Deed polls in Ghana: what they are and how to get one

The short answer

A deed poll is a formal deed made by one person. In it, you declare your name and commit to using it. In Ghana, it is most often used to correct, confirm or change a name.

It is not the same as a statutory declaration or an affidavit, and the difference matters. Each institution decides which document it will accept. The University of Ghana, for example, asks for a notarised deed poll for a name correction and a notarised statutory declaration for a date of birth correction.

Why it is called a "deed poll"

Centuries ago, a deed between two or more parties was written out in copies on one sheet and cut apart along a wavy line, so the pieces could be matched. That was an indenture. A deed made by one person alone had nothing to match, so its edge was cut straight, or "polled". In the words of Britannica, a deed poll "is a deed in which one party is bound, with no corresponding obligations undertaken by another".

That is why it suits a name. No one else needs to agree to your name. You declare it, and you are bound by it.

Deed poll, statutory declaration or affidavit?

• Deed poll. A deed signed by you alone, declaring your name and your commitment to use it. When it is notarised, the notary certifies that you appeared and signed it in the notary's presence.
• Statutory declaration. A solemn declaration of facts under the Statutory Declarations Act, 1971 (Act 389), made before a notary or a commissioner for oaths. It is often used to state that two names refer to one and the same person. See Affidavit or statutory declaration?
• Affidavit. A sworn written statement, mainly for court proceedings.

None of these is proof that what it says is true. The National Identification Authority (NIA) states it plainly: "An affidavit is a self-serving document deposed to by an applicant and cannot be a substitute for a Gazette notification." It is the publication in the Gazette, and the supporting records, that carry the weight.

Correction or change?

This is the first question to answer, because institutions treat the two differently.

• A correction brings a record into line with the name you already have, usually the one on your birth certificate. A middle name left out, letters swapped, a misspelt surname.
• A change adopts a different name, for example after marriage, or simply by choice.

The NIA's update guidelines show the difference. For a correction of name, spelling or order, it asks for the "Birth Certificate or passport used during registration for the Ghana Card that shows the correct name of the applicant". For a change of name, it asks for a "Gazette Notification confirming applicant's Name Change (affidavits will not be accepted)".

Your deed poll should say which one it is. A deed that "renounces" an old name and "adopts" a new one reads as a change, even if all you are doing is restoring a middle name that was left out.

And note: marriage alone does not change your name. According to the NIA, "Marriage or a marriage ceremony does not automatically change the name of a woman or confer on her, the name of her husband." A woman who wishes to take her husband's name must have the change gazetted.

The process, step by step

1. Find your source document. This is the record that shows your correct name, usually your birth certificate. Make sure your Ghana Card matches it, or know how the two differ.
2. Have the deed poll drafted. It should give your full correct name, the other name or names you have been known by, how the difference arose, a declaration that the names refer to one and the same person, your commitment to use the correct name only, and a request that institutions update their records. If you already have a statutory declaration or a Gazette notice, the deed should refer to them.
3. Sign it before a notary, in person. Bring your original Ghana Card and your source document. Do not sign in advance. The notary will check your identity, take you through the deed and confirm that you understand it and are signing freely, then complete the notarial certificate and apply the seal. See Preparing for your notarial appointment.
4. Publish it in the Gazette. The Ghana Publishing Company Limited (Assembly Press) publishes notices of "Change of Name / Confirmation of Name / Change of Date of Birth". You can apply at its office in Accra or online through its E-Gazette service. Keep the published Gazette, not just the receipt: the NIA "cannot accept the receipt from Assembly Press as representing proof of a Gazetted notification."
5. Update your records. Start with your Ghana Card. The NIA says holders are "required by law to notify NIA of the change(s) within 30 days after the change". Then your passport, bank, school and employer. The passport application form asks for "Proof of name change if by Affidavit or Gazette Publication".
6. If the deed poll is going abroad, it may also need to go through the Judicial Service and the Ministry of Foreign Affairs and Regional Integration. See After the notary: the Judicial Service and the Ministry.

The order of steps 3 and 4 can vary. Many people gazette first on the strength of a statutory declaration, then make a deed poll when an institution asks for one. That is fine, as long as the deed poll refers to the earlier documents and is dated the day it is actually signed.

What the notary checks, and what the notary does not

The notary answers for the act: who appeared, who signed, when, where, and whether they signed freely. You answer for the contents. The notary will not investigate whether your middle name really was left out by mistake. See True or false? The limits of a notary's duty.

But a notary will not look away either. Section 6(1) of the Notaries Public Act, 1960 (Act 26) provides: "In all cases where the circumstances appear to the notary suspicious and not warranting the notarial act demanded, the notary shall refuse to act." A name that matches no record, or a story that does not add up, will be questioned.

For University of Ghana students

The Academic Affairs Directorate has reopened the application window for the correction of student biographical particulars for 2026/2027. The deadline is Monday, 9 November 2026, and no requests will be accepted after that date. The Director's notice sets out the terms:

• Who may apply. Students registered for the 2026/2027 academic year. The notice describes this as the final opportunity to correct records. Applications from other unregistered students, graduates and third parties will not be considered.
• What is accepted. Only corrections of errors. Requests to change existing records will not be considered.
• What to submit. Clear PDF copies of the completed and signed AAD Correction of Biographic Particulars Form, your Ghana Card, your Police Clearance Certificate, your Gazette notification, and one source document showing the correct particulars: your original birth certificate issued at birth, hospital weighing card, BECE certificate or WASSCE certificate.
• The notarised document. For a name correction, a deed poll notarised by a Notary Public. For a date of birth correction, a statutory declaration notarised by a Notary Public.
• How to submit. Email the form and all the documents to [email protected] from your official UG student email address by the deadline. Physical copies must also be submitted to Room D10, Academic Affairs Directorate, Registry. Keep your originals for verification.

Because third parties are excluded, no one, not even your lawyer or notary, can submit for you.

The University's standing procedure on its website adds that each document should be sent as a separate, clearly labelled PDF, that processing charges are communicated after the application is received, and that the University "generally does not entertain requests for altering names or other biographic records, except under specific conditions." Where the standing procedure and a current notice differ, follow the notice. The University's own advice is to "always follow the latest notice".

Common mistakes

• Bringing the wrong document. A statutory declaration headed "Confirmation of Name" is not a deed poll, even if the file is named one.
• Backdating. A deed poll is dated the day you sign it. It can refer to a Gazette notice from two years ago, but it cannot pretend to have been signed then.
• Signing before the appointment. You sign in front of the notary.
• Spelling that does not match. Check every name against your birth certificate and Ghana Card before you sign.
• An old police clearance. If the institution asks for a "recent" one, a certificate from two years ago may not do.
• Relying on the Assembly Press receipt. Wait for the published Gazette.

This article is general information about the law and practice in Ghana as at November 2026. It is not legal advice. For advice on a particular matter, please consult a lawyer.