How to Change Your Name in the Service Book?
If you are a government employee, a defense personnel, or serving in any other public sector service, it is crucial that your Service Book or Service Record contains accurate and updated information. Many individuals face issues such as incorrect spellings, surname changes after marriage, or having multiple versions of their name across documents. In such cases, correcting your name in the Service Book is essential.
Why is Correcting Your Name in the Service Record Important?
Your Service Book is the official record of your employment, achievements, and identity in government service. Any name discrepancy in it may cause serious issues like:
- Delay or errors in salary, pension, or Provident Fund (PF)
- Complications in departmental promotions or transfers
- Hindrance in receiving post-retirement benefits
- Mismatch in identification documents
That’s why it’s essential to get your name updated in the service record without delay.
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Documents Required to Change Name in Service Book:
- Gazette Notification– The legal proof of name change
- Application Letter– As per your department’s format
- Affidavit– Showing old and new names (if required by your department)
- ID Proofs– Aadhaar, PAN, Voter ID, etc.
- Copy of Service Book or Employee ID details
Step-by-Step Process to Change Name in Service Book:
Step 1: Apply for Gazette Notification
First, you must apply to get your new name published in the Gazette of India:
- Draft an affidavit on stamp paper stating that you are voluntarily changing your name, including old name, new name, and reason for change
- Submit the affidavit, ID proofs, passport-size photo, and application form to the Gazette department
- Some departments may require a CD and hard copy of the documents
- Your new name will be published in the Gazette within 20–30 working days
- The Gazette copy becomes your legal proof of name change
Step 2: Submit Application to Your Department
- Write a formal request letter to your department (current or retired employer)
- Attach a copy of the Gazette Notification with your application
- Some departments may ask for verification by a senior officer
- Departments like Defense, Railways, Health, and Education may have their own specific rules, so follow the applicable guidelines
Can Retired Employees Change Their Name in the Service Book?
Yes. If you are retired but your pension, PF, or identity documents have a name mismatch, you can still apply for name correction in your Service Book using the Gazette copy.
What is a Gazette Notification?
A Gazette Notification is an official publication by the Central or State Government of India. It is used to publicly declare changes such as:
- Name changes
- Government orders
- Appointments, etc.
In name change cases, the Gazette serves as valid legal proof and is accepted by all government departments.
Final Note:
If you are currently employed, serving in defense, or even retired, and your Service Book contains incorrect name details, it is essential to correct it through a Gazette Notification.
Make the Process Simple – With Us
The name change process may look lengthy and a bit complicated, but with the right guidance and step-by-step support, it can be smooth and stress-free.
If you need help with:
- Drafting the affidavit
- Preparing required documents
- Publishing the namein the Gazette
- Understanding departmental procedures
Then connect with the experienced team at LSO Legal.
We take care of the entire process — from affidavit creation to Gazette publication.
With over 22 years of experience, our registered senior advocates guide you through every legal step with clarity and care.
Whenever you're ready — we’re here to help.
Contact LSO Legal today to make your name change simple, legal, and secure.
?️ Name Change in Service Book: Complete Legal Process and Documents Required
Introduction
A service book (or employee record book) is one of the most important official documents for government and public-sector employees in India. It records your employment details, promotions, and service history.
If there is a name or surname change after marriage, divorce, clerical error, or legal Gazette update, it must be officially reflected in the service book to ensure consistency in identity across all government records.
LSO Legal Private Limited helps employees complete the legal name change process, prepare affidavits, and submit documents required for service book correction — ensuring that your name is updated accurately and legally.
⚖️ Legal Reasons for Name Change in Service Book
Name changes in a government or private employee’s service book can occur due to several legitimate reasons:
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Marriage or Divorce: Changing or reverting surname after marriage or divorce.
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Spelling Mistake: Clerical or typographical errors in the employee’s name.
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Adoption or Guardianship: Legal guardianship or adoption leading to name update.
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Religious Conversion: Name change due to change in religion or faith.
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Gazette Notification: Name change already approved and published in the Government Gazette.
? Step-by-Step Process for Name Change in Service Book
Step 1: Obtain a Gazette Notification
First, your name change must be legally recognized by publishing it in the Government Gazette of India (Central or State).
LSO Legal assists you in affidavit creation, newspaper publication, and Gazette application.
Step 2: Prepare an Affidavit
Draft a notarized affidavit mentioning your old and new name with a valid reason (marriage, correction, etc.).
It should clearly state that both names belong to the same person.
Step 3: Publish in Newspapers
Your name change must be published in one national and one local newspaper. Keep copies of the published ads for submission.
Step 4: Submit Application to Your Department
Once the Gazette is published, submit a written request to your department head or office superintendent to update your new name in the service book. Attach all supporting documents.
Step 5: Department Verification and Approval
The HR or Administrative department verifies your request and, upon validation, officially updates your name in the service records, payroll, and departmental files.
? Documents Required for Name Change in Service Book
To apply for correction or name change, you’ll need:
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Gazette publication copy (Central or State)
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Notarized affidavit for name change
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Newspaper publication copies
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Self-attested ID proof (Aadhaar, PAN, Voter ID)
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Copy of service book or ID card
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Application letter to department head
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Marriage certificate / divorce decree (if applicable)
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Joining letter or employee code proof
? Processing Time & Cost
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Processing Time: 15–30 working days (depending on department)
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Legal Process Cost: ₹999 – ₹2499 through LSO Legal Private Limited (includes affidavit, publication, and Gazette support)
? How LSO Legal Private Limited Can Help
LSO Legal Private Limited provides complete legal assistance for service book name correction, including:
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Preparing affidavit and Gazette documentation
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Managing newspaper publications
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Drafting departmental application letters
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Providing verification and tracking updates
With 30+ years of legal experience, LSO Legal ensures the process is transparent, legally compliant, and accepted by all government departments.
? Helpline: 0755-4222969
? Website: www.lsolegal.com
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❓ Frequently Asked Questions (FAQ) – Name Change in Service Book
1. Is Gazette publication mandatory for name change in service book?
Yes ✅. The Gazette publication is compulsory for legal recognition of your new name before it can be updated in the service book.
2. Can private employees also change their name in HR records?
Yes. Employees working in private companies or banks can also update their name in HR records using the same affidavit and Gazette process.
3. What if my department refuses to update the name?
You can appeal to a higher authority or HR department with supporting documents. If rejected, LSO Legal can help you file a legal representation or affidavit confirmation notice.
4. Can surname change after marriage be updated in the service book?
Yes ✅. Married women can legally change their surname after marriage or revert to their maiden name after divorce through affidavit and Gazette publication.
5. How do I write an application for name change in service book?
Your application should include:
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Your old and new name
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Employee code and designation
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Reason for name change
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List of attached documents (affidavit, Gazette, newspaper copy, etc.)
LSO Legal provides pre-drafted, legally correct application formats for submission.
6. Is court order required for service book name change?
No. Court orders are not needed unless there’s a dispute or conflicting record. For general name updates, Gazette notification and affidavit are sufficient.
