Affidavit and Gazette in Ghana: Your Complete Guide
In Ghana, an affidavit and a Gazette notice are powerful legal tools that help correct or change personal information on official documents. Whether you’re updating your Ghana Card, applying for a passport, correcting a birth certificate, or changing your name after marriage, understanding how they work can save you time, stress, and money.
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What Is an Affidavit?
An affidavit is a sworn written statement of facts that you declare to be true. It is made under oath before a Commissioner of Oaths (usually at a court, lawyer’s office, or designated public office).
In simple terms: It’s your legal declaration that something is correct or has changed. For example:
- “I was formerly known as Ama Serwaa but now wish to be known as Ama Serwaa Osei.”
- “My correct date of birth is 15th June 1995, not 15th June 1998 as appears on my documents.”
An affidavit alone is a private legal document. It carries weight in courts and with some institutions, but it is not yet public record.
What Is the Ghana Gazette
The Ghana Gazette is the official government newspaper published by the Ghana Publishing Company Limited (GPCL). It serves as the public record of important notices, including:
- Change or confirmation of name
- Correction of date or place of birth
- Change of company, school, or hospital names
- Appointment of marriage officers
- Other statutory announcements
Publishing in the Gazette makes your change official and public. Anyone can verify it, and it becomes legally binding for most government institutions.
Key Difference Between Affidavit and Gazette
- Affidavit: Your personal sworn statement (private).
- Gazette: Official public notification by the government (public record).
For major changes like name or date of birth, you usually need both the affidavit supports your application, and the Gazette makes the change final and acceptable everywhere.
When Do You Need an Affidavit and/or Gazette in Ghana
You will most likely need them in these common situations:
- Change or Correction of Name (most frequent)
- Spelling errors, adding maiden name, or full name change.
- Required for Ghana Card updates, passports, bank accounts, and employment.
- Correction of Date of Birth or Place of Birth
- Common when documents don’t match (e.g., birth certificate vs. school records).
- Name Arrangement or Confirmation
- When your names appear in different orders on different documents.
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- Updating Ghana Card (NIA)
- Name or date of birth changes require a Gazette notification.
- Passport Application or Renewal
- Ghana Immigration Service often demands a gazetted name change.
- Birth Certificate Correction
- Births and Deaths Registry may ask for affidavit + Gazette for major changes.
- University or School Records
- Many tertiary institutions (e.g., UG) require Gazette for name corrections.
- Other Cases: Land matters, company name changes, or legal disputes.
For minor corrections, an affidavit alone may sometimes suffice. For permanent and widely accepted changes (especially name or DOB), gazetting is mandatory. After swearing the affidavit, you must still publish it in the Gazette otherwise, your documents remain unchanged.
How to Get an Affidavit and Gazette
Step 1: Prepare Supporting Documents
- Birth certificate or old documents showing the error/current name.
- Ghana Card or any valid ID.
- Passport photos (sometimes required).
- Evidence of the correct information (e.g., baptismal certificate, old school records).
Step 2: Swear the Affidavit
- Visit a Commissioner of Oaths at a District/Magistrate Court, High Court, or a licensed lawyer’s chamber.
- The Commissioner helps draft or reviews your statement.
- You swear (or affirm)
- Get the affidavit endorsed/stamped.
Step 3: Publish in the Ghana Gazette
- Submit your sworn affidavit to the Ghana Publishing Company Limited (GPCL).
- Options in 2026
Processing Times and Costs (as of 2026):
- Regular: 4 working weeks (cheapest).
- Premium: 3 working days.
- Premium Plus: 24 hours (fastest, more expensive).
Step 4: Collect Your Gazette and Update Other Documents
Once published, collect your official Gazette copy (physical or digital). Use it to update:
- Ghana Card at NIA offices.
- Passport at Ghana Immigration.
- Birth certificate at Births and Deaths Registry.
- Bank accounts, SSNIT, employer records, etc.
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