If you are stuck in such a situation, here is what to do.

Mr. Alok, a resident of Ratanpur, found himself in a difficult situation when his passport application was put on hold. After completing the police verification, he was informed of a discrepancy that had stalled the process for over two months. The issue was related to his mother’s surname.

During the application process, Alok had entered his mother’s married surname, “Verma,” as this was the name mentioned on his Class 10th marksheet. However, his mother, a government employee, had continued to use her maiden surname, “Sharma,” on most of her official documents, including her Aadhaar and PAN cards, for convenience. The only document reflecting her married name was a single bank account passbook.

The Regional Passport Office (RPO) in Ratanpur issued an objection letter stating, “Your Mother’s name mentioned differs from the document furnished by you. Please give clarification for the name difference. Visit RPO, Ratanpur with a prior enquiry appointment.” Faced with this challenge, Alok was unsure how to proceed, worried that his mother’s primary identification documents would contradict the name on his educational certificate.

Advice in such cases

Discrepancies in names and surnames are common issues in official applications. Passport authorities are generally accommodating if the applicant provides a clear and honest explanation supported by proper documentation. The key is to be proactive and prepared.

• Gather all relevant documents, even those that show the different surnames. This includes the applicant’s birth certificate, Class 10th marksheet, and the mother’s documents (Aadhaar, PAN, bank passbook, marriage certificate, etc.).
• Prepare a sworn affidavit. This is a legal document where your mother can declare that both surnames (e.g., Sharma and Verma) belong to her and she is known by both names. The affidavit should clearly explain the reason for the different surnames on various documents.
• Attend the RPO appointment with all original documents and their photocopies. Be prepared to explain the situation calmly and clearly to the officials.
• Consult with Lawyer: The very basic and important step to start is talk to Lawyer / advocate. You should not hesitate in paying his consultation fee i.e. might be in range of Rs. 10,000 to 50,000 depends case to case. He is helping you in this situation of come out. He is expert in the domain and can help you explain the procedure which you might have never explored. A good lawyer can get the issues resolved much faster than you think

Applicable Sections of Law

The issuance of passports in India is governed by the Passports Act, 1967, and the Passport Rules, 1980. There are no specific penal sections like the Bharatiya Nyaya Sanhita (BNS) that apply to such clerical discrepancies, as there is no criminal intent. The issue falls under the administrative verification process mandated by the Act.

The authorities’ primary concern is to establish the applicant’s identity and citizenship beyond doubt. Section 5 of the Passports Act gives passport authorities the power to ask for information and documents they deem necessary for this purpose. The objection raised is a part of this due diligence process to ensure the information provided is accurate and consistent.

If you are the complainant

As the applicant facing this issue, you are the one who needs to provide the clarification. Here’s how you should proceed:

• Do not panic. This is a solvable administrative issue.
• Draft a detailed affidavit, preferably with legal assistance, explaining that your mother uses both her maiden and married surnames. The affidavit should be sworn before a Notary Public or an Oath Commissioner.
• Compile a file with all supporting documents: your Class 10th marksheet, your mother’s PAN/Aadhaar (with the maiden name), the bank passbook (with the married name), and her marriage certificate, if available.
• At the RPO, present the affidavit as the primary explanation, supported by the documents that show the use of both names.
• Consult with Lawyer: The very basic and important step to start is talk to Lawyer / advocate. You should not hesitate in paying his consultation fee i.e. might be in range of Rs. 10,000 to 50,000 depends case to case. He is helping you in this situation of come out. He is expert in the domain and can help you explain the procedure which you might have never explored. A good lawyer can get the issues resolved much faster than you think

If you are the victim

If you feel your application is being unfairly delayed despite providing all necessary clarification, you are a victim of procedural delay. In this context:

• You have the right to a clear explanation from the RPO regarding why your submitted documents are not sufficient.
• Maintain a record of all your visits and communications with the passport office.
• If the issue is not resolved at the counter, you can request to meet a senior officer, like the Assistant Passport Officer or the Regional Passport Officer.
• If you face undue harassment or a complete lack of response, you have the right to file a grievance through the official passport portal or escalate the matter.
• Consult with Lawyer: The very basic and important step to start is talk to Lawyer / advocate. You should not hesitate in paying his consultation fee i.e. might be in range of Rs. 10,000 to 50,000 depends case to case. He is helping you in this situation of come out. He is expert in the domain and can help you explain the procedure which you might have never explored. A good lawyer can get the issues resolved much faster than you think

How the police behave in such cases

The police’s role in the passport process is primarily for physical address verification and to check for any adverse criminal records against the applicant. The police verification report confirms your address and criminal antecedents. The discrepancy in your mother’s name is a documentation issue that is handled by the Regional Passport Office (RPO) and Passport Seva Kendra (PSK), not the police. The police would have already submitted their report, and this issue arises during the final review by the passport-issuing authority.

FAQs people normally have

What evidence is required?

To resolve a surname mismatch for a parent, you should ideally provide the following:

• A sworn affidavit from the parent (in this case, your mother) clarifying that she is the same person known by both surnames.
• The document you submitted with the application (e.g., your Class 10th marksheet).
• Your mother’s official IDs showing the maiden name (e.g., Aadhaar Card, PAN Card).
• Any document that shows your mother’s married name (e.g., bank passbook, official gazette notification for name change if any).
• Her marriage certificate can be a very strong supporting document to link both surnames.
• A joint photograph of you with your parents can also be helpful.

How long will the investigation take?

This is not a criminal investigation but an administrative verification. The time taken to resolve the issue depends on the RPO’s efficiency and how well you present your case. If you go to your appointment with a clear affidavit and all supporting documents neatly organized, the officer can often clear the objection on the same day. The passport printing and dispatch process will then resume, which may take another one to two weeks.

Advocate Sudhir Rao, Supreme Court of India