Once you have your deed poll in hand, the next step is the "Great Notification." You need to inform every organization you hold an account with that your name has changed. While some modern companies allow you to do this via an app, many banks, insurance providers, and utility companies still prefer a formal letter sent by post.
Staring at a blank page can be daunting, especially when you have 10 letters to write. To help you breeze through the paperwork, we have created a set of free, professional templates you can copy, paste, and adapt.
What Every Letter Needs
Before you start copying the templates below, ensure you have the following details ready for each organization:
- Your Account/Reference Number: This is crucial. Without it, your letter might end up in a "pending" pile.
- Your Old Name & New Name: State clearly who you were and who you are.
- Evidence: Almost all formal letters must include your Deed Poll.
Template 1: General Formal Letter
Use this for banks, building societies, utility companies (gas, electric, water), and insurance providers.
[Your Address]
[City, Postcode]
[Date]Reference / Account Number: [Insert Number]
To the Data Protection Officer / Customer Services Team,
I am writing to formally notify you that I have changed my name from [Old Name] to [New Name].
Please update your records to reflect this change immediately. I have enclosed my Deed Poll as legal evidence of the change.
Please confirm in writing once my records have been updated. If you require any further information or signatures, please contact me at this address or via email at [Your Email Address].
Yours faithfully,
[Sign with your New signature]
[Print New Name]
Template 2: Employer / HR Notification
Your employer needs to know quickly to update payroll and your email address. This can be slightly less formal if you have a good relationship with HR.
Subject: Change of Personal Details - [Your Employee ID]
Dear HR Team,
Please be advised that I have legally changed my name from [Old Name] to [New Name], effective immediately.
I have attached a digital copy of my Deed Poll for your records. Please could you update:
- My payroll and tax records.
- My company email address and directory listing.
- My security pass.
Please let me know if you need to see the original document in person.
Best regards,
[New Name]
Template 3: The "Return My Documents" Clause
If you are sending your original deed poll (which we recommend for passports and DVLA), you must ensure they send it back. Add this paragraph to any letter where you are enclosing an original:
"Please note that the enclosed Deed Poll is an original legal document. Please treat it with care and return it to me via recorded delivery as soon as your checks are complete."
A Final Tip: Print, Sign, Send
While it takes a little time to customize these letters, doing it in batches is the most efficient way. We recommend printing 5-10 copies of your Deed Poll so you can send these letters simultaneously, rather than waiting for one company to return your document before writing to the next.
If you haven't got your deed poll yet, or if you need more high-quality copies to send out with these letters, we can help.