Central vs State Gazette Notification for Name Change

Changing a person’s name is not limited to preparing an affidavit or publishing a newspaper advertisement. When an official and publicly verifiable record of the name change is required, the declaration may be published in a government Gazette. In India, applicants generally come across two options: the Gazette of India, commonly known as the Central Gazette, and the official Gazette published by a State Government.

Both are official government publications, but they are issued by different authorities and follow different procedures. The Central Gazette name-change process is administered by the Department of Publication, Government of India, Delhi. A State Gazette is generally managed by the Printing, Stationery, Government Press or Publication Department of the concerned state.

The Central Gazette, formally known as the Gazette of India, is an official publication of the Government of India. Subject to the rules of the receiving authority, its name-change notification may be used for Aadhaar, PAN, passport, bank accounts, Central Government records, educational documents and records maintained in different states.

A State Gazette is an official publication of the concerned State Government. Subject to the receiving authority’s rules, it may be used for State Government records, state boards, universities, municipal records, local authorities, Aadhaar, passport and other departments that accept the Gazette of that state.

The Central Gazette is not automatically better than a State Gazette. The correct option depends on the applicant’s residence, citizenship, employment category, nature of the name change and the rules of the authority where the changed name will be used. These requirements should be verified before preparing the affidavit, publishing a newspaper notice or paying Gazette publication charges.

Quick Overview of Central and State Gazette

What Is a Central Gazette Name-Change Notification?

The Central Gazette is formally known as the Gazette of India. It is an official publication of the Government of India. The Department of Publication publishes government notifications, statutory orders, public notices and eligible private advertisements in different parts and sections of the Gazette.

Name-change advertisements concerning private individuals are ordinarily published in Part IV of the Gazette of India. The publication records that the applicant was previously known by the old name and intends to use the new name in the future.

A Central Gazette notification is not an identity card or an automatic document-correction order. It establishes an official connection between the declared old and new names. The applicant must still apply separately to Aadhaar, PAN, passport, bank, educational and other authorities.

Central Gazette Office Address

Applications and official matters relating to name-change publication in the Gazette of India are handled by the Department of Publication.

Official address:

Department of Publication
Ministry of Housing and Urban Affairs
Government of India
Civil Lines
Delhi – 110054
India

The official Department of Publication contact page currently lists the telephone numbers 011-23817823 and 011-23819689. Applicants should verify the latest address, office timings, submission counter, postal instructions and payment method before visiting or sending original documents.

Documents should not be submitted to an unofficial Gazette agent, unrelated government printing press or another ministry merely because it is situated in Delhi.

What Is a State Gazette Name-Change Notification?

A State Gazette is an official publication issued under the authority of a State Government. It contains government orders, rules, statutory notifications and, in states where the facility is available, private name-change advertisements.

Every state controls its Gazette separately. Therefore, there is no single application form, fee, eligibility condition or publication procedure applicable to all State Gazettes.

The responsible authority may be known as:

• Directorate of Printing and Stationery
• Government Press
• Department of Government Printing
• Stationery and Publication Department
• Directorate of Printing, Stationery and Publications
• State Gazette Publication Department

The exact department and application address should be identified through the official website of the concerned State Government.

Where Is the State Gazette Office Located?

The controlling office of a State Gazette is generally situated in the state capital because the Directorate of Printing, Government Press or Publication Department commonly operates from the state’s administrative headquarters.

However, this is not a universal rule. A state may locate its Gazette office in another officially designated city. For example, the official Andhra Pradesh eGazette portal lists the Commissionerate of Printing, Stationery and Stores Purchase at Muthyalampadu, Vijayawada.

Depending on the state, an application may be accepted through:

• An official State Gazette portal
• A state citizen-services portal
• Postal submission
• A regional Government Press
• An authorised departmental counter
• A designated district-level authority

Therefore, an applicant should not travel to the state capital or send documents there without checking the correct submission office.

A legally accurate general explanation is that the State Gazette is administered by the concerned State Government, and its controlling office is usually situated in the state capital or another headquarters officially designated by that government.

Does Every State Publish Individual Name Changes?

All states publish official Gazettes, but this does not necessarily mean that every state provides an identical public name-change advertisement facility.

Depending on the concerned state:

• An individual name-change facility may be available online.
• Applications may be accepted only through a Government Press.
• Residence proof may be compulsory.
• Only certain categories of applicants may be eligible.
• Newspaper publication may or may not be required.
• Private notices may be published in a particular Gazette Part.
• The application may require English, Hindi or a regional-language format.

If the concerned state does not provide a suitable individual name-change facility, the applicant may consider the Central Gazette process after checking the receiving authority’s requirements.

Central Gazette Applicant Categories

The Central Gazette procedure is not identical for every applicant. The Department of Publication provides separate or additional requirements for different categories.

Using an incorrect applicant category or declaration format can result in an objection, delay or return of the application.

Is Central Gazette More Valid Than State Gazette?

Both Central and State Gazettes are official government publications. A properly published State Gazette does not become invalid merely because it was not issued by the Central Government.

The practical acceptance of a Gazette depends on the rules of the department where it will be submitted. A receiving authority may require:

• Gazette of India publication
• Gazette of the concerned State Government
• Either Central or State Gazette
• Gazette along with an affidavit and identity proof
• Newspaper advertisements in addition to Gazette publication
• A court order or departmental approval

UIDAI, for example, states that a Gazette notification issued by either a State Government or the Union Government may be submitted for an applicable first-name or complete-name change, along with the prescribed old-name photo identity proof. Other authorities may have different rules.

Does Gazette Publication Legally Change the Name?

Gazette publication creates an official public record of the declared name change. However, it does not automatically replace the applicant’s name in every government and private record.

Every issuing authority retains the power to verify the application and decide whether its record can be updated.

Difference Between Affidavit, Newspaper and Gazette

An affidavit alone may be sufficient for certain limited purposes, but it cannot replace Gazette publication where Gazette proof is compulsory. Similarly, Gazette publication cannot replace a court order where the concerned authority legally requires one.

Name Change and Name Correction Are Different

A Gazette should not be used as a substitute for correcting a clerical error where the original issuing authority provides a direct correction procedure.

When Should Central Gazette Be Considered?

A Central Gazette notification may be appropriate when:

• The receiving authority specifically requires a Gazette of India notification.
• The applicant’s records are maintained in different states.
• Multiple Central Government documents are involved.
• The applicant has permanently shifted from one state to another.
• The concerned state does not provide a suitable individual name-change facility.
• The changed name will be used before national-level organisations.
• The applicant is an Indian citizen residing abroad.
• A Central Government employee’s service rules require the prescribed publication.

The Central Gazette should not be selected only because it appears more powerful. Its practical usefulness depends on the authority where it will be submitted.

When May State Gazette Be Suitable?

A State Gazette notification may be suitable when:

• The applicant is a resident of the concerned state.
• The state provides an operational private name-change publication service.
• The name change mainly concerns state-issued documents.
• A state board, university, municipality or department accepts that Gazette.
• The concerned authority specifically asks for the Gazette of that state.
• The applicant satisfies the state’s residence and documentation rules.

Residence in a state does not automatically guarantee publication. The applicant must satisfy the current eligibility rules of that State Government.

Documents Required for Central Gazette Publication

According to the Department of Publication’s category-specific guidelines, an adult applicant may be required to provide:

• Original newspaper advertisement containing the required particulars
• Signed undertaking showing the old and new names
• Father’s, mother’s or husband’s name, as required by the format
• Complete residential address
• Prescribed publication matter typed on plain paper
• Required copies containing signatures and witness particulars
• Soft copy in the prescribed file format and storage medium
• Self-attested passport-size photographs
• Self-attested photo identity proof
• Certificate confirming that the hard copy and soft copy are identical
• Request letter
• Proof of payment of the prescribed publication charges
• Additional category-specific documents

The old name, new name, initials, surname, parent’s or spouse’s name and residential address should remain consistent throughout the application.

Documents Commonly Required for State Gazette Publication

State Gazette requirements differ, but an applicant may commonly be asked to provide:

• Prescribed State Gazette application form
• Name-change affidavit or declaration
• Newspaper advertisement, where required
• Aadhaar, passport, voter ID or another identity proof
• Residence or domicile-related proof
• Birth certificate or educational document
• Passport-size photographs
• Marriage certificate for a marriage-related surname change
• Divorce decree for restoration or change of surname after divorce
• Registered adoption deed or guardianship order
• Parent or guardian documents for a minor
• Religion-conversion certificate, where applicable
• Local-language publication matter, if required
• Government fee receipt
• Self-attested copies and original documents for verification

The official checklist issued by the concerned State Government must take priority over any general list found on a private website.

Additional Documents in Special Cases

Name Change After Marriage

The authority may require a marriage certificate, joint photograph, spouse’s identity proof or a declaration showing the maiden and married names. Gazette publication may not be compulsory for every ordinary surname update.

Name Change After Divorce

A certified divorce decree and a declaration for restoration of the maiden or previous surname may be required. The applicable Gazette category should be selected carefully.

Minor Child’s Name Change

The application is ordinarily made by the parents or lawful guardian. The authority may require the child’s birth certificate, parents’ identity documents, consent documents, custody papers or a court order.

Adoption-Related Name Change

A registered adoption deed, adoption order or guardianship order may be required. Gazette publication cannot be used to bypass the legal adoption or guardianship process.

Religion-Related Name Change

An additional declaration and other supporting documents may be required. Special wording may apply where a person adopts a name connected with another religion without changing the existing religion.

Indian Citizen Residing Abroad

An Indian citizen living abroad may be required to submit a deed or declaration attested by the concerned Indian Embassy or High Commission, along with the other documents prescribed by the Department of Publication.

Government Employee

A government employee may need departmental permission, a prescribed deed, Gazette publication through the proper channel, service-book correction and a fresh identity certificate.

Importance of Consistent Old and New Names

A mistake in the final Gazette publication can create further document mismatches. The publication matter should therefore be carefully reviewed before submission.

Newspaper Advertisement Requirements

For several Central Gazette categories, the name change must first be published in a leading local daily newspaper. The advertisement generally needs to identify the applicant and mention the old name, new name, parent’s or spouse’s name and residential details in the prescribed format.

Before publishing the notice, applicants should confirm:

• Whether one or two newspapers are required
• Whether English, Hindi or a regional-language newspaper is necessary
• Whether the complete original newspaper or an original cutting must be submitted
• Whether the publication date must fall within a specified period
• Whether the name and address match the Gazette application

State Gazette newspaper requirements may differ. A format used for one state should not be copied for another state without verification.

Central Gazette Name-Change Process

1. Identify the correct applicant category.
2. Finalise the exact old and new names.
3. Prepare the undertaking and prescribed publication matter.
4. Publish the newspaper advertisement in the required format.
5. Collect identity proof, photographs and category-specific documents.
6. Prepare the required hard copy and soft copy.
7. Pay the current government publication charges through the authorised method.
8. Submit the complete application to the Department of Publication.
9. Respond to any document deficiency or clarification.
10. Wait for scrutiny and publication.
11. Search for the published entry on the official eGazette portal.
12. Download and preserve the complete Gazette PDF.
13. Apply separately to relevant authorities for document updates.

Submission of an application does not guarantee publication. The Department may return or reject an incomplete, inconsistent or incorrectly prepared application.

State Gazette Name-Change Process

1. Identify the concerned State Gazette department.
2. Confirm that private name-change notices are accepted.
3. Check residence and eligibility requirements.
4. Obtain the latest application form and publication format.
5. Prepare the affidavit or declaration.
6. Publish the newspaper advertisement, where required.
7. Attach identity, residence and category-specific documents.
8. Pay the prescribed State Government fee.
9. Submit the application through the designated mode.
10. Complete document verification.
11. Respond to any objection or deficiency.
12. Obtain or download the published State Gazette notification.

An applicant residing in a district may not always need to travel to the state capital. Online, postal or regional submission may be available.

Online and Offline Gazette Applications

The term “online Gazette” can have different meanings. In some states, the complete application and payment can be submitted online. In other states, only the published Gazette can be downloaded online, while the application must be submitted physically or by post.

The Central eGazette portal is used to search and download published Gazette of India notifications. Applicants should not assume that submitting documents on an unofficial website amounts to filing an application with the Department of Publication.

The official process may be:

• Completely online
• Partly online and partly physical
• Postal
• Counter-based
• Departmental for government employees

Gazette Fees and Publication Time

There is no single Gazette fee or guaranteed publication timeline applicable throughout India.

Central Gazette charges are prescribed by the Department of Publication. State Gazette charges are decided separately by each State Government. Applicants should verify the current fee from the relevant official portal because old forms and third-party websites may display outdated amounts.

The total expense may include affidavit preparation, notarisation, newspaper publication, government fee, postal charges, translation and certified copies.

Publication time depends on document completeness, payment verification, departmental scrutiny, applicant category, publication schedule, objections, holidays and departmental workload. Applicants should avoid relying on promises of guaranteed approval or a fixed publication date.

How to Verify a Published Gazette Notification

After publication, the applicant should verify that:

• The old and new names are printed correctly.
• The parent’s or spouse’s name is accurate.
• The address and other published details are correct.
• The Gazette date, issue number, Part and page number are visible.
• The PDF has been downloaded from the official government portal.
• The complete Gazette PDF or relevant verifiable publication pages are preserved.
• The publication can be traced through official records.

A screenshot, edited image or cropped Gazette page may not be sufficient for every authority. The complete official PDF should be retained.

Documents to Preserve After Gazette Publication

• Original affidavit or undertaking
• Complete newspaper or original advertisement
• Copy of the Gazette application
• Government payment receipt
• Postal receipt or submission acknowledgement
• Deficiency correspondence, if any
• Official Gazette PDF
• Gazette date, issue, Part and page details
• Copies of old identity documents
• Updated documents issued in the new name

These records establish continuity between the applicant’s old and new names.

Aadhaar Name Update After Gazette Publication

UIDAI states that for an applicable first-name or complete-name change, an applicant may provide a Gazette notification issued by either the State Government or Union Government along with an old-name photo identity document.

The address in the Gazette should satisfy UIDAI’s applicable requirements. Where the normal name-update limit has been exhausted, the applicant may have to follow the prescribed exception process.

Gazette publication does not guarantee Aadhaar approval. UIDAI independently verifies the application and supporting documents.

Passport Name Change After Gazette Publication

Passport requirements depend on whether the request involves a minor spelling correction, major name change, marriage-related surname change, restoration of a maiden name or a government employee’s name change.

The official Passport Seva document list refers, in applicable major name-change cases, to newspaper clippings or a Gazette notification of the concerned State Government. Government employees may require a Gazette notification through their department and a fresh identity certificate.

Applicants should follow the current Passport Seva checklist for their exact category instead of assuming that Central Gazette publication is compulsory in every passport case.

PAN, Bank and Insurance Records

A Gazette notification does not automatically update PAN, bank accounts or insurance policies. The concerned organisation may separately require the Gazette, old identity proof, updated Aadhaar or passport, correction form, affidavit, newspaper notice, marriage certificate, divorce decree, photograph and signature.

It may be practical to update principal identity records first and use those updated records for subsequent KYC corrections.

Educational Certificates and Marksheets

Gazette publication does not automatically change a school certificate, marksheet, diploma or university degree.

The educational authority may examine the admission form, school register, birth certificate, board registration record, affidavit, newspaper advertisement, Gazette publication, institutional recommendation, limitation period and court order, where required.

Some authorities distinguish between correcting an error and changing a name after the educational record was created. The concerned board or university rules should be verified before Gazette publication.

Birth Certificate Correction

A Gazette notification does not itself amend a birth certificate. The correction must be approved by the Registrar of Births and Deaths under the applicable registration law and state rules.

The Registrar may require hospital records, parents’ identity documents, school records, affidavits, supporting evidence or an order from a Magistrate or court. Gazette publication may support a genuine name-change request, but it cannot replace the Registrar’s statutory correction procedure.

Property and Land Records

Gazette publication does not automatically change a registered sale deed, revenue record, mutation entry or municipal property record.

The applicant may need to approach the Sub-Registrar, Revenue Authority, Tehsildar, Municipal Authority, Development Authority, Housing Society or lending bank. A change in the owner’s name should not be confused with a transfer of property ownership.

Special Rules for Government Employees

Central and State Government employees should first check their departmental service rules. Depending on the employment category, the process may require:

• Written request through the department
• Prescribed deed for name change
• Departmental permission
• Publication in the prescribed Gazette section
• Fresh identity certificate
• Service-book correction
• Updated employment and pension records

A government employee should not rely solely on the ordinary private-applicant procedure.

Common Reasons for Rejection or Delay

• Incorrect Gazette category
• Different spellings in supporting documents
• Incomplete undertaking
• Incorrect newspaper format
• Missing original newspaper notice
• Unacceptable residence proof
• Missing signatures or witness details
• Difference between the hard copy and soft copy
• Incorrect payment or missing receipt
• Outdated application form
• Missing marriage, divorce, adoption or custody documents
• Applying to a state without satisfying its eligibility rules
• Sending documents to an incorrect office
• Using an unofficial application format
• Attempting to change date of birth or parentage through a simple name-change declaration

Which Gazette Should You Choose?

Recommended Order for Updating Documents

1. Aadhaar or another principal photo identity document
2. PAN
3. Passport
4. Voter ID and driving licence
5. Bank and insurance records
6. Employment records
7. Educational records
8. Property and utility records
9. Professional registrations and licences

The best order may differ according to the applicant’s immediate requirements and the supporting documents accepted by each authority.

Official Government Portals

Applicants can check the latest Central Gazette instructions on the Department of Publication’s Change of Name and Public Notices page.

The Department’s verified office address and contact details are available on its official contact page.

Published Gazette of India notifications can be searched and downloaded through the official eGazette of India portal.

For State Gazette publication, applicants should use only the official Printing, Stationery, Government Press or Gazette portal of the concerned State Government. The exact office address, eligibility, fee and submission procedure should be confirmed separately for that state.

Conclusion

Central and State Gazette notifications are both official government publications, but their authority, eligibility and application procedures are different. The Central Gazette is published by the Department of Publication, Government of India, whose office is situated at Civil Lines, Delhi. A State Gazette is controlled by the concerned State Government, generally through an office located in the state capital or another officially designated city.

The correct Gazette should not be selected only on the assumption that the Central Gazette is always stronger. Applicants should first identify the exact nature of the name change, the records requiring correction and the written requirements of the authorities where the changed name will be submitted.

Gazette publication creates an official public record connecting the old and new names, but it does not automatically amend Aadhaar, PAN, passport, marksheets, birth certificates, bank accounts, employment records or property documents. Separate applications and verification are required for each record.

Frequently Asked Questions

1. What is the main difference between Central and State Gazette?

The Central Gazette is published by the Government of India, while a State Gazette is issued by the concerned State Government.

2. Where is the Central Gazette office?

The Department of Publication is located at Civil Lines, Delhi – 110054. Applicants should verify the current submission instructions before visiting or sending documents.

3. Is every State Gazette office located in the state capital?

No. The controlling office is generally located in the state capital, but some states operate from another designated city or offer online, postal or regional submission.

4. Is Central Gazette compulsory for every legal name change?

No. Its necessity depends on the applicant’s category, the nature of the change and the requirements of the authority where the changed name will be used.

5. Is a State Gazette legally valid?

Yes. A properly published State Gazette is an official publication of the concerned State Government.

6. Can a person apply to the Gazette of any state?

Generally, the applicant must satisfy the residence or eligibility requirements of the concerned state. A state should not be selected only because its process appears easier.

7. Can a State Gazette be used for an Aadhaar name update?

UIDAI permits an applicable Gazette notification issued by either the State Government or Union Government for certain first-name or complete-name changes, subject to supporting documents and verification.

8. Which Gazette is required for a passport name change?

The requirement depends on whether the case involves a minor correction, major name change, marriage-related change or government employment. The current Passport Seva checklist should be followed.

9. Is Gazette publication enough to change a marksheet?

No. The concerned school board or university must separately approve the change according to its own rules.

10. Can a Gazette correct a birth certificate?

Not automatically. The correction must be approved separately by the competent Registrar of Births and Deaths.

11. Is newspaper publication always compulsory?

It is required under several Central Gazette categories. State requirements differ and must be checked separately.

12. Can the complete Gazette process be completed online?

It depends on the concerned Gazette system. Some states provide online applications, while others require postal or physical submission. The eGazette portal used to download a publication should not automatically be treated as an application portal.

13. Can a minor’s name be changed through the adult procedure?

No. A minor’s name change generally requires a separate procedure involving the parents or lawful guardian.

14. Can an Indian citizen living abroad apply for Central Gazette publication?

Yes, subject to the applicable Central guidelines and prescribed attestation by the concerned Indian Embassy or High Commission.

15. Does a Gazette notification expire?

A published notification remains part of the official Gazette record. However, the receiving authority may require additional or current supporting documents.

16. Can both Central and State Gazette publications be obtained?

It may be possible where the applicant satisfies both procedures, but publication in both is generally unnecessary unless an authority specifically requires it.

17. How can a Gazette notification be verified?

The notification should contain the Gazette date, issue details, Part and page number and should be searchable or downloadable from the relevant official government portal.

18. Is a cropped Gazette page sufficient?

Not always. The applicant should retain the complete official PDF containing the Gazette date, issue, Part and relevant page details.

19. Does Gazette publication guarantee correction of every document?

No. Every authority independently verifies the correction request and its supporting documents.

20. Is a court order compulsory for changing a name?

Not in every ordinary case. A court order may be required in disputed, guardianship-related, complex or authority-specific matters.