State Gazette vs Central Gazette Name Change: Complete Difference
When changing a name legally in India, applicants often need to understand the difference between a State Gazette and the Central Gazette. The Central Gazette, officially known as the Gazette of India, is published by the Government of India, while State Gazettes are issued by the respective State or Union Territory authorities. Since their rules, documents, portals and procedures may differ, the correct option depends on the applicant’s purpose and the requirements of the authority where the new name will be used.
State Gazette vs Central Gazette: Quick Overview
| Point | State Gazette | Central Gazette |
|---|---|---|
| Official Name | Gazette of concerned State/UT | Gazette of India |
| Issuing Authority | Concerned State Government/UT | Government of India |
| Main Authority | State-specific publication/printing department | Department of Publication |
| Name Change Rules | Differ from State to State | Central Department guidelines |
| One Common Portal? | No | Central official websites are available |
| Application Fully Online? | Depends on State | Adult Central Gazette submission is not presently described in the official guideline as a completely online application |
| Online Payment | Depends on State | Government payment is made through Bharatkosh/NTRP under prescribed procedure |
| Final Gazette Online? | Depends on State | Yes, published Gazette can be searched/downloaded from eGazette |
| Newspaper Requirement | Depends on State procedure | Required under adult Central Gazette guideline |
| Physical Documents | Depends on State | Yes, prescribed adult documents are submitted personally or by post |
| Publication Category | State-specific | Gazette of India Part IV for individual adult name-change advertisement |
| Aadhaar/PAN Updated Automatically? | No | No |
| Passport Updated Automatically? | No | No |
| Government Employees | State service rules may apply | Separate requirements exist for Central Government employees |
| Minor Name Change | State-specific | Separate Central Gazette guideline |
| Best Option | Depends on purpose and State requirements | Useful where Gazette of India publication is required |
What Is a State Gazette?
A State Gazette is an official government publication issued under the authority of a particular State Government or Union Territory administration.
It may contain government notifications, appointments, rules, public notices and other matters permitted by the concerned State.
The Government of India's eGazette website also provides access to a State Gazettes section, confirming that State Gazettes operate separately from the Gazette of India.
For a personal name change, however, State Gazette rules are not uniform throughout India. This is one of the most important facts to understand.
For example, one State may require:
- A prescribed name-change form
- Identity and address proof
- Newspaper publication
- Affidavit or declaration
- Online challan/payment
- Physical submission
Another State may follow a different process. Therefore, there is no single State Gazette name-change process that applies uniformly throughout India.
What Is the Central Gazette?
The Central Gazette is formally known as the Gazette of India.
It is an official Government of India publication. The Department of Publication, under the Ministry of Housing and Urban Affairs, is headed by the Controller of Publications and acts as an official publisher and custodian of Government of India publications.
For individuals aged 18 years and above, the Department publishes name-change advertisements in Gazette of India Part IV.
The official adult guideline covers matters such as change of name, addition or deletion of surname and related name changes. This means Central Gazette publication can cover more than simply replacing an entire first and last name.
Is Central Gazette Name Change Completely Online?
The final Gazette publication is available online and the government payment process is online. However, the Department of Publication's current adult guideline does not describe the entire applicant submission process as a fully online upload-based procedure.
The official guideline requires documents to be addressed to:
Controller of Publications
Department of Publication
Civil Lines
Delhi – 110054
The prescribed documents may be submitted personally or sent by post.
| Part of Central Gazette Process | Online or Offline |
|---|---|
| Check official guidelines | Online |
| Government payment | Online |
| Newspaper advertisement | Through newspaper publisher |
| Prepare documents | Offline/digital preparation |
| Main application submission | Personal submission or post as per official adult guideline |
| Government scrutiny | Departmental |
| Gazette publication | Electronic |
| Search Gazette | Online |
| Download final Gazette | Online |
Therefore, describing the Central Gazette name-change process as 100% online would not accurately reflect the presently published adult guideline.
Official Central Gazette Portals
1. Department of Publication
The Department of Publication provides official guidelines and prescribed formats relating to:
- Adult name change
- Minor name change
- Maiden surname
- Different surname
- Name and gender change
- Change of religion
- Minor name change after divorce
- Acceptable identity and address documents
- Central Government employee deed
- Request letter format
Department of Publication – Change of Name Guidelines
2. Bharatkosh
The prescribed publication payment for the Central Gazette is made through the Government's Non-Tax Receipt Portal (NTRP)/Bharatkosh under the applicable procedure.
Bharatkosh Government Payment Portal
The applicant should verify the current payment head and applicable publication charge before making payment because government rates and procedures can be revised.
3. eGazette
After publication, the Gazette of India can be searched and downloaded through the official eGazette portal.
The published Gazette is available electronically, allowing applicants to search and download the relevant Gazette after publication.
Complete Central Gazette Name Change Process
Step 1: Decide the Exact New Name
Before preparing any document, finalise the exact current name and proposed new name.
Current Name → Proposed New Name
For example:
Current Name: Rohit Kumar Sharma
New Name: Rohit Raj Sharma
The spelling should remain consistent throughout the process. Differences between the newspaper notice, undertaking, Gazette proforma and supporting documents can create problems during scrutiny or later document updates.
Step 2: Check Whether It Is Actually a Name Change
A Gazette procedure should not automatically be used whenever two documents contain different names. There is an important difference between a legal name change and correction of an incorrect record.
| Name Change | Name Correction |
|---|---|
| Applicant intentionally adopts another name | Existing document contains an error |
| Rahul Sharma → Rahul Raj Sharma | Rahool Sharma → Rahul Sharma |
| Gazette may be appropriate | Issuing authority's correction procedure may be sufficient |
| Creates an old-name/new-name history | Corrects an existing record |
If a birth certificate contains a typing or clerical error, for example, the applicant should first check the correction procedure of the Registrar of Births and Deaths rather than automatically starting a Gazette name-change process.
Step 3: Newspaper Advertisement
For an adult Central Gazette application, the Department's guideline requires the change of name to be advertised in a daily local leading newspaper.
The notice should contain the prescribed information, including relevant identifying details. The original newspaper forms part of the application documentation.
Important: Newspaper advertisement and Gazette publication are not the same thing. Newspaper publication is one stage of the Central Gazette process.
Step 4: Prepare the Undertaking
The prescribed undertaking generally contains details such as:
- Old name
- New name
- Father's or husband's details, where applicable
- Residential address
- Declaration regarding the correctness of the information
The undertaking should be prepared according to the applicable Department of Publication guideline rather than relying on an unrelated generic affidavit format.
Step 5: Prepare the Prescribed Gazette Proforma
The publication matter must be prepared in the prescribed format. The Central Gazette adult guideline provides a specimen for declaring that the applicant previously known by the old name has changed the name and will thereafter be known by the new name.
The applicable guideline should be checked for requirements relating to:
- Computer-typed proforma
- Required copies
- Signature in the existing or old name
- Witnesses
- Prescribed soft-copy material
Step 6: Prepare Identity and Address Proof
The Department publishes an applicable list of identity and address documents. Depending on the case, documents may include:
- Passport
- Aadhaar Card
- Ration Card
- Voter ID
- Driving Licence
- Government-issued identity card
- PAN Card
- Birth Certificate
- Class 10 or Class 12 educational certificate
- Recent electricity, water, telephone or gas bill for address proof
- Rent agreement and other supporting documents where applicable
Only documents relevant to the applicant's category and current guidelines should be submitted.
Step 7: Photographs
The adult Central Gazette guideline requires prescribed passport-size photographs along with the other application documents.
Step 8: Hard and Soft Copy Certification
The guideline also provides for a certificate relating to the consistency of the hard-copy and soft-copy publication material. Applicants should ensure that both versions contain identical information.
Step 9: Prepare Request Letter
A request or forwarding letter forms part of the application. The Department of Publication provides a separate request-letter format for change-of-name services.
Step 10: Pay the Government Publication Charge
The prescribed Central Gazette publication payment is made through Bharatkosh/NTRP under the applicable government procedure.
Applicants should verify the latest publication charge and payment head before payment instead of relying on outdated fee information.
Step 11: Submit the Central Gazette Application
The documents are addressed to:
Controller of Publications
Department of Publication
Civil Lines
Delhi – 110054
Under the applicable adult guideline, the documents may be submitted personally or sent by post according to the prescribed procedure.
Step 12: Department Scrutiny
After receiving the application, the Department examines the documents and publication material. An incomplete, unclear or otherwise non-compliant application can face objections or rejection.
Therefore, merely sending an application does not mean that Gazette publication is automatically approved.
Step 13: Gazette Publication
For an ordinary adult individual name-change application under the Central process, the accepted notice is published in Gazette of India Part IV.
How to Search and Download Central Gazette Online
After the Gazette has been published, the applicant can search for the notification through the official eGazette website.
- Open the official eGazette website.
- Select Search Gazette.
- Select Weekly Gazette.
- Select Part IV.
- Select the appropriate publication date range.
- Download the relevant Gazette PDF.
- Open the PDF.
- Use Ctrl + F.
- Search the applicant's old name or new name.
- Save the complete Gazette copy.
Is a Printed Gazette Certificate Sent to the Applicant?
For Central Gazette publication, applicants should understand that the final Gazette is published electronically. The relevant Gazette can be searched and downloaded through the official eGazette system.
The official electronic Gazette is therefore an important final record of the published name-change notice.
State Gazette Name Change Process
There is no single national State Gazette application process. Each State or Union Territory may determine its own rules, documents, application method and publication procedure.
A State may determine:
- Who is eligible to apply
- Whether State residence is required
- Whether newspaper publication is necessary
- Which affidavit or declaration is required
- Whether the application is online or offline
- How the government charge must be paid
- Which supporting documents are accepted
- Which Gazette Part or Section contains the notification
- Whether the final Gazette can be downloaded online
General State Gazette Flow: Choose State → Identify official publication authority → Check name-change category → Check current form → Prepare documents → Pay prescribed charge → Submit application → Publication → Download or obtain Gazette.
Is There One Online Portal for All State Gazettes?
No. There is no single application portal through which an individual can apply for a personal name-change Gazette in every State of India.
The Government eGazette system includes State Gazette information, but the actual name-change application procedure may be maintained separately by the concerned State Government.
Government eGazette – State Gazette Directory
Example: Tamil Nadu State Gazette Name Change
Tamil Nadu provides its own government proforma for change-of-name publication. The information required under the applicable State process can include:
- Old name
- Parent information where applicable
- Date of birth
- Gender
- Birth district
- Residential address
- Proposed new name
- Old-name supporting proof
- Residential proof
- Applicant, parent or guardian signature where applicable
- Payment or e-Challan details
This is an example of why the Central Gazette process should not simply be copied for every State Gazette application.
State Gazette Portal Examples
Applicants should use the official publication, printing or stationery department of the concerned State rather than relying entirely on unofficial third-party websites.
Different States, including Maharashtra and Tamil Nadu, maintain their own Government Printing, Stationery or Publication systems. The exact applicant-facing facility should be checked at the time of application because procedures can change.
State Gazette Online vs Central Gazette Online
| Activity | State Gazette | Central Gazette |
|---|---|---|
| Check rules online | Usually available depending on State | Yes |
| Download forms online | Many States provide forms/services | Yes |
| Online payment | State-dependent | Bharatkosh/NTRP |
| Upload entire application online | State-dependent | Not the prescribed adult Central Gazette method under the current guideline |
| Physical/post submission | State-dependent | Yes, under the adult guideline |
| Online Gazette publication | State-dependent | Yes |
| Download final Gazette | State-dependent | Yes, through eGazette |
| One national application portal | No | No single simple upload form for ordinary adult Central Gazette filing under the current guideline |
What Types of Name Changes Can Be Involved?
Gazette documentation may arise in cases involving:
- Complete name change
- First-name change
- Addition of surname
- Deletion of surname
- Adoption of a different surname
- Reversion to maiden surname
- Name change after marriage
- Name change after divorce
- Minor name change
- Name and gender change
- Certain religion-related name-change situations
- Central Government employee name change
- Indian applicants residing abroad
Adult Name Change
For Central Gazette purposes, a person aged 18 years or above falls under the adult or major category. The ordinary adult procedure should not automatically be used for minors or other special categories.
Minor Name Change
The Department of Publication maintains a separate guideline for a minor's name change. Such cases may require parent or guardian documentation and should be prepared according to the applicable minor-name-change procedure.
Minor Name Change After Divorce
The Department also maintains separate guidance relating to publication of a minor's name change after divorce. Cases involving divorce, custody or a child's surname should therefore be checked under the relevant category rather than treated as an ordinary adult name-change application.
Surname Change After Marriage
Marriage does not automatically require every person to change their surname. If an individual voluntarily adopts a spouse's surname or another surname, the required documentation will depend on the nature of the change and the authority where the updated name will be used.
Reverting to Maiden Surname
A person who wishes to return to a maiden surname should check the specific applicable guideline rather than automatically using a general name-change format.
Central Government Employee Name Change
Central Government employees can fall under a separate procedural category. The Department of Publication provides specific documentation relating to change of name by Central Government employees, including the applicable deed procedure.
State Government Employee Name Change
State Government employees may be governed by the service rules of their respective State Government and department.
The basic distinction is:
- Central Government employee: Check the applicable Central service and Gazette procedure.
- State Government employee: Check the concerned State service rules and State Gazette requirements.
Indians Living Abroad
Indian citizens residing abroad may have additional documentation requirements. Depending on the applicable Central Gazette guideline, documents may require execution or attestation through the relevant Indian Embassy or High Commission.
Overseas cases should therefore not simply copy the standard resident-adult application format.
Does Central Gazette Automatically Update Aadhaar?
No. Gazette publication and Aadhaar updating are separate processes.
After the name change, the applicant must complete the applicable UIDAI name-update procedure. Gazette publication does not automatically change the Aadhaar database.
Does Gazette Automatically Update PAN?
No. PAN records must be updated separately through the applicable PAN correction or change procedure.
Does Gazette Automatically Update Passport?
No. Passport records are updated separately through the applicable Passport Seva procedure. The required documents can depend on the nature of the name change.
Does Gazette Automatically Update Birth Certificate?
No. A Gazette notification does not automatically modify an existing birth-registration record.
If a Birth Certificate contains an incorrect name, spelling, parent name or other entry, the applicant should check the applicable correction procedure before the competent Registrar of Births and Deaths.
Does Gazette Automatically Update Educational Certificates?
No. CBSE, State Boards, universities and other educational authorities have their own procedures for changing or correcting names in academic records.
A Gazette may form part of the supporting documentary trail where applicable, but it does not itself modify a marksheet, certificate or degree.
Does Gazette Automatically Update Bank Records?
No. Bank records must be updated separately according to the bank's applicable KYC and name-change requirements.
Is Central Gazette Valid Throughout India?
The Gazette of India is an official publication of the Government of India. However, this should not be interpreted to mean that a Central Gazette notification automatically changes or must independently satisfy every document-update procedure in India.
Each receiving authority can apply its own documentary requirements.
Practical position: Gazette publication establishes or publicises the declared name change, while the concerned authority separately updates its own records according to its rules.
Is State Gazette Valid Outside the State?
A State Gazette remains an official government publication. It does not become invalid merely because it was published by the government of a particular State.
However, whether a State Gazette alone is sufficient for a particular purpose outside that State depends on the requirements of the authority receiving the document.
Is Central Gazette Stronger Than State Gazette?
It is not accurate to simply describe the Central Gazette as “strong” and the State Gazette as “weak.”
The important question is: Which Gazette or supporting evidence does the receiving authority require?
If Gazette of India publication is specifically required, the applicant should follow the Central Gazette procedure. If a State authority or service rule requires publication in the concerned State Gazette, the State procedure should be followed.
Do You Need Both State and Central Gazette?
Normally, an applicant should not obtain both publications simply because they believe that having two Gazettes will make the name change stronger.
Before applying, identify:
- Why the name is being changed
- Which records need to be updated
- Which authority will receive the new name
- Whether that authority requires a particular Gazette
Can You Apply for Central Gazette After State Gazette?
Yes, a separate Central Gazette application may be possible if the applicant fulfils the applicable Central Gazette requirements and such publication is required.
However, this should not be described as a “conversion.” A State Gazette does not convert into a Central Gazette.
State Gazette → Separate Central Gazette Application → Scrutiny → Gazette of India Publication
Can You Apply for State Gazette After Central Gazette?
This depends on the concerned State's rules and the reason State Gazette publication is required. Having a Central Gazette notification does not necessarily mean that a State Gazette authority will automatically republish the same name change.
State Gazette vs Central Gazette: Which One Should You Choose?
Consider Central Gazette When
Gazette of India publication is specifically required or the applicant intends to follow the Department of Publication's Central name-change procedure.
Consider State Gazette When
The concerned State provides for State Gazette name-change publication or a State Government authority, department or applicable service rule requires it.
Check the Issuing Authority First When
The problem is merely a correction in an existing document, such as:
- Birth Certificate spelling mistake
- Incorrect date entry
- Typing mistake in school records
- Parent-name mistake
- Other record-specific clerical errors
In such cases, a direct correction mechanism may already exist.
Common Reasons Gazette Applications Face Problems
Gazette applications can face objections, delays or rejection when an applicant:
- Uses different name spellings across documents
- Selects the wrong applicant category
- Provides incomplete identity or address proof
- Uses an incorrect newspaper notice
- Processes a minor case using an adult format
- Treats a document correction as a complete legal name change
- Sends an incomplete Central Gazette application
- Uses an outdated format
- Makes payment under an incorrect government payment head
- Assumes Gazette publication will automatically update every record
What Happens After Gazette Publication?
After publication, the applicant should preserve the Gazette PDF and all supporting documents forming the name-change trail.
The next stage generally involves separately updating the relevant records.
Gazette Publication → Aadhaar → PAN → Passport → Bank → Employment Records → Educational or Other Relevant Records
The exact order may vary depending on the applicant's existing documents and the requirements of each authority.
State Gazette vs Central Gazette Final Difference
State Gazette
State Government Publication → State-specific Authority → State-specific Rules → State-specific Portal/Process → Procedure Can Differ Between States
Central Gazette
Government of India Publication → Department of Publication → Gazette of India Part IV for Applicable Adult Individual Name-Change Notices → Prescribed Payment → Prescribed Application Documents → Final Gazette Available Through eGazette
Important Official Portals at a Glance
| Purpose | Official Platform |
|---|---|
| Central Name Change Guidelines | Department of Publication |
| Adult/Minor/Surname Forms & Guidelines | Department of Publication |
| Government Gazette Payment | Bharatkosh |
| Gazette of India Search & Download | eGazette |
| State Gazette Directory | State Gazettes section on eGazette |
| State-specific Application | Concerned State Government publication/printing department |
Central Name Change Guidelines
Government eGazette Portal
Bharatkosh Payment Portal
Conclusion
State Gazette and Central Gazette are both official government publications, but their authorities, procedures and practical purposes differ. The Central Gazette or Gazette of India is handled through the Government of India's Department of Publication. For applicable adult individual name-change notices, publication is made under Gazette of India Part IV after completion of the prescribed newspaper, documentation, payment and submission requirements.
A State Gazette is governed by the concerned State or Union Territory, which means there is no single application form, portal or document list applicable to every State. Applicants should therefore check the current procedure of the concerned State before starting an application.
Most importantly, Gazette publication does not automatically change Aadhaar, PAN, Passport, Birth Certificate, marksheet, bank account or other records. Each record must be updated separately under the rules of the authority maintaining it.
Frequently Asked Questions
1. Is Central Gazette name change completely online?
No. Government payment and final Gazette access are online, but under the applicable adult guideline, the prescribed application documents are submitted personally or sent by post to the Department of Publication.
2. Where can I apply for Central Gazette name change?
The official rules and formats are available through the Department of Publication. The prescribed documents are submitted according to the Department's applicable guideline, government payment is made through the prescribed system and the final published Gazette can be accessed through eGazette.
3. Is there one State Gazette online portal for all of India?
No. Different States may maintain their own Gazette and publication systems. Applicants should check the concerned State Government's actual name-change application procedure.
4. Is newspaper publication compulsory for Central Gazette adult name change?
Under the applicable Department of Publication adult name-change guideline, publication of the change in a daily local leading newspaper forms part of the prescribed process.
5. What Part of Central Gazette contains adult name changes?
Applicable individual adult name-change advertisements are published under Gazette of India Part IV.
6. Can I download my Central Gazette online?
Yes. After publication, the relevant Gazette can be searched and downloaded through the official eGazette portal.
7. Do I receive a separate certified Gazette copy?
The Central Gazette is electronically published and the relevant published Gazette can be downloaded through the official eGazette system. Applicants should preserve the complete relevant Gazette PDF.
8. Is Gazette compulsory for every spelling correction?
No. A spelling or clerical error may be handled through the correction mechanism of the authority that issued the original document. A legal name change and correction of an existing record are not necessarily the same process.
9. Can I use Central Gazette to update Aadhaar and PAN?
Gazette publication may form part of the documentary trail where applicable, but Aadhaar and PAN must still be updated separately according to the rules of UIDAI and the concerned PAN authority.
10. Which is better, State Gazette or Central Gazette?
Neither is automatically better. The appropriate option depends on the purpose of the name change, applicant category, applicable State rules and the requirements of the authority where the changed name will ultimately be used.