jurisdictions.
But they should not automatically be presented as universal Central Gazette adult/major requirements.
The official Department checklist is narrower.
29. Final Pre-Submission Document Audit
Before sending your application, compare the entire file against the official procedure.
Applicant details
- Old name is correct everywhere
- New name is correct everywhere
- Father’s/husband’s name is consistent
- Residential address is consistent
- Applicant’s signature follows the prescribed requirement
Central Gazette adult/major documents
- Signed undertaking
- Original newspaper
- Prescribed proforma
- Two witnesses completed
- Soft copy prepared in the required format
- Two self-attested passport-size photographs
- Self-attested photo ID
- Hard/soft-copy matching certificate
- Request/forwarding letter
- Applicable fee/payment verified
Final quality check
- Hard copy and soft copy match
- No spelling mismatch
- No missing witness details
- Documents fall within the applicable age requirements
- Special-category requirements have been checked
- Complete scans have been retained
- Current submission instructions have been verified
The Department reserves the right to reject printing material that is incomplete, vague, unlawful or misleading.
30. Where to Submit the Central Gazette Application
Under the published adult/major guideline, the documents, publication charges, forwarding letter and photo ID proof are addressed to:
Controller of Publications
Department of Publication
Civil Lines
Delhi – 110054
The Department states that the application may be submitted personally or sent by post under the published procedure.
The same guideline states that applications submitted through agents or advocates are not entertained under that procedure.
Because submission procedures can change, verify the Department’s current instructions before dispatching the application.
31. What Happens After Submission?
Once the application is complete, the Department states that the request is sent to the relevant Government of India Press for notification.
The Department also provides instructions for finding the published Gazette online:
- Search the Gazette.
- Select the weekly Gazette category.
- Select Part IV.
- Select the relevant date range.
- Download the PDF.
- Search the PDF using the old or new name.
- Download the complete Gazette copy.
The Department states that the downloaded e-Gazette copy does not require certification from the Department.
Frequently Asked Questions
Final Checklist
For an adult/major applying through the Central Gazette of India Part IV, start with this official core set:
Undertaking → Original newspaper → Prescribed proforma → Two witnesses → Soft copy → Two photographs → Self-attested photo ID → Hard/soft-copy matching certificate → Request letter → Applicable fee.
Then check whether your case falls into a special category such as:
- Minor
- Marriage/surname change
- Divorce
- Religion change
- Adoption
- Name and gender change
- Central Government employment
- Indian citizen living abroad
If it does, use the relevant category-specific guideline rather than adding random documents from a generic online checklist.
The safest document strategy is simple:
Identify the Gazette authority → identify your applicant category → use the official checklist → verify current payment/submission instructions → audit every name, address and signature before submission.
Not sure which process applies to you?
Tell us about your case and we’ll reply with the documents and steps that apply to you.
This article is general information, not legal advice. NameChangeDesk is a private service and is not affiliated with the Government of India or any state authority.