EPFO issues new guidelines to correct personal details in EPF accounts

The Employees’ Provident Fund Organisation (EPFO) has issued new standard operating procedure guidelines for correcting personal details of Employees’ Provident Fund (EPF) members in their provident fund accounts.

As per an EPFO circular issued on July 31, 2024, “In suppression of earlier SOP, the Competent Authority has approved the SOP verison 3.0 for joint declaration for member profile updation. In all cases of joint declaration requests, the Field Offices should do a stronger due diligence so that, cases of impersonation/ identity theft or otherwise do not occur.”

A joint declaration is a request made by employees, which is then authenticated by the employer, for the modification or addition of members' basic profile parameters. Any changes requested through a joint declaration must be supported by the necessary documents. The basic profile parameters include: Name, Gender, Date of Birth, Father’s Name, Mother’s Name, Spouse's Name, Marital Status, Date of Joining, Reason for Leaving, Date of Leaving, Nationality, and Aadhaar number.


The circular has divided the profile changes into Major and minor categories. Documentary proof must support all major and minor change correction requests, stated the EPFO circular. For minor changes, at least two required documents must given along with the joint declaration requests. For major changes, at least three required documents have to be submitted. In case of changes related to Aadhaar, an Aadhaar card or E-Aadhaar card linked with an active mobile number would be a sufficient document.

Here is a look at changes categorised as major and minor.

Major changes in personal details of EPF member

Member name	If the name gets changed phonetically irrespective of number of alphabets getting changed, In case 3 or more than 3 alphabets get changed If expanding the name
Date of birth	If the change in date of birth is more than three years
Father’s name	If the name gets changed phonetically irrespective of number of alphabets getting changed, In case 3 or more than 3 alphabets get changed If expanding the name If inserting the name for the first time
Mother’s name	If the name gets changed phonetically irrespective of number of alphabets getting changed, In case 3 or more than 3 alphabets get changed If expanding the name If inserting the name for the first time
Spouse name	If the name gets changed phonetically irrespective of number of alphabets getting changed, In case 3 or more than 3 alphabets get changed If expanding the name If inserting the name for the first time
Marital status	If status is changed after the death of EPF member
Date of joining	If date is changed after the death of EPF member
Reason of leaving	If the reason is changed after the death of EPF member
Date of leaving	If the change is done after the death of EPF member
Nationality	From Non-SSA to SSA country
Aadhaar	All types of changes or updation related to Aadhaar

Minor changes in personal details of EPF member

Member name	If less than 3 alphabets get changed and the name not changing phonetically, If adding surname in case of female after marriage If removing salutations like Shri, Dr. Mr and Mrs. Miss etc.
Gender	Male/Female/Transgender
Date of Birth	If the date of birth change is less than or equal to three years
Father’s name	If less than 3 alphabets getting changed and the name not changing phonetically, If removing only salutations like Shri, Dr., Mr., Mrs. Miss etc.
Mother’s name	If less than 3 alphabets getting changed and the name not changing phonetically, If removing only salutations like Shri, Dr., Mr., Mrs. Miss etc.
Spouse name	If less than 3 alphabets getting changed and the name not changing phonetically, If removing only salutations like Shri, Dr., Mr., Mrs. Miss etc.
Marital status	Change in status in any other cases
Date of joining	Change in status in any other cases
Reason of leaving	Change in status in any other cases
Date of leaving	Change in status in any other cases
Nationality	From Non-SSA to non-SSA country change SSA to SSA country change SSA to non-SSA country change For updating the nationality as Indian for the first time

How to submit joint declaration request for corrections in EPF account

The EPF member can submit a joint declaration request for correction via the Member e-Sewa portal. A member can get only data corrected for those EPF accounts maintained by the present employer. No employer will have any modification rights for EPF accounts belonging to other/previous establishments. There is also a limit on the number of times changes in personal details are allowed.