Office Bearer Name Mismatch in Uttarakhand: Societies and Trusts
For presidents, secretaries, treasurers and trustees of registered societies, trusts and other voluntary bodies whose name in the registered papers differs from Aadhaar or PAN: where an office bearer's name is recorded, who corrects it, and why a bank or a grant portal stops on it.
An office bearer name mismatch is corrected by the society or trust itself. The person's Aadhaar or PAN is put right first. The body then records the correct name by a resolution and files it with the Registrar, or makes a supplementary deed for a trust. The bank and the portals follow that filing. A spelling needs no Gazette.
Every town in the hills has its registered committees: for a school, a temple, a women's group, a sports club. Their papers were made by a few neighbours and a typist. Years later a bank or a grant portal reads them against identity cards. An office bearer name mismatch is what it finds. This page explains office bearer name mismatch for societies and trusts in Uttarakhand.
We do not register or file for societies and trusts. We prepare the Gazette notification, where a person's name has in fact been changed. What a society files each year is from the text of the Societies Registration Act, 1860. We did not read the state's amendments. For a self help group, read self help group and NRLM records name mismatch.
What Are Societies, Trusts and Other Bodies?
A registered society
- Formed by a memorandum signed by its founders, with rules
- Registered with the Registrar of societies
- Run by a managing body elected under its rules
- Files a list of that body with the Registrar every year
A trust
- Made by a trust deed, which names the trustees
- The deed is usually registered at the sub-registrar's office
- Run by the trustees named, and their successors under the deed
- No yearly list is filed with a Registrar of societies
Other bodies sit near these: a company formed for charity, a cooperative, a self help group, a village committee with only a bank account. Each records its people in its own way. This page deals with the first two, which are the commonest in the state.
What Does the Act Say?
From the published text of the Societies Registration Act, 1860. The state has its own amendments, which we did not read.
| Point | What the Act says |
|---|---|
| At registration | The memorandum contains the names, addresses and occupations of the governors, council, directors, committee or other governing body to whom the management is entrusted |
| The certificate | On the memorandum and a certified copy of the rules being filed, the Registrar certifies that the society is registered |
| Every year | A list is filed with the Registrar of the names, addresses and occupations of the governing body then entrusted with the management of the society's affairs |
| When | On or before the fourteenth day after the annual general meeting, or in January where the rules provide for no such meeting |
Two things follow. The Registrar's record of who runs a society is whatever the society last filed. And the name of each office bearer in that record is whatever the society's secretary wrote on the list.
Where Is an Office Bearer's Name Recorded?
| Record | Kept by | How it is corrected |
|---|---|---|
| The memorandum, or the trust deed | The Registrar, or the sub-registrar | Not rewritten. Later filings, or a supplementary deed |
| The yearly list of the managing body | The Registrar of societies | A correct list or an application, filed by the society |
| The minutes and resolutions | The body itself | A fresh resolution |
| The bank's mandate | The bank | A resolution and each signatory's KYC |
| The tax department's record of who signs | The tax department | Updated on the portal, on the person's own PAN |
| Grant portals | The Government body concerned | Updated on the portal, on Aadhaar and PAN |
The top two rows are the registered papers. The lower four are the readers. A portal that checks Aadhaar will not accept "Smt. Kamla" from a memorandum of 1998, however well everyone in the village knows who she is.
What Kinds of Mismatch Are There?
The same person, written differently
- A spelling, initials, a title or a missing surname in the registered papers
- The office bearer is the same person
- A correction, filed by the body
A different person
- The president or secretary on record is not the one now acting
- An election was held and never filed, or the old one has died
- Not a correction. A change in the managing body
A name that changed
- An office bearer has married, or changed a name by choice
- The registered papers are right for their date
- The person's papers first, then the body's next filing
Small bodies mostly suffer from the second. Nobody filed a list for six years, the bank's mandate names three people of whom one has moved away and one has died, and the committee now running things is, on paper, nobody.
Which Case Is Yours?
| The situation | Route | Gazette? |
|---|---|---|
| The list has a spelling slip | A resolution, and a correct list or application to the Registrar | No |
| The memorandum has initials or a title | The same. The memorandum is not rewritten | No |
| The office bearer's Aadhaar or PAN is the paper that is wrong | Correct it at its own office | No |
| A new office bearer was elected and not filed | The minutes, and the list of the managing body | No |
| An office bearer has died | A successor chosen under the rules, then the list and the bank | No |
| A trustee's name is wrong in the registered deed | A supplementary or rectification deed | No |
| A woman office bearer has taken a married surname | Her papers on the marriage certificate, then the next filing | No |
| An office bearer has changed a name by choice | Gazette, then Aadhaar and PAN, then the body's filings | Yes |
A Gazette appears once in eight rows, and it is for the person. A society has no use for a Gazette of its own.
How Do You Put It Right?
This is the general method. The Registrar's office has its own forms and fees.
Step 1: Take out the society's or trust's founding paper
The memorandum and rules of a society, or the trust deed. Note each office bearer's name exactly as written.
Step 2: Take out the latest list filed with the Registrar
For a society, the list of the managing body filed after the last general meeting.
Step 3: Put each office bearer's Aadhaar and PAN beside both
A bank, a portal and a funder each read these.
Step 4: Sort a spelling from a change of person
A spelling is corrected. A new president is a change in the managing body.
Step 5: Correct the person's own papers first, where they are wrong
Aadhaar or PAN, at its own office.
Step 6: Record the correction in the body's own minutes
A resolution noting the correct name, and who is authorised to file papers.
Step 7: File it with the Registrar, or record it by a deed
For a society, with the next list or by an application. For a trust, by a supplementary deed where the deed itself is wrong.
Step 8: Carry the filed paper to the bank and the portals
The bank's mandate, the tax registrations and the grant portals are each updated on it.
Why Is a New Office Bearer Not a Mismatch?
- A society's managing body changes by election, resignation or death, under its own rules.
- The Act expects the list filed each year to show the body "then entrusted" with management. That is how a change reaches the Registrar.
- A society that has not filed for years has a record that names its founders, some of them dead.
- Putting that right is a matter of minutes: the meeting held, the persons elected, the list signed and filed.
- It is not a change of anyone's name, and no affidavit that "the president is now so-and-so" stands in for an election.
- Where two groups each claim to be the managing body, the Registrar or a court decides. That is a dispute, and a lawyer's matter.
Read partnership firm partner name change and director, DIN and company records name change, for the same distinction in a firm and a company.
What About a Trust Deed?
- A trust's trustees are named in the deed itself. The deed is the founding paper and the record at once.
- A registered deed is not corrected by a letter. A slip in a trustee's name is put right by a supplementary or rectification deed, registered in the same way.
- Who signs that deed depends on who made the trust and what the deed allows. Often the settlor has died.
- A change of trustees follows the deed's own clause on appointment and retirement, recorded by a resolution or a further deed.
- Banks and the tax department read the deed against the trustees' identity papers, as they would a society's list.
- A temple or family trust made decades ago may name trustees by title and village alone. Linking them to living people takes papers.
This is drafting, and a lawyer's work. Read relinquishment deed name mismatch, which explains a rectification deed, and will and probate name mismatch.
What About the Bank Account?
- A society's or trust's account is operated by named signatories, under a resolution the bank holds.
- The bank takes each signatory's own KYC, and reads the name in the resolution against it.
- When signatories change, the bank wants a fresh resolution and, for a society, proof of who the managing body now is.
- That proof is usually the list filed with the Registrar. A society that has not filed has nothing to show.
- So an unfiled election freezes the account in practice: the old signatories are gone and the new ones are unrecognised.
- Keep two things current together: the Registrar's list and the bank's mandate. Change both in the same month.
Read name change in bank records, signature change after name change and CKYC name mismatch.
What About Tax Registrations and Grant Portals?
- A society or trust has a PAN in its own name. The person who signs its returns is recorded on the tax portal by his or her own PAN.
- Registrations that give donors a tax benefit are applied for on that portal, with the founding paper and the office bearers' details.
- Guides say the central portal for voluntary bodies asks for the body's PAN and the details of three key office bearers, with their Aadhaar.
- Government departments that give grants often ask for that portal's number first.
- Each of these compares a name typed today with an identity record. A registered paper in another form is not seen by the portal at all.
- So bring each office bearer's Aadhaar and PAN to one name before any of these is applied for, and file the list in that name.
We did not test these portals, and their rules change. A chartered accountant who files for voluntary bodies will know the present screens. Read name change in PAN card and name mismatch on the income tax e-filing portal.
What About the Body's Own Name?
- A society's or trust's own name is a different thing from the names of the people who run it.
- A society changes its name by its members' resolution, under the Act and the Registrar's procedure.
- A trust changes its name, where the deed allows, by a further deed.
- Its PAN, bank account and registrations are then updated in the new name, on the Registrar's or the sub-registrar's paper.
- None of that involves the Gazette's change of name section, which is for individuals.
- A body whose name is spelt two ways on its own papers has the same task as a person: find the registered form, and bring the rest to it.
Read trademark registration name mismatch and name change in Udyam and GST registration.
Where Does a Gazette Come In?
Only where an office bearer has changed his or her own name by choice. It has no part in a spelling, a new office bearer, a trust deed or the body's own name.
Step 1: Confirm that it is a change of name, and not a spelling or a new office bearer
Those are settled by the body's own filings.
Step 2: Remember whose name it is
A Gazette is for a person. A society or trust changes its own name under its own law.
Step 3: Fix the exact new name
The spelling that will go on Aadhaar, PAN and the body's records.
Step 4: Make the affidavit and publish the newspaper notice
Sign before a notary. Publish in a daily local leading newspaper, and keep the original newspaper.
Step 5: Type the form and sign the undertaking
Two typed copies of the specimen, signed in your old name with two witnesses, and the undertaking.
Step 6: Prepare the CD, photographs and certificate
The same text on a CD in MS Word, two self-attested photographs with identity proof, and a certificate that both copies match.
Step 7: Pay the charge on BharatKosh
Commonly Rs 1,100 for an adult. It is not refunded.
Step 8: Send the file yourself, then update in order
Send it to the Controller of Publications, Department of Publication, Civil Lines, Delhi 110054. Then Aadhaar and PAN, and then the body's filings, the bank and the portals.
Would the Uttarakhand Gazette Do?
The Registrar of societies is the state's, and may accept a state Gazette. The bank, the tax department and central portals are the reasons to prefer the Gazette of India.
Step 1: Remember that the Registrar of societies is the state's
A state Gazette may be accepted there.
Step 2: Ask the bank and the tax department
They follow Aadhaar and PAN, and usually want the Gazette of India.
Step 3: Prefer the Gazette of India where grants come from the centre
Central portals read central records.
Step 4: Contact the Roorkee press if a state notice suits you
Take the contact from govtpress.uk.gov.in and ask if a private change of name notice is being accepted.
Step 5: Download the notice
Search gazettes.uk.gov.in and save the PDF.
To weigh the two, read Uttarakhand Gazette vs Gazette of India.
Which Mistakes Do Committees Make?
| Mistake | What to do |
|---|---|
| Writing names on the list from memory | Copy each from Aadhaar |
| Not filing the yearly list | File it after each general meeting |
| Changing office bearers and telling only the bank | File with the Registrar as well |
| Treating a new president as a "name correction" | It is a change in the managing body |
| Correcting a registered trust deed by a letter | A supplementary deed, registered |
| Applying on a grant portal before the names agree | Aadhaar, PAN and the list first |
| Leaving a dead office bearer on the bank's mandate | Replace the mandate at once |
| Asking for a Gazette for the society | A Gazette is for a person |
| Keeping no minute book | Every filing rests on a resolution |
A typical case we handle: a women's society in Almora that runs a small weaving centre applied on a grant portal and was rejected. The list filed with the Registrar named the secretary "Smt. Hema". Her Aadhaar and PAN read "Hema Bisht Mehta". The treasurer on the list had moved to Delhi two years before. A consultant quoted them for a Gazette. None was needed. The society held a meeting, elected a new treasurer, recorded the secretary's name as on her Aadhaar, and filed a fresh list with the Registrar. The bank's mandate was changed on the same resolution. This is an illustrative example of the type of case we handle, not a named client review.
What is a lawyer's or an accountant's job, not ours
A supplementary trust deed, a dispute over the managing body, renewal and filings with the Registrar, and the tax registrations.
When you do not need us
For a spelling, a new office bearer, a trust deed and the body's own name. The body's own filings settle those. We are useful only where an office bearer has changed his or her own name by choice and a Gazette notification is asked for.
Which Areas of Uttarakhand Do We Cover?
All 13 districts: Dehradun, Haridwar, Pauri Garhwal, Tehri Garhwal, Rudraprayag, Chamoli, Uttarkashi, Nainital, Udham Singh Nagar, Almora, Bageshwar, Champawat and Pithoragarh. A society files with the Registrar's office for its area. Send photos of the papers on WhatsApp and we will tell you where the names part.
People Also Ask About Office Bearers' Names
How do I correct an office bearer's name in a society's records?
By a resolution and a correct list filed with the Registrar.
How is a change of president or secretary recorded?
By the minutes of the election and the list of the managing body.
How is a trustee's name corrected in a trust deed?
By a supplementary or rectification deed.
Is a gazette needed for an office bearer name mismatch?
No. Only where the person changed a name by choice.
Why did the bank freeze our society's account?
Often the signatories on its mandate are out of date.
Does a society need a Gazette to change its own name?
No. It follows the Act and the Registrar's procedure.
How many members are needed to form a society in Uttarakhand?
Seven or more. Under the Uttarakhand amendment of 2019, they form the society by digitally signing an online memorandum of association and rules and filing them online with the Registrar.
Is society registration in Uttarakhand done online?
Yes. The 2019 amendment provides for the memorandum and rules to be filed online with digital signatures, and the fee to be paid online after the Registrar approves the registration.
What is the government fee to register a society in Uttarakhand?
The 2019 amendment sets Rs 5,550 for a society, and Rs 50 for a Yuvak or Mahila Mangal Dal, a women's group or a community group.
Who files the memorandum for a new society?
The secretary, on behalf of the persons who subscribe to the memorandum, with the address of the society's office, which becomes its registered address.
Does a society's registration in Uttarakhand need renewal?
A guide says a registration is valid for five years and then has to be renewed. Ask the Registrar's office for the present rule and fee.
Which names are read at renewal?
A guide says the renewal application includes a list of the members of the governing body chosen since the first registration or the last renewal. Each name on it is read against Aadhaar like any other filing.
Find Out Which Paper to Correct
Send photos of the latest list of office bearers and the Aadhaar of the person concerned. We will tell you, free, if it is a spelling for the body to file, a change of office bearer, or a change of name that needs a Gazette notification. For the first two there is nothing to pay us for, and we will say so.
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Office Bearer Name Mismatch: Frequently Asked Questions
What is an office bearer name mismatch?
What is the difference between a society and a trust?
Where are a society's office bearers recorded?
What does that yearly list contain?
Who corrects a name in it?
Do I need a Gazette or an affidavit?
Our president changed. Is that a name mismatch?
A trustee's name is misspelt in the registered trust deed. How is it corrected?
The bank will not let the new secretary operate the account. Why?
A grant portal rejected our registration. Could a name be the cause?
Does the society's PAN carry anyone's name?
Our society's registration needs renewal. Does a name matter then?
We are a village women's group, not a registered society. Does this apply?
Two groups each claim to be the real managing body. Can you help?
How is the society's own name changed?
Do you register or file for societies and trusts?
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Who Wrote and Reviewed This Page?
This page is written by the Documentation Desk Team of UttarakhandNameChange.com, the team that prepares Gazette files for people across Uttarakhand.
It is reviewed by Advocate Vipin Chauhan.
That a society's memorandum gives the names, addresses and occupations of its governing body, that the Registrar certifies registration, and that a list of the governing body is filed every year within fourteen days of the annual general meeting are from the published text of the Societies Registration Act, 1860. That the central portal for voluntary bodies asks for the body's PAN and three office bearers' details with Aadhaar is from a guide. We did not read the state's amendments to the Act, including renewal and disputes over office bearers, the trusts law or the tax provisions, and did not confirm the Registrar's forms or fees. How a trust deed is corrected, what a bank asks for and how the body's own name is changed are general guidance. The Registrar's office, a lawyer and an accountant are the authority.
Official Sources
- India CodeThe Societies Registration Act, 1860 and the Indian Trusts Act, 1882.
- Registrar, Firms, Societies and Chits, UttarakhandRegistration and filings of societies in the state.
- NGO Darpan, NITI AayogThe central portal for voluntary bodies.
- Income Tax DepartmentPAN, and registrations of charitable bodies.
- Department of Publication: Change of Name and Public NoticesThe change of name guideline, for a person's change of name.
Office Bearers' Names: The Short Version
A society records its office bearers in its memorandum and in the list it files with the Registrar each year. A trust names its trustees in its deed. Banks and portals read those against Aadhaar and PAN. Sort a spelling from a change of person. Correct the person's own papers first, record the right name by a resolution, and file it. A new office bearer is shown by minutes and a fresh list, not by an affidavit. A registered trust deed is corrected by a supplementary deed.
A spelling needs no Gazette. To find out which paper to correct, send photos on WhatsApp 9540005064, and we will reply in working hours.
The Registrar Records What the Society Files. File It Right.
Send the list of office bearers and the Aadhaar concerned on WhatsApp. We tell you, free, where the names part.