Exservicemen How to Rectify Name and Date of Birth of Wife in Service Record and ECHS

exserviceman change of name and DOB

Name and date of birth of wife and dependents must be the same in Service Records as per Aadhaar Card, PAN card Voter Card (EPIC), or you may fall into great problems in coming days.

ECHS has already launched an Aadhar Based treatment facility in Clinics and Empanelled Hospitals.  In such conditions, name and DOB must be as per Aadhar in ECHS card, either treatment will not be available. In your absence, family pension will not be available if the documents are not properly maintained , i.e identity documents are not proper.   So, you have two options to manage this problem :-

Option 1 –  Change the Aadhar, PAN, EPIC and bank Account as per service record

Option 2 – Change the Service Record as per your Aadhar, PAN, EPIC and Bank Account details.

As the data in civil documents , at every where must be same, it is advisable that these documents should not be changed, rather change the data in service  Record through Zila Sainik Board.  A detailed process of the Option 2 is mentioned here –

PROCEDURE TO CORRECT WIFE’S Name and DOB IN SERVICE RECORDS AND PPO for Army personnel

When Date of Birth (DOB) of Wife to be Changed or Corrected?

(a)  If Wife’s/Widow’s DOB is NOT mentioned in Service Records /PPO /Discharge Book (DB).

(b) If only AGE or YEAR of Birth of Wife is written in DB / Service Records or PPO. 

(c) If wrong Name and DOB of Wife is written in the Service Records /DB /PPO, which is not matching with Adhaar/PAN Cards. 

In such cases, apply to your Chief Record Officer, through ZSB concerned, to change/endorse Wife’s / Widow’s DOB in Service Records (then in PPO). 

A) CONDITIONS:-

1) If Wife’s Name is also wrong in Service Records, then apply to Change or Correct both Name and DOB of Wife/Widow together in Service Records, then in PPO. 

2) If, proposed new DOB makes her a minor on Date of Marriage then new DOB may NOT be accepted. Age of  your wife as on date of mariage must be above 18 yrs age if date of marriage falls after 1978  and  in case of before 1978, it should not be less than 14 years as per law.

3) If there is large variation between old and new DOBs, then new DOB may not be accepted by Records Office. 

What are the documents required for change of name and DOB

1) PERSONAL APPLICATION:
(a) In 3 original copies.
(b) Signed by ESM or Widow.
(c) Write ESM’s Army No, Rank, Name, Widow’s Name (If applicable), full Address with PIN and current Mobile No, Email ID (if available) on top right corner of the Application. 
(d) Write the Address of Record Office on the top left corner of application. 
(e) Leave enough space at the bottom of the application for signature and stamp of Officer in Charge ZSB.
(f) Please write, Army No, Rank, Name, Date of Retirement, Date of Death of ESM (for Widow) and PPO Number of ESM / Widow in the First Paragraph of Application. 
(g) Widow’s will mention that her late husband, in his life time didn’t amend DOB of wife in Service Records. 

2) AFFIDAVIT MENTIONING THE CHANGE

(a) Submit in single ORIGINAL copy in English. 
(b) On Rs 10/- Non-Judicial Stamp Paper from Notary or 1st Class Judicial Magistrate. 
(c) Signed by ESM/Widow as Deponent and not by wife.
(d) NOT more than 6 months old. 

(e) Army No, Rank, Name of ESM, Date of Retirement, Date of Death of ESM (If applicable)  and PPO No must be mentioned in first paragraph.
(f) Incorrect DOB of Wife (as per PPO/Discharge Book / Service Records) and correct DOB (given in Adhaar and PAN cards)  belong to same person must be mentioned.
Sample Affidavits for ESM and Widow are given separately below:

3) ADHAAR CARD OF WIFE.

(a) One photocopy of Adhaar Card signed by Wife/ Widow. 
(b) Name & DOB of wife must be correct and matching with PPO and Service Records.
(c) DOB should be in full DD/MM/YYYY format (eg 15/02/1969). 

4) PAN CARD OF WIFE.

(a) Wife’s DOB and father’s name should be correct. 
(b) Photocopy must be signed by wife/widow. 

5) BIRTH CERTIFICATE (BC).

(a) Issued by Registrar of Births & Deaths only.
(b) Mandatory, if DOB is after 1985. 

6) EDUCATION CERTIFICATE:

(a) Matriculation Certificate/Mark sheet/Admit Card, having correct Name and DOB of Wife or Widow.
(b) Wife’s DOB, Name and father’s name should match with her other documents. 

7) MARRIAGE CERTIFICATE (MC).

(a) Give, if you have MC.
(b) Must be issued by Registrar of Marriage.
(c) Wife’s Name, full DOB and Father’s Name written in MC should match with Records. 
(d) Name and details of issuing authority must be mentioned. 

Note-1: Out of Birth Certificate, 10th Board Certificate and Marriage Certificate, one or two must be given.

Note-2: If None of these three Certificates are available, then a “Non-Availability Certificate” from Gram Panchayat or Municipality Chairman needs to be submitted. In that, DOB is not registered in Registrar Office to be mentioned and wife’s Name, ESM Name, Rank, Army No, Father’s name, Address and DOB as per her Adhaar and PAN Cards to be mentioned. 

8) COPY OF PPO. (COPY FROM Original or SPARSH PPO if issued to be given.
9) DISCHARGE BOOK (DB) 

(a) Photocopies of all pages of DB must be given. (b) Widows will give Service Particulars Certificate (SPC) copy, if available. 

10) Wife’s Voter ID Card. If DOB of wife is correctly written, give a signed copy.

11) Wife’s ECHS Card. If 64 KB ECHS Medical Card is issued to wife with correct DOB, then give a copy signed by wife. 

12) Death Certificate of ESM. Widow must give a signed copy.

13) Self Declaration Form. 
(a) Signed by ESM/Widow. 
(b) Signed by Two ESM as Witnesses. Army No. Rank, Name, Address, and PPO Nos. of both witnesses must be written. 
(c) To be Countersigned by the OIC ZSB.

14) PDA Details Form AVAILABLE WITH YOUR ZSB
(a) This is to be signed by ESM or Widow. 
(b) Signed by Bank Manager of Pension Account Bank with Stamp. 
(c) If the Pension Account is already transferred to SPARSH, then mention that in the PDA Form. 

15) Delay Certificate. If the wife’s / Widow’s DOB correction/change is not done for a long time, it is better to give a Delay Certificate. 

NEWSPAPER ADS. IF ONLY DOB IS TO BE CHANGED, THEN NOT REQUIRED.

Note-1: If both NAME and DOB are to be changed /corrected together, then Newspaper Ads required. 

Note-2: Please DO NOT bring 3 sets of all documents. Only Application to be brought in 3 copies, rest all documents in single copy only. 

C) PROCESS OF RECTIFICATION OF NAME AND DOB OF WIFE

Step-1: Bring all your Documents along with all Originals in a closed folder to ZSB. 

Step-2:  Get Documents checked by Clk at (Original documents will be returned after verification). 

Step-3: If all okay, Clk will put Stamps and ZSB Officer will sign and recommend your case. 

Step-4:  Only one copy of Application without any documents will be kept at ZSB. 

Step-5:  One copy application, will be given to you after signature of Officer as your Receipt Copy for future reference. 

Step-6: One Original Personal Application signed by Officer, along with all supporting documents will be given to you to send to the Records Office. 

Step-7: Now, you have to send this document through Speed Post from Post Office to your Record Office. DO NOT SEND BY COURIER. Keep photocopies of all documents for future reference. 

Step-8:  Record Office will publish PART-2 Order and send a copy directly to your home by post and also one copy to ZSB.

Step-9: When Part-2 Order received at ZSB, a list will be posted in ZSB. 

Step-10: When your Part-2 Order is received, visit ZSB with the Original Part-2 Order. They will make Wife’s DOB entry in your DB/SPC. 

Note-1: Record Office Will Change Wife’s /widow’s dob directly in the SPARSH PPO. 

If PPO update is delayed in SPARSH, you may also lodge a SERVICE REQUEST TO CHANGE DOB IN SPARSH PORTAL AND TRACK THE PROGRESS BY TOKEN NUMBER.  

Note-2: If your Pension Account has NOT been transferred to SPARSH, then please wait. Check after transfer. 

Step-11: If Wife’s new DOB is not updated in SPARSH for a long time, you may apply to Record Officer, quoting the Token No, through ZSB. 

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