Key Takeaways

  • Organizations often request a certified copy of a name change to prove your new name. ⁤

  • A certified copy of the name change is a legal document certifying the changed name. 

  •  It is a certified copy of the original order or document issued by a court, government department, or agency. ⁤

  • Government agencies, banks, employers, and other institutions often need this document to update records. ⁤

  • You will need this document in several situations, including changing the name on your passport, driver’s license, Social Security records, banking accounts, employer records, etc. 

  • Fees and turnaround times vary (rush orders must be picked up in person, while mail orders can take six weeks or more). ⁤

Certified copy of name change: Organizations often request this document to prove your new name. It is required if you get married, divorce, are adopted, or have your name legally changed in court.  

Having you send the certified copy means the organization doesn't have to be responsible for managing the original document. It can also be called a notarized copy.

What Is a Certified Copy of a Name Change?

A certified copy of a name change is an official legal document that evidences an individual's legally changed name.  

It is a certified copy of the original court order or legal document effectuating the name change obtained from a court or other government office authorized to certify such documents. This verified copy of the original has an official seal or certification affixed to it. 

Government agencies, banks, employers, and other institutions required to update records often need a certified copy of a name change.  

A certified name change can be crucial proof of the name change needed to update a driver’s license, bank account, or employment record.  

The certified copy of a name change removes any potential for confusion about identity and makes it easy to validate the name change with all official and legal institutions.

How to Obtain a Certified Copy of Your Name Change Order

When you need a replacement copy of your official name change document, there are some steps to follow. 

Identify the Court

Contact the county's court clerk where the name change was granted and ask what you need to provide to get a copy of the court record and how much it costs. 

One way to find the county's court clerk is to visit the state court website and look for county court contact information. Check the top of each page for the court's information if you have any documents.

Gather Documentation

Find the documentation the court clerk says is required.  

This will typically be your certified birth certificate and state or federal ID. If you need to replace your birth certificate, your state's vital records division can direct you through the process.

Submit a Request

Fill out the request form to get a certified copy of your name change order. This form usually asks for data such as your original and current name, where you were born, and your Social Security number. It must be signed and dated. 

You must include the filing fee with the form and submit it to the court. The form will also have directions that say whether you must file in person or are permitted to mail the document.

Certification Process for Name Change Documents

To get a certified copy of your name change, you generally make a photocopy of the original document and have a custodian of record certify it.  

The process of certification involves: 

  • Making a copy or copies of the original.

  • Arranging a meeting with the organization's representative.

  • Taking both the original document and copies to the meeting.

  • Having the person compare the documents to confirm authenticity.

  • Having the person stamp the document, then add their signature, the date, details about how to contact them, their job title, and a notation that they certify the copy as authentic.

How to Get a Notarized Copy of a Name Change Order

However, before being certified, the photocopied document typically must be notarized, which means a notary public must sign it.  

The notary cannot confirm the validity of the original document. What the notary does is confirm the copy is a verifiable facsimile.  

To get a document notarized: 

  • Search the internet for a local notary public.

  • Take your original name change document from the court and the copies you need notarized to the notary public you choose.

  • The notary confirms and annotates the copy with information matching the original.

  • The notary also adds the date and contact information.

  • Pay the notary the amount requested for each document they notarized for you.

Why You Need a Certified Copy of Your Name Change

A certified copy of the court's order to change your name can be requested from the court that issued the order. There are several situations in which this document might be requested.

Social Security Office

To update your Social Security card to reflect your new—legally changed—name, you'll need to show a certified copy of your name change.  

Without it, the SSA cannot process your request, and your name will not be correctly updated in their system. This could result in incorrect tax reporting, benefits, and other official records.

Department of Motor Vehicles 

You'll need a certified copy of your name change order to update your driver's license or state ID at the Department of Motor Vehicles (DMV).  

This step is crucial for ensuring your identification matches your legal name in case of travel, voting, or other situations requiring your ID.

Banks and Financial Institutions

Banks and other financial institutions need a certified copy of your name change to update your name on their accounts (e.g., checking, credit cards, loans, and other legal documents). 

Without a certified copy of your name change, your official name changes cannot be processed, and you could end up with inaccurate and inconsistent names in government records and other vital places. 

These include:

  • Identification documents

  • Social benefits

  • Banking records 

You need this copy to ensure all your records are consistent and legally accurate.

Additional Fees and Timeframes for Processing

If you request a copy of your name change order be mailed, you will pay extra fees. The county clerk can provide specific amounts for these fees.  

If your request is processed via mail order, you can expect a wait of up to six weeks. Rush orders usually need to be handled in person.

Proof of Name Change for Legal Purposes

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