The exact requirements can vary for minors, religion changes, adoption, gender/name changes, surname changes and certain special circumstances. This guide focuses primarily on the adult/major name-change route for Gazette of India Part IV described by the Department of Publication.
Quick answer
For an adult/major, the Central Gazette name-change process generally starts with the required name-change declaration and newspaper publication, followed by the prescribed Gazette application, photographs, identity proof, supporting documents and publication-fee payment. The Department of Publication’s adult guideline specifies submission of the completed documents to the Controller of Publications and states that the published notification can be downloaded from the official e-Gazette system.
Gazette Name Change Process at a Glance
| Stage | What you do | Important check |
|---|---|---|
| 1 | Confirm the correct Gazette route | Adult/major Central Gazette is different from special and state routes |
| 2 | Prepare the name-change declaration | Old name, new name and personal details must be accurate |
| 3 | Publish the required newspaper notice | Follow the Department’s applicable newspaper requirement |
| 4 | Prepare the Gazette proforma | Use the prescribed format and required signatures/witnesses |
| 5 | Prepare supporting documents | ID proof, photographs and other required documents |
| 6 | Prepare the soft copy and declaration | Hard copy and soft copy must match |
| 7 | Pay the Gazette publication charge | Use the payment method specified by the Department |
| 8 | Submit the application | Follow the Department’s stated submission method |
| 9 | Wait for processing/publication | Do not assume a fixed processing period unless officially confirmed |
| 10 | Find the published notification | Search the official e-Gazette and save the relevant PDF |
The Department of Publication maintains separate guidance for adult name changes, minors, religion changes, adoption, maiden surname, different surname, and name-and-gender changes.
What Is a Gazette Name Change?
A Gazette name change means that a person’s change of name is published as an official notice in the relevant Government Gazette.
For the Central route, the Department of Publication is responsible for publishing the Gazette of India and lists publication of Gazette notices for change of name among its services.
The Central Gazette adult/major guidance specifically refers to Gazette of India Part IV for advertisements concerning change of name, including addition or deletion of a surname.
A Gazette publication should not, however, be treated as a universal replacement for every other document-update procedure. After publication, you may still need to approach individual authorities such as Aadhaar, passport, PAN, banks, educational institutions or employers according to their own requirements.
For example, UIDAI currently states that a first or full name change can require a Gazette notification together with supporting proof in specified situations.
Step-by-Step Gazette Name Change Process in India
Step 1: Identify Which Gazette Route Applies to You
Before preparing anything, determine whether you actually fall under the adult/major Central Gazette route.
The Department of Publication publishes separate guidance for:
- Adult/major name change
- Minor name change
- Change of religion
- Adoption of a child
- Adoption of a different surname
- Adoption of a maiden surname
- Name and gender change
- Minor name change after divorce
- Public notices
These categories have different documentation requirements, so using an adult format for a special case can create problems.
For example, a minor’s application should not simply be treated as an adult’s application with the child’s name substituted.
Practical rule: identify the category first, then use the corresponding official Department guidance.
Step 2: Prepare Your Name-Change Declaration
The adult guideline requires an undertaking signed by the applicant showing the old and new name and relevant personal details.
The Department’s prescribed specimen for a major records the person’s former name, relationship details, residential address and the statement that the person has changed their name and will thereafter be known by the new name.
Your core details should therefore be consistent across the entire application.
Check:
- Old name
- New name
- Father’s or husband’s name, where applicable
- Residential address
- Applicant’s signature
- Other information required by the prescribed format
Do not casually alter spelling between documents.
A difference such as an omitted middle name, different initials or a spelling variation can create an avoidable document mismatch.
Step 3: Publish the Name Change in the Required Newspaper
The adult Central Gazette guideline states that the change of name should be advertised in one daily local leading newspaper, including the father’s or husband’s name and residential address, and that the original newspaper should be forwarded to the Department.
This point is important because many online name-change guides claim that every applicant must publish advertisements in two newspapers.
That is not what the adult Central Gazette guideline currently listed by the Department says.
Therefore, do not automatically assume that a two-newspaper requirement applies to every Central Gazette adult application. Follow the applicable Department instructions for your case.
Before the advertisement is published, carefully verify:
- Old name
- New name
- Father’s/husband’s name
- Residential address
- Any other prescribed information
Keep the original newspaper as required.
Step 4: Complete the Prescribed Gazette Proforma
The Department’s adult guideline requires the prescribed proforma to be:
- computer typed,
- completed in the required format,
- prepared in duplicate,
- signed by the applicant,
- signed by two witnesses,
- accompanied by the required soft copy.
The guideline also specifies that the applicant signs in the existing/old name in the relevant part of the specimen.
This is one of the places where copying a random Gazette format from another website can create unnecessary risk.
Use the Department’s current prescribed format rather than assuming that an old sample found online is still correct.
Step 5: Prepare Photographs and Identity Proof
The adult guideline requires:
- two self-attested passport-size photographs, and
- a self-attested photocopy of the applicant’s photo identity proof.
The Department also maintains a separate list of acceptable documents for proof of old name and proof of address.
Before submission, check that your identity document reflects the old name you are trying to connect to the new name.
This matters because the Gazette process establishes the relationship between the old identity/name and the proposed new name.
Step 6: Prepare the Soft Copy Correctly
The Central Gazette adult guideline has an unusual but important technical requirement: the applicant must provide the printing matter in a soft copy in MS Word format, with the witness portion removed and the old name used in place of the signature in the soft-copy version.
The Department also requires a signed certificate declaring that the hard-copy and soft-copy contents are the same.
In other words:
Hard copy → prescribed text → signatures/witnesses
Soft copy → corresponding print matter → no witness portion
The applicant is responsible for ensuring that the two versions correspond.
Do not treat the soft-copy requirement as an optional convenience.
Step 7: Check the Entire File Before Payment
Before paying or submitting the application, perform a document-by-document comparison.
Check the following fields character by character:
| Field | Check |
|---|---|
| Old name | Same spelling everywhere |
| New name | Same spelling everywhere |
| Father’s/husband’s name | Same spelling everywhere |
| Address | Consistent with the applicable documents |
| Signature | Correct signature/name format |
| Photographs | Correct number and attestation |
| Witnesses | Required signatures/details present |
| Newspaper | Correct notice and original copy |
| Proforma | Correct format and duplicate copies |
| Soft copy | Matches hard copy |
| Request letter | Correct applicant and request details |
| ID proof | Self-attested and acceptable |
| Payment receipt | Correct payment and attached |
The Department’s published guidance says that documents submitted for this purpose should not be older than one year and also states that submitted documents are not returned.
That makes the pre-submission check especially important.
Step 8: Pay the Gazette Publication Charge
The Department publishes Gazette rates separately from its name-change guidelines.
Its published rate-revision order lists ₹1,100 per case for an adult/major change-of-name notice in Gazette of India Part IV. The same order lists different charges for minors, public notices, adoption and other categories.
Because government publication charges can be revised, check the Department’s current rate information immediately before making payment.
The Department’s payment instructions direct applicants to use Bharatkosh for Gazette publication payments and to generate the payment receipt for attachment to the application.
Important distinction
The Gazette publication charge is not necessarily the same as your total name-change cost.
Your overall expenditure may also include things such as:
- newspaper publication,
- notarisation or document preparation,
- photocopies,
- courier/postage,
- professional assistance, if you choose to use it.
The government publication charge should therefore not be presented as the total cost of completing a name change.
Step 9: Prepare the Request Letter
The Department’s published request-letter format is addressed to the Controller of Publications, Department of Publication, Civil Lines, Delhi, and asks the Department to notify the requested change in the Gazette of India.
The request letter should contain the information required by the prescribed format, including the applicant’s:
- name,
- correspondence address,
- PIN code,
- mobile number,
- email address,
- requested change.
Use the current Department format rather than relying on an unofficial template.
Step 10: Submit the Application
The adult guideline currently listed by the Department states that the completed documents, publication charges, forwarding letter and photo ID proof should be submitted to the Controller of Publications at the Department of Publication in Delhi.
It states that the application may be submitted personally or by post/courier, and it specifically says that other channels such as agents or advocates are not permissible under that guideline.
This is another area where generic “100% online Gazette” claims found on commercial websites can be misleading.
What can be done online?
The Department’s materials support online payment through Bharatkosh and online access to the published e-Gazette.
That does not automatically mean that the entire adult Central Gazette application process is an online form submission.
For the submission method, follow the current official Department instructions.
What Happens After You Submit the Gazette Application?
Once a completed application is received, the Department’s adult guideline states that the request is sent for notification to the relevant Government of India Press.
The same guidance says that the Controller of Publications can reject a request if the submitted printing material is incomplete, vague, unlawful or misleading. It also notes that the Department is not responsible for delays on the part of the concerned Press.
This is why it is risky to promise every applicant a fixed publication date.
Processing can depend on:
- whether the application is complete,
- whether the documents satisfy the applicable requirements,
- whether clarification is required,
- publication processing,
- the relevant Government Press workflow.
A service provider’s advertised turnaround time is not the same thing as a Government-guaranteed Gazette publication time.
How Do You Find Your Published Gazette Notification?
The Government’s e-Gazette system provides access to Gazette publications online. The official system identifies itself as the Gazette of India and is operated for the Department of Publication/Directorate of Printing.
The adult guideline describes the following search approach:
- Open the e-Gazette system.
- Search the Gazette.
- Select the weekly Gazette category.
- Select Part IV.
- Select the relevant date range.
- Open the appropriate PDF.
- Search the document for your old or new name.
- Download the relevant Gazette PDF.
The Department’s older instruction specifically explains that the Gazette can be downloaded electronically and that a downloaded copy does not require separate certification from the Department.
The current e-Gazette website also provides access to Government Gazettes and recent weekly publications.
What Should You Do After Gazette Publication?
Gazette publication is usually not the final administrative step.
Once your notification is published, keep a secure copy of the Gazette notification and use it when updating records that require evidence connecting your old name to your new name.
Depending on your circumstances, this can include:
- Aadhaar
- PAN
- Passport
- Bank records
- Voter records
- Driving licence
- Educational records
- Employment records
- Insurance records
- Property-related records
The exact requirements are controlled by the authority maintaining each record.
For example, UIDAI’s current guidance says that a first or full name change can require a Gazette notification and supporting proof of the old name in specified circumstances.
Passport procedures similarly have their own requirements for changes in personal particulars, so you should check the Passport Seva requirements rather than assuming that Gazette publication alone completes the passport update.
Common Mistakes That Can Delay a Gazette Name Change
1. Different spellings across documents
Your old name and new name should be checked consistently across the affidavit/declaration, newspaper notice, Gazette proforma and supporting records.
2. Using an outdated format
Government forms and instructions can change. Use the current Department of Publication guidance instead of relying on an old blog template.
3. Assuming every applicant follows the same process
Adult, minor, religion-change, adoption, surname and name-and-gender cases can have separate requirements.
4. Assuming the Gazette is completely online
Online payment and online e-Gazette access do not necessarily mean that the complete adult application is submitted through an online form. The Department’s adult guideline describes personal or post/courier submission.
5. Assuming two newspapers are always mandatory
The adult Central Gazette guideline currently listed by the Department specifies one daily local leading newspaper. Do not substitute a generic two-newspaper rule for the official instructions applicable to your case.
6. Using an unverified fee
The Department publishes Gazette rates separately. Check the current official rate before payment instead of relying on an old article or service-provider price.
7. Sending documents without keeping copies
The Department’s adult guideline states that submitted documents are not returned. Keep your own complete scanned and physical record before sending the application.
8. Assuming Gazette publication automatically updates every record
The Gazette creates the publication record, but individual authorities can have their own update processes and supporting-document requirements.
How Long Does the Gazette Name Change Process Take?
There is no safe universal number of days that should be promised to every applicant.
The Department’s adult guideline explains the administrative process and notes that the Department is not responsible for delays in printing by the concerned Government Press.
Commercial websites currently advertise different turnaround periods, but those are service-provider claims rather than a Government guarantee.
For a reliable estimate, check the Department’s current guidance and any current service information available at the time you apply.
Do not plan a passport, bank, employment or travel deadline around an unverified Gazette-processing promise.
Is Gazette Publication the Same as a Name Change Affidavit?
No.
An affidavit or undertaking and Gazette publication are different parts of the process.
A simplified way to understand the relationship is:
Declaration/Affidavit → Newspaper Notice → Gazette Application → Gazette Publication → Individual Record Updates
The exact sequence and documentation can change according to the category of name change.
The Department’s adult guidance itself requires an undertaking, newspaper publication, prescribed proforma, photographs, identity proof, payment and other supporting material before publication.
Central Gazette vs State Gazette
Do not assume that every name-change case should use the Central Gazette.
India has both Central and State Gazette systems, and the appropriate route can depend on the purpose of the change, the relevant authority and the applicable state procedure.
The Department of Publication’s Central Gazette guidance is specifically for the Gazette of India. State governments can maintain separate publication systems and procedures.
For example, Maharashtra’s government publication system provides Gazette-related services through its own state framework.
That is why the correct question is not simply:
“Can I change my name in a Gazette?”
It is:
“Which Gazette route and procedure applies to my particular name-change case?”
See our dedicated Central Gazette vs State Gazette guide before choosing a route.
When You Should Stop and Check the Official Guidelines
You should verify the current official instructions before submitting if your case involves:
- a minor,
- adoption,
- change of religion,
- change of gender and name,
- adoption of a different surname,
- adoption of a maiden surname,
- divorce-related name changes,
- a person living outside India,
- Central Government employment,
- unusual document corrections,
- multiple names or aliases.
The Department maintains separate guidance for many of these categories.
The safest approach is to identify your category first and then follow the corresponding official checklist.
Gazette Name Change Process Checklist
Before sending your application, use this final checklist:
Identity and name details
- Old name checked
- New name checked
- Father’s/husband’s name checked where applicable
- Address checked
- All spellings are consistent
Publication
- Applicable newspaper requirement confirmed
- Newspaper notice published correctly
- Original newspaper retained/submitted as required
Gazette documents
- Undertaking/declaration completed
- Prescribed proforma completed
- Duplicate copies prepared where required
- Two witnesses’ details/signatures completed
- Required photographs prepared
- ID proof self-attested
- Soft copy prepared in the required format
- Hard copy and soft copy checked against each other
- Hard/soft-copy certificate prepared
Payment and submission
- Current Government fee verified
- Bharatkosh payment completed where applicable
- Payment receipt printed
- Request letter prepared
- Complete application checked
- Submission method verified against current Department instructions
- Copies/scans retained before submission
After publication
- Gazette Part IV checked
- Old/new name searched
- Published notification downloaded
- Secure copies stored
- Individual records updated according to each authority’s requirements
Final Takeaway
The Gazette name change process in India is a document-and-publication workflow, not simply an online form. For the adult/major Central Gazette route, the Department of Publication’s guidance requires a signed undertaking, newspaper publication, prescribed Gazette proforma, photographs, identity proof, matching hard and soft copies, payment and submission to the Department. The published notification can then be located through the Government’s e-Gazette system.
The most important practical step is consistency: the old name, new name, personal details and supporting information should match across the application package.
And before submitting, check the Department of Publication’s current instructions because special categories and government procedures can change.
Official sources to verify before applying
- Department of Publication — Change of Name/Public Notices guidance
- Department of Publication — Adult/Major Change of Name guideline
- Department of Publication — Gazette rates
- Department of Publication — Bharatkosh payment instructions
- Government e-Gazette portal
- UIDAI — current name-update requirements where Aadhaar is involved
- Passport Seva — current passport reissue/name-change requirements where a passport is involved
Frequently Asked Questions
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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.