Railway Board ने Railway कर्मचारियों के Service Book/Service Records में दर्ज initials-based नाम और PAN, Aadhaar, Bank Records आदि में दर्ज expanded/full name के बीच होने वाले mismatch को दूर करने के संबंध में महत्वपूर्ण निर्देश जारी किए हैं। RBE No. 62/2026 के माध्यम से स्पष्ट किया गया है कि यदि किसी कर्मचारी के initials का विस्तार documentary evidence से प्रमाणित होता है, तो इसे नाम परिवर्तन (Change of Name) नहीं माना जाएगा। ऐसे कर्मचारियों को निर्धारित प्रक्रिया के अनुसार अपना expanded/full name Service Book/Service Records में दर्ज कराने की सुविधा दी गई है। निर्देशों में PPO में नाम दर्ज करने, initials या spelling से संबंधित minor discrepancies, नए एवं existing employees के expanded names की recording तथा HRMS में “Employees’ full name without initials” के लिए अलग field उपलब्ध कराने जैसे महत्वपूर्ण प्रावधान शामिल हैं। इसका मुख्य उद्देश्य retirement के समय PPO जारी करने तथा pensionary/settlement benefits के निपटान में नाम संबंधी कठिनाइयों को कम करना और Service Records, PAN, Aadhaar तथा Bank Records में नाम की uniformity सुनिश्चित करना है।
Rbe no. 62/2026
Government of india
Ministry of railways
(railway board)
No. E(g)2026/fr1/1
New delhi, dated: 22.07.2026
To
The general managers,
All indian railways
(as per standard list)
Sub: reconciliation of names with
service records for the purpose of settlement of railway employees – reg.
Instances have come to the notice of the railway board, where employees having initials-based names in service book/records face difficulties at the time of retirement due to a mismatch between the names recorded in their service book/records and those appearing in pan, aadhaar and bank records. In many such cases, the service book/records contain initials-based names, whereas the pan, aadhaar and bank records contain the employees’ expanded/full names. Consequently, employees are often required to undergo a formal change of name through publication in the government gazette, submission of an affidavit or modification of aadhaar particulars solely for the purpose of generating ppos and settling retirement benefits.
The matter has been examined and
it has been decided that the expansion of initials, when supported by
documentary evidence, shall not be treated as a request for a change of name.
Accordingly, the following instructions shall be followed uniformly across indian
railways:
A. Expansion of initials
(i) employees having
initials-based names in their service book/records may, on a one-time basis,
get their expanded/full name recorded in the service book/service records.
(ii) such requests shall be
supported by any government-issued identity document, such as
pan/aadhaar/passport/voter id card/driving license/ration card, along with a
notarized affidavit in the prescribed format enclosed as annexure-i.
(iii) the expanded/full name
recorded in the service book/service records shall be treated only as an
expansion of initials and shall not be construed as a change of name.
(iv) the expansion of initials
may be permitted in any sequence supported by valid documentary evidence,
provided the identity of the employee is clearly established.
B. Recording of expanded name
(i) the expanded/full name shall
be recorded alongside the initials-based name already available in the service
book/records and other relevant personnel records.
(ii) suitable entries shall also
be made in the hrms, as and when the required provision becomes available.
C. Name to be reflected in ppo
Where an employee has both an
initials-based name and an expanded/full name duly recorded in the service
records, the name to be reflected in the pension payment order (ppo) shall
be the one opted for by the employee, subject to the submission of supporting
documentary evidence and a notarized affidavit in the prescribed format.
D. Minor name discrepancies
In cases involving only minor
discrepancies, such as:
- The use of initials or abbreviations in place of the
full name;
- Minor spelling variations not affecting the identity
of the employee; or
- A difference in the sequence of first name, middle
name and surname,
A notarized affidavit in the
prescribed format declaring that the different name formats pertain to one and
the same person may be accepted for establishing the identity of the employee
for generation of ppo and settlement purposes.
E. Mandatory recording of
expanded names
(i) all newly appointed employees
having initials-based names shall furnish their expanded/full names through the
prescribed notarized affidavit at the time of joining.
(ii) existing employees having
initials-based names shall also furnish their expanded/full names through the
prescribed affidavit.
(iii) the concerned personnel
branch shall ensure that the expanded/full name is invariably recorded
alongside the initials-based name in the service book/service records, hrms and
other relevant personnel records maintained by the railway administration.
F. Modification in hrms
The centre for railway
information systems (cris) shall make suitable modifications in the hrms to
provide a separate field named “employees’ full name without
initials” for capturing the expanded/full name of employees for record
purposes only, so that the same may be used for the generation of ppo, if opted
for by the employee.
G. Preventive measures
As a common practice, employees
open a joint bank account with their spouse shortly before retirement to
receive pensionary benefits and other settlement dues. At the time of opening
such joint bank accounts, the staff & welfare inspectors (s&wis) shall
advise employees to maintain uniformity of their names across the service
book/records, pan, aadhaar and bank records, etc.
Such timely guidance will
substantially reduce instances of name mismatch at the time of retirement and,
in many cases, obviate the need for a formal change of name or the submission
of a notarized affidavit.
3. Receipt of this letter may
please be acknowledged.
Hindi version will follow.
Encl.: as above
(s. K. Roy)
Dy. Director/estt. (g.)
Railway board
