Lost Passport, RC Book, or Documents — How to Publish a Newspaper Notice
By Rakesh Iyer | Legal Notice Consultant, Bengaluru | 11 years handling document loss cases across Karnataka, Maharashtra, and Tamil Nadu
- 1. What Documents Actually Require a Newspaper Notice
- 2. Step 1 — File the FIR or Complaint First
- 3. Step 2 — Get the Affidavit Notarized
- 4. Step 3 — Choose the Right Newspaper for the PubNotice
- 5. Step 4 — What the Notice Should Say
- 6. Step 5 — Submit the Ad and Get the Published Copy
- 7. Step 6 — Compile the Full Document Set for Reissue
- 8. Frequently Asked Questions
I will begin with the thing nobody tells you in the first place.
In most instances, it is not optional to publish a notice in the newspaper to maintain a lost document. Lost passport, RC book, driving licence, property papers, etc.--the police complaint will not give it, all alone. The public record is what is created by the gazette or newspaper notice. The absence of it causes reissue applications to hang, and even be rejected.
I have had clients who have approached me after being stuck at the passport reissue offices after three weeks due to missing the notice. The FIR was considered adequate by one gentleman in Pune. It wasn't.
What Documents Actually Require a Newspaper Notice
This is where human beings get at crossroads. Not all missing documents require an advertisement in the newspaper. However, some of them do - either provided by the issuing authority, or necessitated by the affidavit format.
Paperwork in which a notice is usually anticipated
The RC book surprises people. I have heard of RTOs in Bengaluru and Chennai demand it. This is not mentioned by all counter officers.
Step 1 — File the FIR or Complaint First
Prior to any newspaper advertisement, visit the closest police station and create an FIR or a Non-Cognizable (NC) complaint regarding the loss.
Keep extra copies. You'll need them.
The stations issue NC complaint of lost documents instead of a complete FIR. Both are fine in most reissue matters but in case of lost (not stolen) passport MEA offices occasionally require a NC complaint in lieu of an FIR. Worth checking with the issuing authority prior to going.
Step 2 — Get the Affidavit Notarized
You require an affidavit that is notarized as to the nature of what was lost, when and where. Include your FIR/NC number.
It is written on stamp paper (normally ₹10 or ₹20 based on the state) and is signed in the presence of a notary, or oath commissioner. The notarization itself costs usually ₹100200, but the rates differ.
In fact- I must point out something I have skipped. The affidavit precedes the publication of the notice and not the other way round. Others have done it the other way round and then had to rewrite the affidavit and add the date of notice publication.
Step 3 — Choose the Right Newspaper for the Public Notice Ad
This is the area where the majority of the people spend too much or make a bad choice.
To place a lost document notice you require a text advertisement in a newspaper that is classified. This normally takes two languages; one English day-to-day and one regional language day-to-day in your state.
In case of passport reissue in particular, MEA regional passport offices typically take classified advertisements in any of the major dailies. They are not requesting display advertisements.
Display advertisements are much more expensive and are not necessary in this case. I have even seen clients spend 4,000-6,000 on display when a 400-800 classified will have performed the task.
Which newspapers to pick:
In the case of Karnataka: Times of India or Deccan Herald (English) + Vijaya Karnataka or Prajavani (Kannada) In the case of Maharashtra: Times of India or Hindustan Times (English) + Maharashtra Times or Loksatta (Marathi) In the case of Tamil Nadu: The Hindu or Deccan Chronicle (English) + Dinamalar or Dinakaran (Tamil)
The local language paper is of more importance than how some of us believe. The vernacular edition is specifically checked in some of the offices.
Step 4 — What the Notice Should Say
Keep it short. The purpose of length does not serve here at all, since you are not writing an advertisement, you are recording something that people will see.
An average lost document notice will look something like the following:
I, [Full Name], S/o [Father's Name], residing at [Full Address], hereby inform that my [Document Name], bearing number [Document Number], has been lost/misplaced. FIR/NC No. [Number] has been lodged at [Police Station Name]. Finders are requested to return it to the above address or to the nearest police station.
If you don't have the document number (which happens with RC books), describe it by vehicle number and registration state. That's usually sufficient
Step 5 — Submit the Ad and Get the Published Copy
Most major newspaper offices have walk-in ad booking counters. You can also book online through the newspaper's portal or through third-party ad booking platforms — many of which can handle publication in both English and regional papers in one transaction.
Submit: the notice text, your ID proof, address proof.
You'll receive the published copy (the newspaper page with your notice) within 1–3 days of publication, either physically or as a scanned PDF depending on how you booked.
Keep multiple copies. Banks and RTOs sometimes ask for an original newspaper clipping, not a photocopy.
Step 6 — Compile the Full Document Set for Reissue
After publication, your typical document set for reissue will include:
The exact requirements differ by document type and the issuing authority. Before you start the process, pull up the official checklist from the relevant authority's website — MEA for passport, your state RTO portal for RC book, your state's transport department for DL.
Don't take someone's word for it, including mine. The requirements have a way of changing quietly.
Frequently Asked Questions
How much does it cost to publish a lost document notice in a newspaper?
A text notice in one English and one regional daily that is classified will cost you 300-900 all in all depending on the city and the newspaper and the amount of words. Metros cost more. When somebody quotes you 2000 + to place a basic classified in a lost passport, be specific on whether it is display or classified, they are quite different forms.
Can I publish the notice in only one newspaper?
There are RTOs that are admitted to one English per day. MEA passport offices usually prefer publishing in an English language and a regional language. Look at the checklist of your particular document prior to booking.
Is a newspaper notice legally mandatory for lost passport reissue?
Passport reissue which requires an announcement in mandated newspapers is not necessarily always black-and-white in the rules - it is in the grey area of strongly suggested by the officer at the counter. Don't skip it.
How long does the process take from FIR to published notice?
The NC or FIR complaint typically consumes days or hours. Affidavit notarization is instant. In most of the cities, newspaper publication may take 24-48 hours after booking, with faster instances. It is so realistic that the full process of making the notice can be finished within 2–3 days provided one acts fast.
What if I don't have the document number for the lost item?
In the case of an RC book, the vehicle registration number should be used - which can be found on the insurance paper, or in the Vahan portal. In case of driving licence, a name and an address and the issuing RTO tend to suffice. Ask your CA or the newspaper legal requirements desk what language to use. Don't guess.
Can I book a newspaper notice online?
Yes. Majority of the big newspapers have portals of adverts online. Multi-paper bookings are done in a single go using third-party technology such as ReleaseMyAd, Bookadsnow and other such services. I have applied them to clients where it is not practical to walk to the office. The released version is a PDF which is acceptable by most offices.
Do I need a lawyer or legal professional to publish a newspaper notice?
No. You may do the entire job yourself. The affidavit should have a notary, not an attorney. The newspaper advertisement is simply a text message. People that fall victim are in the wording, in this case, property documents where they take priority over language. In the case of RC books and passports, the conventional format is alright.
One last thing. Store all receipts and copies and clips in a physical and electronic folder. Reworking the process of reissue in certain offices may take weeks and you do not want to be rushing around to recopy a document that has already been made.
Rakesh Iyer is a legal notice consultant who has more than 11 years experience of helping clients to recover documents, write affidavits, and publish notices in Karnataka, Maharashtra and Tamil Nadu. The rates and procedures mentioned in this article are checked up to March 2026 and can change according to the states and authorities.
