Updating Passports & School Records After a Child Name Change

So, you have your Child Deed Poll signed and witnessed. Congratulations! That was the easy part.

Now comes the administrative heavy lifting. Unlike adults, who can usually update their records with a quick visit to the bank, changing a child’s records involves strict safeguarding checks. Two institutions are particularly vigilant: HM Passport Office and Schools.

Both have the power to reject a name change if they suspect that one parent is trying to cut the other out of the child's life. To avoid having your applications rejected, here is your roadmap for updating your child's official documents.

1. HM Passport Office: The Strict Standard

The Passport Office is the gold standard for identity. If you can get the passport updated, every other organisation (banks, GPs, travel agents) will usually fall in line. However, they are incredibly strict about Parental Responsibility.

The "All or Nothing" Consent Rule

You cannot change a child's passport name without the written consent of everyone who holds Parental Responsibility.

• If you are the only person with Parental Responsibility: You can sign the application alone. You should include a letter explaining that you are the sole parent with legal rights.
• If an ex-partner has Parental Responsibility: They must sign the support section of the application or provide a signed letter of consent. It does not matter if they never see the child. If they have PR, they have a veto.

What if the other parent refuses?

The Passport Office will reject the application. Your only route forward is to obtain a Specific Issue Order from the Family Court, which overrides the other parent's refusal. You would then send this court order to the Passport Office in place of the parental consent letter.

The "16+" Rule

If your child is 16 or 17, they apply for their own adult passport.

• They sign the form themselves.
• They generally do not need parental consent to change the name on the passport, provided they have their own Deed Poll.

2. Schools: "Legal Name" vs. "Known As" Name

Schools operate slightly differently. They have a statutory duty to keep a specific admission register, but they also have day-to-day flexibility.

The Admission Register (Official Name)

Schools must record the child's "legal name" on the official roll. To change this, you must show them the Child Deed Poll.

Once they see the legal document, they will update their systems (SIMS/Arbor). This ensures that end-of-year reports and, crucially, exam certificates (GCSEs/A-Levels) are issued in the new name.
Warning: If you delay showing the school the Deed Poll, your child could end up with exam certificates in the wrong name, which is a nightmare to fix years later.

The "Known As" Name (Informal)

Sometimes, a parent wants a child to use a new surname (e.g., a step-dad's name) informally, without a legal Deed Poll.

Schools can allow a child to be "known as" a different name in the classroom (on coat pegs, exercise books, and registers). However, this is discretionary.

• Most schools will refuse if the other parent objects.
• The official reports and letters home will usually still use the legal birth name until a Deed Poll is produced.

Disputes at the School Gates

Headteachers dread family disputes. If Parent A asks to change the name with a Deed Poll, and Parent B calls up to object, the school will almost always freeze the record.

They will typically revert to the name on the birth certificate until the parents provide a court order resolving the dispute. Schools are neutral territory and will not take sides in a parental argument.

Which One First?

We generally recommend updating the Passport first if you can.

Why? because a passport is the ultimate "trump card." If you walk into a school or a doctor's surgery with a new passport, they will rarely question the name change. It proves that the government has already done the background checks on parental consent.

Summary Checklist

The paperwork can be tedious, but getting it right protects your child from identity issues later in life. Ensure you have your written consents ready before you start the applications.

Need extra certified copies of your Child Deed Poll for the school and passport office? Contact our team to order duplicates.