SPOUSE NAME MISMATCH- CORRECTION / CHANGE MISMATCH OF SPOUSE's NAME
We have recently noticed that there are far too many cases among not only the JCOs & ORs but also among the officers where the names of their Spouse or the beneficiary children mentioned in the official Service records specially the PPO, of the Service Personnel do not match in Toto with the Government issued identity cards/certificates (IDs). It leads to serious problems for the family when the time for the family pension comes. It may take 6 to 12 months before the problem is sorted and the spouse or the family member finally gets the family pension.
We therefore are posting the detailed actions which need to be taken by the veterans while still in good health have the mismatches corrected. Let us first understand as to the Correct Official name of any individual. The name and the date of birth as written in the tenth class certificate is the first and topmost to legally accepted to reckon with, then comes the Govt issued IDs i.e Passport, Aadhaar Card , Pan Card , Driving Licence, Voter's Card or such other photo ID documents issued by the Government. Needless to mention here the ENGLISH SPELLINGS of the name must be SAME in all these documents without any variation of even a single letter. Do not considered any variation as minor or insignificant, but rules are rules that may be quoted in the end by the sarkari offices.
Let us call this as the "Official Name (S PREMALATHA) " of the individual. The name of your spouse is recorded in your service records as notified by you in your DO Pt-ll orders while in service. Let us call this as the "Service Name (R PREMALATHA)" for ease of understanding. The official Name and the Service Name must match so that the family pensioner can be correctly identified by the pension paying agency (PDAs ie the Banks) before the family pension is commenced by them.
In this web post we are dealing in detail with CORRECTION or CHANGE of NAME of your spouse in case of mismatch in any of the ID or the PPO. However in case her name is not there in your PPO as family pensioner or her complete Date of Birth is not recorded then its a different issue under the "Endorsement of the Name and/or DOB of the spouse in PPO -
NOTE - Addl Dte Gen (MP5&6) maintains records of the Army Officers, they are thus the authority to record , modify or correct the error in Name and DOB etc in the service records for the officer and his family. Similarly Regimental Records do it for the JCOs and ORs. The approval of the correction of name in the service records thus comes under their jurisdiction./authority. After they approve the correction they will write to the PCDA(P) and others to affect the correction by issuing corrigendum PPO.
Therefore the veterans should approach their Records rather than wasting their efforts in corresponding with the PCDA or the banks for such corrections.
There can be following two contingencies in Mismatch of the Name:-
(a) SPOUSE wishes to Change her Official Name like any other citizen of the country. In this case first the Official Name will need to be changed as per procedure laid down by the Govt of India as also explained in the end of this post, which is not a service issue in any manner as such the individual has to work on it on its own. After the change of the desired name is notified in the Gazette of India the individual can apply to get new identity documents i.e New Aadhaar Card, new PAN card , new Voter's Card and the Passport etc as also get the same changed in all financial documents and bank accounts. Till now the services are not involved in any manner.
Once its done and the New PAN and the AADHAAR Cards with new name are received, the pensioner can apply for the change/correction of service name in one's Service Records and thereby get the corrigendum PPO. This is the only service issue involved under this contingency.
However in case the changed name as above matches with service record, there is no need to approach the Records or the PCDA(P) for any thing.
NOTE :- This may be at times a time consuming issue as such must be weighed with the other contingency and the option before taking a decision. Path of least resistance will be of advantage. We have carried our research in the procedure for change of Name as above and have given the complete procedure and Gopvt Guidelines for this contingency in this web-post at the end.
(b) Service Name of the Spouse is different from the Official Name (Even if there is a difference in a single alphabet it causes mismatch). This could have happened that the individual made a mistake while getting his/her Part-ll order for marriage published with incorrect or short name of the spouse. In this case since the official name is correctly recorded in the official IDs of the spouse, the change of name rather CORRECTION of the Service Name will be required in the Service Records of the Individual maintained in the Records Office for JCOs/OR and AG (MP 5/6) for officers based on Govt Issued official ID documents of the spouse.
This issue therefore remains to be a simple in-house services matter where Public Notification is not required to be published in the News papers and the Gazette Notification.
In case the Records Office insist for publication of the change, it shows their ignorance of the procedures since one can not notify the change of name from ABCD to ABCD (from same name to same name).
This contingency is very common as experienced by us while tackling many such cases of mismatch. The Veterans are requested to pay special attention to this contingency and take action accordingly.
NOTE- In the recent past this issue was unfortunately not well understood by the dealing Staff at the Records, as such the ESMs were at a total loss, however at AG(MP5b) the procedure has been formalised to make the corrections in service documents without much difficulty.
IMPORTANT - It must be understood that approving authority for the amendment of the spouse name in the Service Documents is vested with ADG Man Power Planning (MP5&6) at Army HQ for officers and the Chief Record Officer of the Regimental Records for JCOs and OR and similar authorities in Air HQ and the Naval HQ.
After approval and issue of revised LPC cum Data sheet by the Records Office the PCDA(P) will issue the revised PPO with amended name of the spouse for grant of family pension. Any correspondence being made to the PCDA(P) or your bank is thus infructuous and waste of time and effort.
It is because of the lack of our knowledge of the system that the staff at PCDAs tend to take charge as approving authority and begin to dictate procedures.
We will much like that a policy letter be issued by the service HQs on this issue of correction of the name based on official IDs of the spouse.
LET US UNDERSTAND THE ISSUE MORE CLEARLY WITH AN LIVE EXAMPLE UNDER THIS CONTINGENCY
A CASE STUDY - (Real Names have been Changed)
Capt KS Periasamy Smart married at the age of 28 yrs, the girl named Ms Premalatha while serving in Infantry School, Mhow. On return after leave the Infantry School Office published his Marriage Part-ll order mentioning her Name as mentioned in his wedding card and the permission letter for marriage i.e. Premalatha.
Capt KS Periasamy smart began to call his wife as Prema since her maiden name looked bit rustic to him. Shalu Rani thus became her most common name in the social circle. He got Aadhaar and PAN Cards also for her when these were introduced mentioning her name as Prema which also figured in their joint bank accounts as such.
Capt KSP Smart never thought of getting her New Name as Prema notified in Part - ll orders and other Service Documents. At the time of his retirement he simply signed all documents as produced by his Head Clerk with his wife's name as Prema since the same existed in his service records.
Capt Smart retired and settled down at Indore and did not bother again that on his PPO the Name of his wife was still Prema. Capt Smart one day left for his heavenly abode.
The PDA (Pension Paying Bank) refused to start the Family Pension to his wife because of mismatch of her name in the PPO, ID documents and their Joint Bank Account on which pension was coming.
As at this juncture the Wife of Capt Smart (late) had her name i.e Prema in the Service Records of her husband where as her official name so mentioned in Govt issued ID documents was Premalatha.
Such situation can even arise even if there is mismatch of even one alphabet in the names mentioned in PPO , Ids or the Bank Account.
There are many similar cases among the ESMs which must be set right in good times while in service or while in good health so that there are no hassles in smooth grant of the Family pension as and when the contingency arises.
At the cost of repetition we again emphasize that Even if there is difference of one letter in the First, Middle or the Last Name - IT IS A MISMATCH which can put the family in serious trouble after one kicks the bucket.
HER TROUBLES BEGAN NOW - RUNNING FROM PILLAR TO POST.
After weighing both the options of change of name by publishing Gazette and the correction of name in service records. She was advised by us to take up case for correction of her name in the Service Documents of her husband to her name as Prema as existing in her official IDs incl Passport, House Registration, Investments and Bank instruments. She was helped to get Affidavit and prepare other documents so as to apply to AG (MP 5 (b)), who maintain the Records of all Army Officers other than the Medicos for correction of her name.
Unfortunately the Staff there returned the application without much considerations and asked her to get News Paper Notification and Gazette Published for Change of Name without REALISING that how can she change her Name from Prema to Premalatha. It was after several meetings incl with dealing clerks, the AAG and Director MP(5&6) that we were able to convincie them that here the Issue is only in house for Correction of Name in the service documents (DOSIER) based on her official Identity Documents and and Affidavit which falls under the jurisdiction of the Adjutant General. ADG (Man Power Planning) at the Army HQ who has full authority to verify and approve the CORRECTION of records and thereby intimating the PCDA(P) to issue Corrg PPO to the family. The PCDA has no say in this matter. after the approval has been granted by AG(MP 5b)
(Few similar cases and their references resolved in the past are available with us and may be quoted with permission from the concerned officers in case still required.)
We have noticed that most of the cases in Fauj pertain only to Correction of the Name of Spouse in Service Documents which is an IN-HOUSE service issue and does not require any public Notification.
This must be understood by us all and the concerned authorities.
It is unfortunate that we have allowed the staff at the PCDAs to return cases on flimsy grounds even after the approval of Service HQs..
This took over 8 months of efforts before Mrs Smart could get her family pension.
We hope that our post here will bring relief to many similar family pension cases. We have worked very hard to research and collect information incl seeking official and legal opinions from experts and those who have gone through this mill, in publishing this web post for the benefit of ESMs and their families.
WE ARE THEREFORE GIVING THE DETAILED PROCEDURE FOR CORRECTION OF THE SPOUSE NAME HERE AS UNDER. THE PROCEDURE FOR PUBLIC NOTIFICATION BY PUBLICATION OF GAZETTE IS ALSO GIVEN AT THE END OF THIS POST
A. CORRECTION OF NAME IN SERVICE DOCUMENTS -
Since there is no change in the official name of the spouse mentioned in the ID documents as such no change is needed in it and the procedure will be simple and in house without any public notification . Suppose the official name of the spouse is "Prema" one can not notify the Change of Name from Prema to Premalatha either in the News papers or the Gazette.
A mistake had been made in the past which needs to be corrected in the service records now. The official authority specifying your official name are the above mentioned IDs notified by the Govt of India, as such are the basis for the correction of the name in the service records.
(NOTE - We have unfortunately experienced that the Staff handling such cases at specially at Regimental Records do not fully understand this fact and demand documents incl News paper Notification and Gazette Notification causing unnecessarily delays in finalising the corrections. They need to understand the difference in CHANGE of Name by Public Notification and CORRECTION of Names in Service Documents.)
Following documents need to be sent to the Records requesting for correction of the Service Name based n the official Name of the spouse.;-
(a) Request letter/application for correction of spouse's name in the service documents of the Pensioner Individual. This is from the spouse in case the pensioner is not there. The letter from the pensioner can be modified by him accordingly. Annexure - 1
(b) An affidavit sworn in before a public Notary declaring the correct name. SAMPLE and the text of the Affidavit is placed at Annexure - 2 at the end of this web page for ready reference and copy pasting to modify the same to your requirement. Similarly the affidavit is made from the spouse side since it is her name which is being declared by her.
(c) LPC-cum- Data Sheet duly completed in all respects (Annexure -3 ).
(c) Self Attested Copy of PAN & Aadhaar Cards of self and spouse.
(d) Email ID and mobile numbers for ease of communication.
The Records offices will affect the change and write to PCDA(P) for issue of Corrg PPO to all concerned, a copy of which will be sent to the Individual through Email.
ISSUE OF CORRIGENDUM PPO BY THE PCDA(P) - Once the Corrg PPO is issued one can contact the Bank CPPC to start the Family pension as the case may be.
NOTE - WE HAVE ACCORDINGLY ADVISED THROUGH OF GROUP MAILS AND THROUGH THIS WEB SITE ALL THE VETERANS TO CHECK THE CORRECTNESS OF THE NAME OF THEIR SPOUSE THAT IT MATCHES WITH THE OFFICIAL IDs OF THE SPOUSE.
HOWEVER LETHARGY HAS BEEN PLAYING ITS PART IN MANY CASES RESULTING INTO DENIAL OF FAMILY PENSION TO THEIR SPOUSES FOR AS MUCH AS ONE TO TWO YEARS.
DONOT LEAVE YOUR FAMILY IN LURCH AFTER YOUR DEATH ACT JUST NOW BECAUSE TOMORROW NEVER COMES.
BEST WISHES FROM INDIAN MILITARY VETERANS
ANNEXURE -1
DRAFT LETTER FOR AG (MP 5/6) FOR CORRECTION OF NAME IN SERVICE DOCUMENTS OF PENSIONER
FROM :- Mrs Shalu Rani 1433, Anand Viihar
Mob No . 8824444848 Ram Pura
Uttar Pradesh 230014.
Date Mar 2021
To
AG’s Branch (AG MP 5)
Integrated HQ Of MoD (ARMY)
West Block lll, RK PURAM
New Delhi -110066
Subject - CORRECTION OF MY NAME IN THE SERVICE DOCUMENTS OF MY LATE HUSBAND IC88888N Col IM SMART, ENGINEERS (RETD)
1. Please refer to my husband’s PPO no M/007600/98 and corr PPO No M/Corr/008167/99 (Copies Encl)
2. My husband Col IM Smart (IC88888N),Engineers expired on 11 Nov 2020. It has been noticed on checking his documents that my name in the PPO is mentioned as SHEELA DEVI where as my actual name as per my PAN Card, AADHAAR Card and Passport is SHALU RANI (Self attested copies of my ID documents , Aadhaar and PAN Cards are enclosed) . The bank has refused to start my family pension when approached due to this mismatch of my name in the said PPO and my ID Documents
3. I therefore request that my name may kindly be corrected in the service documents of my late husband and recorded as SHALU RANI on the basis of the ID documents and Affidavit being forwarded herewith as under :- .
(a) My affidavit for the name correction and reasons for the change duly Notarised by the Public Notary in Original and with two photo copies.
(b) Self Attested Copies of my PAN CARD No, xxxxx J 4999944, AADHAAR Card No, xxxxxxxx and Passport Number xxxxxxxx (2 Photocopies each)
(c) Self Attested Copy of my Husband's PAN No, and Aadhaar Card No, 7995 8992 9993 (2 Photocopies)
(d) LPC Cum Data Sheet duly Completed
5. It is requested that the CORRECTION of name in the service documents as SHALU RANI in place of SHEELA DEVI may kindly be approved and PCDA(P) Allahabad intimated to issue necessary Corrg PPO to the PDAs so that my Family Pension is paid by them.
(Mrs SHALU RANI)
W/O Col IM SMART (Late)
Copy to -
Principal Controller of Defence
Accounts (Pensions),
Draupadi Ghat
Allahabad -211014
Encls as above.
*************
ANNEXURE - 2
AFFIDAVIT FOR CORRECTION OF NAME IN SERVICE DOCUMENTS
I, MRS SHALU RANI , Wife of Col IM SMART ( IC 88888 M) , aged 65 years (Date of Birth 01-01-1956) resident of House No, XX , SECTOR-CC, RAMPURA (UP) PIN-215001.., do hereby solemnly affirm and declare as under:
(a). That my CORRECT name IS SHALU RANI , so recorded in my Aadhar Card No 9999 9999 9999 , PAN Card AAAAA9999X and Passport Number xxxxxxxxxxxx (Photocopies of my Aadhar , PAN cards and the Passport are attached)
(b). That I have not changed my name and continue the same as SHALU RANI.
(c). At present my name in my husband’s service records is erroneously spelled as SHEELA DEVI which needs to be corrected to SHALU RANI, hence my reason for making this declaration..
(e). I, hereby state that Mrs SHEELA DEVI (Name in the Service Records of my late husband at Army HQ) and Mrs SHALU RANI (my Correct and Common Usage Name by which I am known in the society) is the name of one and the same person and that is myself, duly wedded Wife of Late Col IM SMART, (Date of Our Marriage is dd/mmm/yyyy) ).
I am executing this declaration to be submitted to the concerned Military Authorities for CORRECTION of my name in the official service documents of my (late) husband.
I hereby state that whatever is stated herein is true to the best of my knowledge. Solemnly affirmed at Ramoura on this
day of May - 20xx
(Signature of the Applicant)
Deponent
Identified by me Before Me
(Witnesses) (Public Notary)
*************************
ANNEXURE - 2
LPC CUM DATA SHEET
PENSIONER - Officer (Tick Category) Spouse Family Pensioner
Telephone ------------- NAME -----------
MobiIe ----------------- ADDRESS ---------------
City ------------------- DATE--------------------
To,
Addl Dte Gen of Manpower (P&P)/MP 5(b)
AG's Branch, IHQ of MoD (Army)
Wing No-3, Ground Floor, West Block-Ill
RK Puram, New Delhi-66
LPC-CUM-DATA SHEET
1. In order to record date of birth in PPO for additional pension in terms of Para 12 of GOI, MoD Revised Pension letter 17(45)/2008(1)/D(Pen/Policy) dated 11 Nov 2008 . Data Sheet designed by PCDA (P) for issue of Corrigendum PPO is provided below:-
(a) Details of Officer
(i) Rank _______ Name ________
(ii) Service No, ________ Date of Retirement _______
(iii) 0riginaI PPO No __
(iv) Latest Corrigendum PPO No ________
(v) Date of Birth _______________ (DD/MM/YY)
(vi) Aadhaar Card No (photocopy reqd)
(vii) PAN Card No (Photocopy reqd)
(vii) E-mail ID (xi) Mob No _ ___
(b) Spouse
(i) Name _______________
(ii) Date of Birth _______________
(iii) Aadhaar Card No ________________ (photocopy reqd)
(iv) PAN Card No _________________ (Photocopy reqd)
(v) E-mail ID ______________________ (vi) Mob No _________
(c) Family Pensioner (Parents/Unmarried/Widowed/Divorced Daughter/ Handicapped Child) (Only if applicable).
(i) Name _ _____________________
(ii) Date of Birth _ ________________________
(iii) Aadhaar Card No -------------
(iv) E-mail ID ____________________ (viii) Mob No __________
(d) Bank Details (To be ascertained from the Bankers)
(i) BSR Code of Link Branch -------
(ii) Link Branch & Address -------
(iii) Pension Bank A/C No ________________________
(iv) BSR Code of Pension Paying Bank ___________________
(v) Address of Branch Paying Pension ____________________
(vi) Pension Paying Bank City _______ PIN Code No __________
Necessary documents duly self-attested are attached (copy of Aadhaar Card and PAN Card of self and spouse) as proof of birth of spouse/family pensioner along with copies Original and Corrigendum PPOs).
Date : 2020 Yours sincerely,
_____________________________
**************************************************************************
xxxx
LET US NOW DESCRIBE THE DETAILED PROCEDURE FOR CHANGE OF OFFICIAL/COMMON NAME OF ANY CITIZEN OF THE COUNTRY.
NOTE - Our team has researched this procedure as such consolidated write up is given here
(B) CHANGE OF OFFICIAL/COMMON NAME -
Notice for advertisement by individual in the Gazette of India Part-IV regarding Change of Name, addition or deletion of surname, etc.
Actions as under need be taken :-
FIG -1 , CLICK TO ENLARGE the image
STEP -ONE :- After you take the decision first and foremost notify the change in min two major News Papers. One often reads such notifications in the news papers. The format for the same is very simple. Once the notification appears buy 4 or 5 copies of the news paper for records.
SAMPLE - I, Mrs ABCD w/o JKLM (Retd) R/O 3333xx/M , Sector-xx , RamPura (UP) have changed my name to XYZ for all purposes
( FIG - 1) Click any where on the Figure to enlarge the same to read. ,
STEP-TWO :- Get the Undertaking by the Individual made with two known witnesses as per the sample for submission to Controller of Publications Govt of India, here the language is very simple and the specimen is given at below as also at Annexure - 5:-
SPECIMEN PROFORMA FOR CHANGE OF NAM E FOR MAJOR/ADULT.
{To be submitted duly typed or computerized prints- out (Two Copies) and One CD in MS Word )
i, hitherto known as Mrs ABCD Son/Daughter/Wife of JKLM ICxxxx , who is employed in the Indian Army, Residing at .... (Full Address) ... Rampura (UP) Pin ----- , have changed my name and hereafter be known as XYZ.
It is certified that I have complied with other legal requirements in this connection .
Signatures
(ABCD) (It is signed as such)
Witness - 1 Witness - 2
Name Name
Address Address
xxx
FIG -2 , CLICK TO ENLARGE
STEP-THREE :- Apply for publication of the Gazette of India, You will need to make an application to the Publication Division of Govt of India for Gazette Notification and pay the fees for publication , with original notification published in the news paper, two PP size photographs and the Undertaking. In addition a CD containing the print matter without witness portion in MS Word and type old name in place of signature. .
Sample as in - FIG - 2
Note - All the aforesaid documents, printing charges together with forwarding letter and Photo ID Proofs addressed to The Controller of Publications, Department of Publication, Civil Lines, Delhi-110054 should either be submitted personally or be sent by post to this Department. The documents must not be older than one year.
STEP-FOUR :- After you receive the intimation of the publication of the Gazette download the published Gazette notification, apply for the change of Name in the official IDs of the individual. The procedure is normal as for any citizen of the country. A sample of the Gazette notification is placed at Annexure -1 at the end of this web post.
STEP-FIVE :- After the receipt of new ID documents with new name One can now apply for the CHANGE OF NAME to the NEW OFFICIAL NAME in the service documents to the Records Offices. Following documents will need to be sent to the Records/AG(MP5/6):-
***************************************************
GAZETTE NOTIFICATION SAMPLE ANNEXURE - 1
FIG - CLICK TO ENLARGE
NOTE - The applicant is requested to download his/her gazette from the website www.egazette.nic.in as the physical printing and sale of hard copies of the Gazette by the Government has been ceased completely from 01.10.2015 vide Gazette of India Issue no. 602, Extra Ordinary Part II Section 3 Sub Section (i) dated 30.9.2015, be switched to e- publishing w.e.f 01' October, 2015.
(http://deptpub.nic.in/sites/default/files/Guidelines-for-change-of-Name-Adult.pdf)
ANNEXURES
(a) Request letter/application for change of name. (Annexure 2 - Modify as required)
(b) An affidavit sworn in before a 1st Class Judicial Magistrate/Executive Magistrate declaring correct name. (Specimen at Annexure - 3)
(c) Newspaper cutting of two National dailies.
(d) A copy of Gazette Notification of State Govt in which change of name has been published.
(e) Copy of Edn Cert (Matriculation), PAN ; Aadhaar and Passport
xxx
(f) Email ID and mobile numbers.
NOTE - Based on the above documents the Records of the individual will change the name of the spouse in the service documents of the Individual Pensioner. It is easy to have it done while in service since only a Part-ll order needs to be published.
A copy of the old Guidance issued by AG(MP-5b) is placed a t Annexure - at the end of this page for ready reference. THis document may not be fully updated.
Reference be made to - http://deptpub.nic.in/change-of-name
(DETAILED GUIDELINES AS DOWNLOADED FROM THE GOVT WEBSITE ARE REPRODUCED AT ANNEXURE - 4 FOR YOUR READY REFERENCE.
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