No. 25-0 lSOP/2020-LI
Dated : 05.05.2022
Office Memorandum
subject: SOP for handling of Of Name change requests in
PLI/RPLI Policies
This is regarding issue of standard. operating Procedure (SOP)
for handling of "Name change" requests in PLI/RPLI Policies' Various
references were received from circles about the procedure to be adopted and document(s)
to be considered from an insurant or claimant for processing a name change
request In order to streamline the process of handling such cases in different
scenarios where requirement of name change arises, due to one or other event
occurring during the policyholder's term, a SOP has been devised taking into consideration
different possible scenario(s) requiring name change along with documents
required in each case and manner of submission of form. Further, following
annexures are enclosed which will be required while following the said SOP:
Annexure I: Request Form for correction/
Change in Policy holders, Name or correction in Nominees'/ appointees' Name.
Annexure II: Acknowledgement Slip (to be
filled by official or in charge CPC and. Handed Over to Insurant or as the case
may be).
Annexure III: List of Document required and
Address Proof.
The approved SOP is enclosed herewith for wide circulation among
all the officials concerned with instruction to follow the same in spirit.
This issues with the approval of
competent authority.
(Hariom
Sharma)
Deputy
Divisional Manager-Il
STANDARD
OPERATING PROCEDURE
F. No. 25-04/SOP/2020-LI Dated : 05.05.2022
Handling of “Name Change”
requests in PLI/RPLI Policies
There may be situations in which
the name of the policyholder may be misspelled in a policy document, or the
policyholder may undergo a name change during the policy term. Sometimes female
policyholders change their legal name after their marriage. In such instances,
variation in name of insurant or nominee during the term of a PLI/RPLI or at
the time of claim does not absolve the Department of the liability for payment
of policy money. However, an additional check is required to avoid any chances
of identity theft or fraudulent claims.
In order to facilitate the
insurant for getting the necessary correction in name in expeditious way and
settlement of claim in hassle free manner, it is decided that the following
procedure shall, henceforth, be followed by all concerned.
1. There may be requirement of correction of name or
change of name in respect of insurant/nominee/appointee in following two stages
of a PLI/RPLI policy i.e.
By the insurant during the policy term or at the time of claims like survival
benefit, surrender and maturity benefit.
By the
nominee/appointee/claimant at the time of death claim
2.
The following may be the circumstances requiring alteration in name viz.
2.1 If a woman wants to change
her surname post marriage or due to some specific reason.
2.2 If a couple has adopted a
child and wants their surname after his/her name(legalise the adoption)
2.3 If the insured has his/her
surname legally changed for a specific reason
2.4 If the name of the
policyholder has some disparity (misspelling)
2.5 In any other scenario or for
reason, not listed above
3.
Manner of Submission of application form by Insurant for change ofhis/her name
during the policy term or at the time of claiming survival benefit, maturity,
and surrender benefit.
3.1 Application in prescribed format (Annexure-I) along with
required documents can be submitted by the Insurant at any Post Office
(BO/SO/HO) or PLI-CPC
across the country through himself/herself along with all
original documents
for comparison with copy of the document(s) by official
concerned.
3.2 The following documents are required to be submitted by
the insurant: -
3.2.1 Self-Attested copies of Identity proof and Address
proof of the insurant (as per
Annexure-III)
3.2.2 Original Policy Bond (In case of non-availability of
policy bond in original or
through DigiLocker (as prescribed), indemnity bond
prescribed for issue of
duplicate policy bond may be obtained).
3.2.3Relevant document(s) on ground of which correction or
alteration of name is
being carried out, as the case may be, out of following: -
List of Documents
i. If a woman wants to
change her surname
a) post marriage
b) divorce
c) Death of spouse
d) Re-marriage
Self-Attested copy of following document(s)
a) In case of marriage, any of
the following documents
marriage certificate
copy of passport showing husband’s name
publication of name change in official gazette
copy of sale deed, mutation deed, land passbook or document
issued by court of law showing surname
b) In case of divorce,
following documents
Self-attested copy of divorce decree authenticated by the court.
(In divorce cases)
c) In case of death of spouse,
following document
Copy of
death certificate of spouse (in case of death of spouse)
d) In case of re-marriage,
following documents
Remarried
applicants will be required to produce divorce
decree/death certificate in respect of first spouse and any of the
document mentioned in (a) above as a proof of marriage.
ii If a couple has adopted
a child and wants their surname after his/her name (legalise the adoption)
Self-attested
copy of any of following documents
adoption
deed or
Legal
document issued by Court of Law
iii If the insured has
his/her name legally changed for a specific reason
Copy of
following document(s)
(i)
Self-Attested copy of at least 1 (one) document issued by Govt. of India or
school document issued in the changed name to ascertain that the applicant has
actually changed his/her name
(ii)Clippings
of two local newspapers or the Gazette notification of the concerned State
Government, as the case may be
(iii)
Affidavit on Stamp Paper (according to the state value) attested by Notary.
iv. If the name of the
policyholder has some disparity like misspelled, abbreviated name or missing of
surname/middle
Self-Attested copy of at least 1 (one) document issued by Govt. of India or
school document name) issued with correct name
v. In any other scenario
or for reason, not listed above
Applicable
requisite documents as per the scenario or for reason for name change or any
other relevant document(s) sought by the concerned authority
3.3 In case
any insurant is unable to visit post office or CPC, being medically unfit or
outside India, for correction or alteration of name, he/she may authorize any
person as a messenger for submission of the form along with necessary documents.
Only an adult literate person of sound mind, who is not an insolvent, can be
appointed as messenger.
3.4 In case
of being medically unfit to visit CPC, a self-attested medical certificate to
this effect needs to be submitted from Govt. hospital or Govt. accredited hospital.
3.5 However, in case insurant being abroad,
he/she need to submit a self- attested copy of passport clearly showing the
date of departure from India.
4.
Manner of submission of application form by nominee/appointee/claimant where
there is difference in name of insurant at the time of death claim
4.1 Cases
where there is difference in name of the policyholder with that available in
policy bond to the documents (like death certificate) furnished by claimant at
the time of death claim, then the claimant needs to furnish the reason for the
same along with the requisite documents (table 3.2.3 may be referred), as per
the grounds applicable (as detailed in para 2 above) for settlement of claim.
4.2 If the
claimant is unable to establish the identity of late insurant to the satisfaction,
then the claimant may be asked to furnish orders of court of law or such legal
documentary evidence.
5.
Manner of submission of application form by nominee/ appointee/claimant where
there is difference in his/her own name to that available in original policy
bond at the time of death claim
5.1 Cases
wherein there is difference in name of the nominee/appointee available in
policy document to that mentioned in the claim documents furnished by claimant,
then the claimant needs to furnish the reason for the ame along with the
requisite documents (as per table 3.2.3), as per the grounds applicable (as
detailed in para 2 above) for settlement of claim.
5.2 If the
claimant is unable to establish his/her identity, then the claimant may be asked
to furnish orders of court of law or any such legal documentary evidence.
6. Cases
requiring correction of nominee/appointee name during the policy term, by the
policyholder himself/herself can be processed by collection of form
(Annexure-I) along with relevant KYC documents.
7. In cases,
where a PLI/RPLI policy is issued with incorrect name owing to erroneous data
entry made by the official (s) of Department of Posts including PLI-CPC i.e.,
the name of the insurant filled in proposal form is similar/identical with one
of the KYC documents submitted but differ in the policy bond generated due to
typographical error or any such mistake on the part of the Department, then the
CPC concerned as soon as this irregularity come to their notice by themselves
or through agent, before the original policy delivered to the insurant, may
process immediately for correction of name change with the available documents
on their own. In cases, where original policy bond has been delivered to the
insurant and correction is brought into notice by CPC, agent, insurant or
others, then the insurant may be requested telephonically or through registered
post to submit an application on plain paper with original policy bond*.
Subsequently, in both cases, CPCs shall process for issue of duplicate policy
bond, for which the Department shall bear the cost. The duplicate policy bond
along with name change letter generated shall be delivered to the insurant as
per the usual procedure.
*Note: Requirement of original policy bond
may be waived, and a self- declaration may be obtained from the insurant to the
effect that the policy bond has been irrecoverably lost/damaged or untraceable
and the same has not been assigned to Department of Posts or elsewhere for
taking loan.
8.
Action at request receiving Office
8.1 The
Insurant shall submit requisite documents at any Post Office or CPC. The BPM/SPM/Postmaster
or CPC in-charge of the Office concerned, where the application for name change
is submitted, shall scrutinize the application to ensure that the requisite relevant
documents are attached. If required, the official concerned shall help the
Insurant correctly by guiding and explaining the requirements.
8.2 All the
ORIGINAL documents are required to be produced while submitting the application
and the same will be returned to the Insurant after having been compared with
the copies thereof being submitted along
with the application for name change. However, policy bond shall be submitted
in original along with the application Form and shall be retained by the receiving
office.
8.3 Wherever
a self-attested copy of a document is submitted, the official accepting the
same will compare it with the ORIGINALS and shall put his/her signature in
token of having verified the copies with their originals.
8.4
Application shall be indexed, and acknowledgement slip generated through system
as well as in Annexure-II and shall be given to the applicant.
8.5 Action at
Branch Post Office (BO)- In case the request for name change is received at BO,
the BPM shall forward the application form along with all the enclosures to its
Account Office through Account Bag on the same day duly entered in their Daily
Account/Daily Transaction report (DTR) after Indexing it in the RICT device, if
possible.
8.6 Action at
Sub Post Office (SO)- The name change application form may be received at SO
either directly or through BO. In both the cases, indexing of the form shall be
done at the SO itself (in cases Indexing not already done at BO for form
received at BO). After Indexing, the name change application form shall be sent
to the HO (CPC) concerned (with which the office is mapped with) on the same
day through Account Bag duly entered in their Daily Account/Daily Transaction
report (DTR).
8.7 Action at
HO (CPC) - The name change application form may be received at CPC either
directly or through SO/BO. The application form shall be indexed before further
processing (if indexing not already done at SO/BO for the forms received at
SO/BO).
9.
Processing of request - Action at CPC
9.1 The CPC
shall scrutinize the application to ensure that the requisite documents are
attached and shall make sure the genuineness of the case.
9.2 The CPC
shall do the data entry and further process the case for approval of concerned
authorities.
9.3 The
approving authority may satisfy herself/himself that the case is genuine, and
documents submitted are complete.
9.4 On
approval of the case, approver letter may be generated through the system and
sent to insurant or nominee/appointee/ claimant, as the case may be, along with
the copy of corrected original policy bond through registered post and copy of
the same may be retained at the office for record.
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