The Ministry of Defence (MoD), in coordination with Service Headquarters, has undertaken efforts to simplify and standardize the procedure for change of Name & DOB of retired personnel and their dependents in the Pension Payment Order (PPO). A Tri-Service Committee, convened under the Additional Director General of Manpower Planning & Personnel (ADG MP & P), formulated a uniform procedure applicable to the Indian Army, Indian Air Force, and Indian Navy. The MoD, Department of Ex-Servicemen Welfare (DESW), has approved this procedure through letter No 1(7)/2013/D(P/P)-Vol II dated 07 October 2024.
The primary objective of this initiative is to simplify the documentation and procedural requirements for retired defence personnel and their dependents seeking amendments in their Name or Date of Birth in their PPOs.
Procedure for Change of Date of Birth in PPO
1. Correction of Date of Birth for Retired Officers, JCOs, and ORs
There is no provision for correction of the Date of Birth of retired Officers, Junior Commissioned Officers (JCOs), and Other Ranks (ORs) of the Indian Army, Indian Air Force, and Indian Navy. Any rectification of bonafide mistakes will be carried out in accordance with the commissioning letter or enrolment form. The prescribed format for such rectification is outlined in Appendix A.
2. Correction/Endorsement of Date of Birth for Dependents of Retired Personnel
The correction of Date of Birth for dependents of retired personnel will be governed as per the MoD’s DESW policy letter No 1(11)/2009-D (Pen/Pol) dated 23 December 2014. The following documents are required for such corrections:
- Self-attested copy of any of the following: PAN Card, Matriculation Certificate, Passport, Ex-Servicemen Contributory Health Scheme (ECHS) Card, Driving License, Election ID Card, or Aadhaar Card.
- A declaration on non-judicial stamp paper affirming the correct Date of Birth (Format at Appendix B).
- In the case of children, a birth certificate issued by the Registrar/Municipal Authorities/Gram Panchayat or the Head of a recognized school (if studying), or the relevant Education Board (Format at Appendix C).
Procedure for Change of Name in PPO
1. Change in Surname, First Name, or Middle Name for Retired Officers, JCOs, and ORs
To change or amend the surname, first name, or middle name, including spelling errors, the following documents are mandatory:
- A personal application by the retired personnel.
- A Gazette Notification (mandatory for Officers, Honorary Commissioned Officers, and JCO-equivalent ranks).
- For ORs, an affidavit from a First-Class Magistrate along with a newspaper advertisement in an English national daily.
- Newspaper cuttings from two national dailies.
- Self-attested copies of PAN Card and Aadhaar Card.
- Latest pension account details.
- Any bonafide mistake will be rectified based on the commissioning letter/enrolment form if no name change is sought (Format at Appendix D).
2. Correction of Surname Spelling for Dependents of Retired Personnel
If the pronunciation remains unchanged, the following documents are required:
- A personal application.
- Self-attested copies of PAN Card and Aadhaar Card.
- An affidavit from a First-Class Magistrate substantiating the correction of the surname spelling (Format at Appendix E).
3. Change or Amendment in First and Middle Name for Dependents of Retired Personnel
For dependents who seek to change or amend their first and middle names, the following documents are required:
- A personal application.
- Self-attested copies of PAN Card and Aadhaar Card.
- An affidavit from a First-Class Magistrate supporting the name change.
- Newspaper cuttings from at least two national dailies (Format at Appendix F).
Download the Appx A-E from here
Submission of Applications for Change of Name & DOB in PPO
For any amendments regarding Name or Date of Birth in PPO, retired personnel and their dependents may approach the following offices:
- Office Address: Officers Record Office (ORO) Adjutant General’s Branch Integrated Headquarters of Ministry of Defence (Army) West Block-III, RK Puram, New Delhi-110066
- Contact Numbers:
- Landline: 011-26757700
- Mobile: 8800352938, 8130591689
For JCO/OR Veterans, NoK, and Dependents of Indian Army
- Respective Record Offices as per the individual’s last unit of service.
Conclusion
This standardized procedure brings clarity and uniformity to the process of amending Name and Date of Birth in PPOs for retired personnel and their dependents. By simplifying the documentation and providing a clear set of requirements, the Ministry of Defence ensures efficient processing and timely resolution of such requests. Ex-servicemen and their families are encouraged to follow the prescribed guidelines and approach the appropriate authorities for necessary amendments. For further assistance, veterans can also seek guidance from their respective Record Offices or Veterans’ Welfare Organizations
Also Read l ECHS ANNUAL VALIDATION OF DEPENDENTS: STEP BY STEP PROCESS