Change in Policy of Name and DOB Correction in PPO
The Ministry of Defence (MoD) has introduced a uniform and simplified procedure for correcting Name and Date of Birth (DoB) in the Pension Payment Order (PPO) of retired Armed Forces personnel and their dependents.
The initiative, approved by the Department of Ex-Servicemen Welfare (DESW), follows the recommendations of a Tri-Service Committee formed to ensure a common procedure across the Indian Army, Indian Navy, and Indian Air Force.
The new guidelines eliminate inconsistencies among the three Services and provide a transparent, standardized process for defence pensioners and their families.
Why Has the Ministry Introduced a New Procedure?
Previously, different procedures were followed by different Service Headquarters and Record Offices, often causing confusion and delays in processing requests for corrections in PPOs.
The new policy aims to:
Establish a uniform procedure for all three Services.
Simplify the correction process.
Reduce delays in pension-related cases.
Clearly define the documents required for each type of correction.
Improve transparency and efficiency in pension administration.
PROCEDURE FOR CHANGE OF NAME /DATE OF BIRTH IN PENSION PAYMENT ORDER (PPO)
A case was taken up by Service HQ for simplification and adopting uniform procedure for Change of Name/Date of Birth of retired personnel and their dependents in Pension Payment Order (PPO) of all three Services. A Tri Service Committee was convened under the ADO MP (P & P), IHQ of MoD to formulate a uniform procedure amongst all three Services. The proposal for uniform procedure has been concurred by MoD, DESW vide letter No 1(7)/20131D(P/P)-Vol II dt 07 Oct 2024 and the detailed process has been formulated by Army HQ vide their letter dated 11 Dec 2024. PDF copy is available at the end of this article.
After reading this article you will know the simplified procedure and documents required for carrying out changes/ amendments in the Name/ Date of Birth of retired personnel and their dependents.
Procedure of Change of Name and Date of Birth.
Following procedure will be adopted for Change of Name/Date of Birth of retired personnel and their dependents in Pension Payment Order (PPO).
Change of Date of Birth in PPO.
Correction of Date of Birth of Retired Officers/JCOs and OR of Indian Army and Equivalent in Indian Air Force and Indian Navy. There will be no provision for correction of the ‘Date of Birth’ of retired officers/JCOs/OR of Indian Army and equivalent in Indian Air Force and Indian Navy. Any bonafide mistake will be rectified in accordance with the commissioning letter / enrolment form. Format at Appendix A.
Correction/Endorsement of Date of Birth for Dependents of Retired Person.
The same will be aligned to the procedure enunciated vide Dept of ESW, MoD vide policy letter No 1(11)/2009-D (Pen/Pol) dt 23 Dec 2014. The following documents will be mandated-
- ‘Self-attested’ copy of either PAN Card/Matriculation Certificate/PassportfECHS Card/Driving License/Election ID Ca rd/Aad ha r Card.
- Declaration on non- judicial stamp paper regarding correct date of birth. Format at Appendix B.
- In the case of children, certificate of birth from the Registrar/Municipal authorities/ local Panchayat/Head of recognised school if he/she is studying in such a school/ Board of Education. Format at Appendix C.
Change of Name in PPO.
- Addition /Amendment in Surname I First Name I Middle Name Including Spelling Error in Name of Retired OfficerIJCOs and OR of Indian Army and Equivalent in Indian Air Force and Indian Navy. The following documents will be mandated: –
(aa) Personal application by retired personnel.
(ab) (Gazzefte Notification’ only for officers, Honorary Commissioned Officers and JCO equivalent ranks. For ORs Affidavit from 1st Class Magistrate along with Newspaper Advertisement in English Newspaper.
(ac) Newspaper cuttings of two national dailies.
(ad) Copies of PAN Card and Aadhar Card self-attested. (ae) Latest Pension account details.
(af) Any bonafide mistake will be rectified in accordance with the commissioning letter i enrolment form when no change in name is sought. Format at Appendix D.
- Addition /Amendment in Surname IncludincLapgkLgi Error in Name Provided Pronunciations remain the Same for Dependents of Retired Person. The following documents will be mandated: –
(aa) Personnel application.
(ab) Copies of PAN Card and Aadhar Card self-attested.
(ac) An affidavit by 1st class Magistrate substantiating the change of surname including spelling error in name. Format at Appendix E.
- Addition IChan s e/Amendment in Main first and Middle Name for Dependents of Retired Person. The following documents will be mandated:-
(aa) Personnel application.
(ab) Copies of PAN Card and Aadhar Card self-attested.
(ac) An affidavit by 1 St class Magistrate substantiating the change of Main (first) and Middle name. Format at Appendix F.
(ad) Newspaper cutting of minimum two national dailies.
4. For necessary changes/ amendments in Name/Date of Birth of retired personnel and
their dependents in Pension Payment Order (PPO), applicants can approach following offices: –
(a) Offr Veterans / NOK/ Dependents of Indian Army. ORO/ MP 5.
Address.
Officers Record Office (ORO) Adjutant General’s Branch !HQ of MoD (Army)
West Block- III, RK Puram New Delhi- 110066
- Landline No. 01126757700
- Mob No. 8800352938, 8130591689
(b) JCO/OR Veterans/ NsOK/ Dependents of Indian Army. Respective
Record offices.
Appendix ‘A’ Refer to Para 3 (a) (i) : Proforma
BONAFIDE MISTAKE CERTIFICATE FOR CORRECTION OF DATE OF BIRTH OF
RETIRED OFFICER/ JCO, OR AND EQUIVALENT IN INDIAN AIR FORCE
AND INDIAN NAVY
It is certified that as per commission letter/enrolment form, the date of birth of IC/Army No Rank ___________________ Name _______________ is____________ , whereas, the date of birth has been wrongly mentioned as in . It is found that the same was a mistake and is required to be amended as per commission letter/enrolment form.
Date : (Respective Service HQ)
Place
DOWNLOAD PDF Copy of the Order :- change of name n dob ORDERPPODownload
Date of Birth Correction in PPO: New Rules
1. Retired Officers, JCOs and Other Ranks (OR)
The Ministry has clarified that there is no provision for changing the Date of Birth of retired Officers, Junior Commissioned Officers (JCOs), or Other Ranks (OR) after retirement.
A correction will be allowed only if it is a genuine clerical or documentary error, and the Date of Birth will be verified strictly with the:
Enrolment Form
Recruitment Record
Original Service Documents
No correction will be permitted based on documents obtained after enrolment.
2. Date of Birth Correction for Dependents
If the Date of Birth of a dependent has been recorded incorrectly in the PPO, the applicant must submit a self-attested copy of any one of the following documents:
PAN Card
Aadhaar Card
Passport
Matriculation Certificate
ECHS Card
Driving Licence
Voter Identity Card
Additionally, the applicant must submit:
- A declaration on Non-Judicial Stamp Paper for correction of the incorrect Date of Birth.
Special Requirement for Children
For correction of a child’s Date of Birth, either of the following must also be enclosed:
- Birth Certificate issued by the Municipal Authority or Local Body.
- Certificate issued by the Head of a Recognized School or Education Board.
Name Correction in PPO
For Retired Officers, JCOs and Other Ranks
Corrections relating to:
Addition of a name
Deletion of a name
Spelling correction
Complete name change
will require the following documents:
Personal application.
Self-attested PAN Card.
Self-attested Aadhaar Card.
Latest Pension Account Statement.
Copies of advertisements published in two National Daily Newspapers.
Additional Requirement for Officers
For Commissioned Officers, Honorary Commissioned Officers, and JCO-equivalent ranks:
- Gazette Notification is mandatory.
Additional Requirement for Other Ranks (OR)
- Affidavit executed before a First Class Magistrate.
- Advertisement published in an English Newspaper.
If the mistake is purely a clerical error, the correction shall be carried out based on the original Enrolment Form or Service Record without requiring the above formalities.
Name Correction for Dependents
A. Correction in Surname Spelling
The following documents are required:
Personal application.
Self-attested PAN Card.
Self-attested Aadhaar Card.
Affidavit before a First Class Magistrate.
B. Change in First Name or Middle Name
Applicants must submit:
Personal application.
PAN Card.
Aadhaar Card.
Affidavit before a First Class Magistrate.
Copies of advertisements published in two National Daily Newspapers.
Documents Required at a Glance
| Purpose | Documents Required |
| Date of Birth correction for dependent | PAN, Aadhaar, Passport, Matric Certificate, ECHS Card, Driving Licence, or Voter ID |
| Child’s Date of Birth correction | Birth Certificate or School Certificate |
| Officer’s Name Change | Gazette Notification, PAN, Aadhaar |
| OR Name Change | Affidavit and Newspaper Advertisement |
| Dependent’s Surname Correction | PAN, Aadhaar, Affidavit |
| Dependent’s First/Middle Name Change | PAN, Aadhaar, Affidavit, Newspaper Advertisements |
Where Should Applications Be Submitted?
For Retired Officers, Veterans and Next of Kin (Army)
Officers Record Office (ORO)
AG Branch
Integrated Headquarters of Ministry of Defence (Army)
West Block-III
RK Puram
New Delhi – 110066
Contact Details
- Landline: 011-26757700
- Mobile: 8800352938
- Mobile: 8130591689
For JCOs, Other Ranks and Their Dependents
Applications should be submitted to the concerned Record Office/ DAV/Nav Pen Office duly authenticated by ZSWO (Zila Sainik Board) or Veteran Cell of concerned Station HQ.
Key Highlights of the New Procedure
A common policy now applies to the Army, Navy, and Air Force.
Date of Birth of retired personnel cannot normally be changed after retirement.
Corrections are allowed only in cases of genuine clerical errors supported by service records.
Dependents can correct their Date of Birth by producing approved identity documents.
Gazette Notification is compulsory only for Officers and equivalent ranks.
Other Ranks must furnish an Affidavit and Newspaper Advertisement for name changes.
A clear list of acceptable documents has been prescribed, reducing ambiguity and delays.
Benefits of the New Uniform SOP
The revised Standard Operating Procedure offers several benefits:
Uniform implementation across all three Services.
Faster disposal of PPO correction requests.
Greater transparency in pension administration.
Reduced documentation disputes.
Improved consistency in pension records.
Easier access for veterans, widows, and family pensioners.
Frequently Asked Questions (FAQs)
Can a retired soldier change his Date of Birth in the PPO?
No. The Date of Birth cannot be changed after retirement except to rectify a genuine clerical or documentary error based on the original enrolment or recruitment records.
Can Aadhaar Card be used for correcting the Date of Birth?
Yes, Aadhaar is one of the accepted documents for correcting the Date of Birth of dependents. However, the retired service member’s own Date of Birth can only be corrected based on official service records.
Is Gazette Notification mandatory for every name change?
No. It is mandatory only for Commissioned Officers, Honorary Commissioned Officers, and JCO-equivalent ranks.
What documents are required for Other Ranks (OR) to change their name?
An Affidavit before a First Class Magistrate, newspaper advertisement, PAN Card, Aadhaar Card, and other prescribed documents are required.
Can a child’s Date of Birth be corrected using a school certificate?
Yes. A Birth Certificate issued by the Municipal Authority or a certificate issued by a recognized school or education board is acceptable.
Conclusion
The Ministry of Defence’s newly approved uniform procedure for PPO Name and Date of Birth correction is a significant reform for defence pensioners and their families. By standardizing the documentation requirements and application process across the Indian Army, Navy, and Air Force, the policy removes long-standing procedural inconsistencies and makes PPO corrections more transparent, efficient, and pensioner-friendly.
Veterans and family pensioners are advised to carefully follow the prescribed guidelines and submit the required documents to ensure timely processing of their requests.