Name Discrepancy Affidavit in Nepal: How to Fix Name Mismatches

A name discrepancy occurs when your name is spelled or recorded differently across two or more official documents — for example, “Sita Sharma” on your citizenship card but “Seeta Sharma” on your degree certificate, or “Ram Prasad Thapa” on your passport but “Ram P. Thapa” on your employment letter. Name discrepancies are extremely common in Nepal due to inconsistencies in romanization of Nepali names, old VDC-issued documents, and different name recording practices over the years. A name discrepancy affidavit (also called a name declaration or name identification affidavit) is the standard solution — a notarized sworn statement confirming that the differently-spelled names all belong to the same person. Hamro Notary at Chabahil prepares and notarizes name discrepancy affidavits accepted by embassies, MoFA, and courts throughout Nepal.

What Is a Name Discrepancy and Why Does It Matter?

Foreign embassies, immigration authorities, and professional licensing bodies require that all documents submitted by an applicant show the same name — specifically, the name as shown on the passport, which is the primary identity document in international contexts. When any supporting document (birth certificate, degree, experience letter, marriage certificate) shows a different spelling or form of the name, the reviewing authority may flag it as a potential identity inconsistency.

The consequences of unresolved name discrepancies:

• Visa application delays or refusals — An officer who cannot confirm that all documents belong to the same person may request further evidence or decline the application
• MoFA attestation rejection — MoFA may decline to attest a document where the name does not match the citizenship card
• Skills assessment rejection — Bodies like WES, ACS, or VETASSESS may flag name discrepancies during academic credential evaluation
• Employment processing delays — Gulf employment processes require consistent name documentation across the file

Common Causes of Name Discrepancies in Nepal

• Romanization inconsistency: Nepali names have multiple valid romanizations — “Shrestha” and “Shreshtaa”, “Tamang” and “Thammang”, “Gurung” and “Ghurung” are the same names spelled differently in Roman script
• VDC-issued birth certificates: Village Development Committee-issued birth certificates often recorded names informally, with different spellings than later passport records
• Middle name variations: Some documents include a middle name or father’s name as part of the full name; others do not
• Married name changes: Women who changed surnames on marriage may have some documents in the maiden name and others in the married name
• Informal name usage: Nicknames or shortened forms of names used on school records or early documents differ from the official full name on later documents
• Clerical errors: Typographical errors by document issuers that were not caught at the time of issuance

What a Name Discrepancy Affidavit Does

A notarized name discrepancy affidavit:

• Formally declares under oath that the differently-spelled names all refer to the same individual
• Provides the deponent’s full identity (as on their current passport or citizenship card)
• Lists all the name variations found across the relevant documents
• Provides context for why the discrepancy exists (if known)
• Is certified by a registered Notary Public, giving the declaration legal standing

Most embassies accept a notarized name discrepancy affidavit as sufficient explanation for name variation across documents, provided the discrepancy is clearly a variation in romanization or spelling rather than an entirely different name.

What the Name Discrepancy Affidavit Must Include

1. Deponent’s full name as on current passport or citizenship card
2. Citizenship number and/or passport number
3. Date of birth and permanent address
4. List of all name variations — e.g., “My name appears as ‘Bijaya Kumar Maharjan’ on my passport, ‘Bijay Kumar Maharjan’ on my degree certificate issued by Tribhuvan University, and ‘B.K. Maharjan’ on my employer letter”
5. Declaration that all names refer to the same person
6. Oath statement — “I solemnly declare that the above is true and that all the above name variations refer to one and the same person, namely myself”
7. Signature and date
8. Notary certification block

Supporting Documents to Attach

Attach certified true copies of all the documents showing the name variation, so the reviewing authority can see each variation directly:

• Certified copy of current passport (photo page)
• Certified copy of citizenship card (nagarikta)
• Certified copy of the documents showing the variant names (degree, birth certificate, employment letter, etc.)

How to Get a Name Discrepancy Affidavit Notarized

Gather original copies of all documents showing different name spellings. Bring them to Hamro Notary at Naramaya Bhawan, Chabahil (Sunday–Friday, 9 AM–6 PM) along with your original citizenship card or passport for identity verification.

Hamro Notary drafts the name discrepancy affidavit for you, listing all name variations found across your documents. Review the draft to confirm all variations are captured and the facts are accurate.

Take the oath administered by the Notary Public and sign the affidavit in their presence. Never pre-sign.

We provide certified true copies of all relevant documents at the same visit — creating a complete name discrepancy package to accompany your visa or embassy submission.

Frequently Asked Questions

Will a name discrepancy affidavit fix my problem permanently, or do I need to correct the original document?

A name discrepancy affidavit is a practical solution that embassies and MoFA accept. However, for some purposes — particularly within Nepal (e.g., for VDC birth certificates where name correction is possible, or for Nepali court matters) — correcting the underlying document through the issuing authority is a better long-term solution. For embassy and immigration purposes, the affidavit is the standard and expedient approach.

My marriage certificate has my maiden name but my passport has my married name — do I need a name discrepancy affidavit?

A marriage name change is a different situation from a name discrepancy — it is a deliberate change, not an error. Rather than a “name discrepancy” affidavit, you need a declaration (or supporting evidence) that confirms you changed your name upon marriage, linking your maiden name to your married name. A marriage certificate itself often serves this purpose. If additional clarification is needed, Hamro Notary can draft an appropriate sworn declaration for your specific situation.

How many name variations can one affidavit cover?

One affidavit can cover all the name variations found across all your documents — there is no limit. List every variation. It is better to include all variations in one comprehensive affidavit than to produce multiple separate affidavits.