A hostel undertaking is a signed promise that you'll follow the hostel's rules, and a hostel affidavit is the same kind of promise made as a sworn statement, usually on stamp paper and attested. Most students sign at least one of these at admission, and every student in a UGC-covered institution also submits an online anti ragging undertaking each academic year. This guide explains what each document commits you to and gives three sample formats you can adapt, plus an email version.
Formats vary by institution. Many hostels hand you a printed form, and if they do, use it. The samples below are for hostels that ask you to write your own. For other hostel letters, such as leave or room change requests, see our guide to every hostel application a student needs.
Key Takeaways
- An undertaking is a signed declaration; an affidavit is a sworn, attested statement. Ask the hostel which one it wants before you buy stamp paper.
- A good undertaking names the student, the hostel, the academic year, the rules accepted and the consequence of breaking them, and carries a date and signatures.
- The anti ragging undertaking is separate and online: student and parent each fill it at antiragging.in every academic year.
- Read every clause before signing, keep a copy, and never sign a blank or partly filled form.
Undertaking vs affidavit: what you're signing
Both documents are written promises, but they differ in how formal they are. An undertaking is a declaration you sign, often countersigned by a parent. An affidavit is sworn before an authorised person, which makes a false statement in it a more serious matter.
| Point | Hostel undertaking | Hostel affidavit |
|---|---|---|
| What it is | Signed declaration of conduct | Sworn statement of facts or promises |
| Paper | Plain paper or the hostel's form | Usually non-judicial stamp paper |
| Attestation | Signatures of student and parent | Usually a notary or oath commissioner |
| When asked | Admission, move-in, after a rule breach | When the institution's rules ask for it |
Stamp paper value and attestation rules differ between states and institutions, so ask the hostel office before you get an affidavit made. Don't assume a plain undertaking will do if the notice says "affidavit".
What to include in a hostel undertaking
Include enough detail that anyone reading the document later knows who promised what, for which hostel and which period. Use this checklist:
- Addressee: the warden, chief warden or hostel office, as your institution specifies.
- Identity: full name, course, year, roll or enrolment number, room number if allotted.
- Period: the academic year or session the undertaking covers.
- Rules accepted: refer to the hostel rules by name, and list the ones the hostel wants spelt out, such as timings, visitors or room care.
- Consequences: a line accepting the action the hostel may take under its rules.
- Parent declaration: if required, the parent's name, relation, contact number and signature.
- Date, place and signatures: from everyone named.
Sample 1: General hostel undertaking at admission
Use this when the hostel asks you to write your own undertaking to follow its rules. Replace every bracket and delete clauses that don't apply.
To
The Warden
[Hostel name]
[Institution name], [City]
Date: [DD/MM/YYYY]
Subject: Undertaking to abide by hostel rules for the session [year]
Respected Sir/Madam,
I, [full name], student of [course and year], roll number [number], have been allotted room [number] in [hostel name] for the session [year]. I have read and understood the hostel rules provided to me.
I undertake that I will:
1. Follow the hostel timings, visitor rules and leave procedure.
2. Take care of the room and hostel property, and pay for any damage I cause.
3. Not keep or use any item the hostel rules prohibit.
4. Not take part in ragging in any form.
I understand that if I break these rules, the hostel authorities may take action against me as per the hostel and institution rules.
Yours sincerely,
[Signature]
[Full name], [Course], Roll No. [number]
Contact: [phone]
Countersigned by parent/guardian:
[Signature]
[Name], [Relation], Contact: [phone]
Sample 2: Parent or guardian affidavit format
Some institutions want the parent's promise as an affidavit. If yours does, the text below can be typed on stamp paper of the value they specify and attested as they require.
AFFIDAVIT
I, [parent's full name], [son/daughter/wife] of [name], aged [age], residing at [full address], do hereby solemnly affirm and declare as follows:
1. That I am the [father/mother/guardian] of [student's name], who is admitted to [course and year] at [institution name], roll number [number], and has been allotted a seat in [hostel name] for the session [year].
2. That my ward and I have read the hostel rules, and I shall ensure that my ward follows them.
3. That I shall be responsible for any dues or damage caused by my ward, as determined under the hostel rules.
4. That I can be contacted at [phone] and [email], and I shall inform the hostel of any change.
Deponent
[Signature]
VERIFICATION: Verified at [place] on [date] that the contents of this affidavit are true and correct to the best of my knowledge and belief, and nothing material has been concealed.
Deponent
[Signature]
Sample 3: Undertaking of good conduct after a rule violation
Wardens sometimes ask for a written undertaking after a late return, a noise complaint or a similar breach. Keep it short, admit what happened without excuses, and promise specific changes.
To
The Warden
[Hostel name]
[Institution name], [City]
Date: [DD/MM/YYYY]
Subject: Undertaking of good conduct regarding [incident] on [date]
Respected Sir/Madam,
I, [full name], [course and year], roll number [number], room [number], accept that on [date] I [brief, factual description, e.g. returned to the hostel after the closing time without permission].
I apologise for this. I undertake that I will not repeat it and will follow the hostel rules on [timings/visitors/other] from now on. I understand that any further breach may lead to action under the hostel rules.
Yours sincerely,
[Signature]
[Full name], Roll No. [number], Room [number]
Countersigned by parent/guardian (if required):
[Signature]
[Name], [Relation]
The anti ragging undertaking is filled online
You don't write the anti ragging undertaking as a letter. Under the UGC guidelines on curbing ragging, every student and every parent submits an online undertaking each academic year. The UGC Regulations 2009 behind this follow a Supreme Court order of 8 May 2009.
- Go to the National Anti-Ragging Helpline site and choose "Fill Undertaking".
- Complete the student undertaking. The parent completes theirs too.
- Note the registration number you receive by email.
- Forward it to your institution's nodal officer, as the guidelines require.
Read what you're agreeing to. The guidelines define ragging broadly: conduct by words or acts that teases or treats a fresher or junior with rudeness, causes annoyance, hardship or psychological harm, or makes a student do something that causes shame or embarrassment. Listed punishments include suspension from classes, withdrawal of scholarship, suspension or expulsion from the hostel, rustication for 1 to 4 semesters, a fine up to Rs 25,000 and collective punishment. If you ever need to report ragging, our guide to the anti ragging helpline number and complaint process walks through it.
Email version of a hostel undertaking
Some hostels accept an emailed undertaking with a signed scan attached. Others want the signed original on paper, so check first. Send it from your institutional email address if you have one.
Subject: Undertaking to abide by hostel rules, [Full name], Roll No. [number], session [year]
Dear Sir/Madam,
Please find attached my signed undertaking to follow the rules of [hostel name] for the session [year], countersigned by my [father/mother/guardian].
I have read the hostel rules and agree to abide by them. Please let me know if a signed paper copy is also required.
Regards,
[Full name]
[Course and year], Roll No. [number]
[Phone]
Attachment: Undertaking_[Name]_[Year].pdf
Common mistakes when signing
Most problems come from signing in a hurry at move-in. Watch for these:
- Signing without reading the rules. The undertaking points to the rules, so you're agreeing to them too. Ask for a copy and read it first.
- Leaving blanks. Never sign a form with empty fields. Fill them or strike them out before you sign.
- Making the wrong document. A plain undertaking won't satisfy a hostel that asked for an affidavit, and the reverse wastes money. Confirm the format.
- Skipping the online anti ragging undertaking. The paper form from your hostel doesn't replace it. Student and parent each fill it online every academic year.
- Not keeping a copy. Photograph or scan the signed document. You may need it later, for example when you write a hostel caution deposit refund application and the damage clause comes up.
Next steps
Ask the hostel office which document it wants, read the rules it refers to, then adapt the matching sample and keep a signed copy. Fill the online anti ragging undertaking as soon as your admission is confirmed and send the registration number to the nodal officer. Once you've moved in, the next letter you're likely to need is a hostel leave application.
Signing an undertaking doesn't mean you can't raise problems later; Complaint Letter to Hostel Warden: Food, Water and Room Issues shows how to do that in writing, and Hostel Certificate for Scholarship: Application Format helps if your scholarship asks for proof of hostel stay.
