Update Your Records

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Okay, so your new name is legal…now what? Time to update all your records!

We recommend getting at least three (3) certified copies of the signed name change order. You will need to submit a certified copy to the organizations marked with an asterisk. You will want to keep at least one copy in a fire safe or safety deposit box where you can easily gain access to it.[/vc_column_text][vc_column_text]

Legal Disclaimer

The information contained herein is meant to give general information to the public, it is not meant to provide specific legal advice. This is for educational purposes only. This handout and the hyperlinked packet is provided as-is with no warranty, express or implied, regarding the accuracy. It was accurate at the time of writing (10 March 2018), but statutes and regulations change and it is your responsibility to comply with them in order to properly change your name.  If you have specific questions or concerns, please speak with a licensed attorney.

Use of this website does not, in itself, constitute an attorney-client relationship with The Colorado Name Change Project or any of the participating attorneys.[/vc_column_text][/vc_column][/vc_row][vc_row][vc_column el_id=”agencyguidelines”][vc_tta_accordion active_section=”1″ collapsible_all=”true”][vc_tta_section title=”Social Security Administration* (do this one first)” tab_id=”1565497609641-dad7212f-b351″][vc_column_text]Most offices are accepting walk-ins, but it is advised that you call your local office to make an appointment.

WHAT YOU NEED: Certified copy of your Name Change Decree, filled-out SS-5, and valid form of state or federally-issued I.D.

Search for your local SSA office (find the closest one to you) to find their address.  The form you must use is SS-5. Detailed instructions are included as part of this form.

SSA is NO LONGER requiring documentation evidence (such as a doctor/physician letter) for gender marker corrections! They are still only offering M and F markers at this time, but changes are possibly slated to start late 2023/mid-2024.

*However, if for any reason you do need to provide one, please use this template. Your physician does not need to give, nor should there be, any additional personal health information not included in the sample letter.[/vc_column_text][/vc_tta_section][vc_tta_section title=”DMV* (do this one second)” tab_id=”1565497609811-7879d0b2-9335″][vc_column_text]WHAT YOU NEED: Certified name change final decree and DR-2083 (if you are also correcting your gender)

To change your name on a Colorado Driver’s License, make an appointment online with your local DMV office and bring your court-ordered name change documentation.  They will change your name, retake your photo, and a new license will be issued.

To change your gender marker on your driver’s license in Colorado, use form DR-2083 to update your DMV records.  The options available are M, F, and X.

If you are also updating your address, you’ll need a second form of identification with your address on it (utility bill, insurance card, etc)[/vc_column_text][/vc_tta_section][vc_tta_section title=”Selective Service (w/in 10 days)” tab_id=”1565498737207-f86ca90c-2872″][vc_column_text]People who were assigned male at birth and who are required to register are also required to inform the Selective Service of any legal name change or change in other record information such as address up until your twenty-sixth birthday. This does not include gender marker correction as the Selective Service policy is entirely based on birth-assigned sex. For trans women and others who were assigned male at birth and have registered with the Selective Service, notification of a name change is legally required within ten days.

To update your records, fill out the Change Of Information Form attached to the Registration Acknowledgement Card with your new name. Alternatively, you can fill out a Change of Information Form (SSS Form 2), These are also available at any United States Post Office, U.S. Embassy or Consulate abroad. You may also change your information with the Selective Service by letter. In the letter, include your prior full name, Social Security Number, Selective Service Number, date of birth, current mailing address and new legal name. With any of these three methods, you must attach official documentation of your name change and mail it to the Selective Service. Updates take four to six weeks, after which you will be mailed a new acknowledgement card.

People who are required to register:

  • All U.S. citizens assigned male at birth (including trans women) and born after December 31, 1959, who are 18 but not yet 26 years old
  • National Guardsmen and Reservists not on active duty
  • Cadets at the Merchant Marine Academy
  • Delayed Entry Program enlistees
  • ROTC Students
  • People who have left Active Military Service for any reason before age 26
  • Men rejected for enlistment for any reason before age 26
  • Civil Air Patrol members
  • Immigrants with permanent resident status
  • Immigrants with I-688 special (seasonal) agricultural worker status
  • Refugee and parolee immigrants and immigrants seeking asylum
  • Undocumented immigrants
  • Dual-national U.S. citizens
  • People with disabilities who spend time in public with or without assistance
  • Residents of Puerto Rico, Guam, the U.S. Virgin Islands, and Northern Mariana Islands Citizens of American Samoa, Republic of the Marshall Islands and the Federated States of Micronesia only if they are habitual residents of the United States (habitual residency is presumed when one resides in the United States for more than one year in any status, except as a student or employee of the government of his homeland)

People who are NOT required to register:

  • People who were assigned female at birth (including trans men)
  • People born between March 29, 1957, and December 31, 1959
  • Students in Officer Procurement Programs at The Citadel, North Georgia College and State University, Norwich University, Virginia Military Institute, Texas A&M University, Virginia Polytechnic Institute and State University
  • Members of the Armed Forces on active duty (active duty for training does not constitute “active duty” for registration purposes and those leaving active duty are required to register within 30 days of release unless already age 26, or already registered when released, or unless exempt during entire period age 18 through 25)
  • Cadets and Midshipmen at Service Academies or Coast Guard Academy
  • Lawful non-immigrants on visas (e.g., diplomatic and consular personnel and families, foreign students, tourists with unexpired Form I-94, or Border Crossing Document DSP-150)
  • Incarcerated, or hospitalized or institutionalized for medical reasons
  • People with disabilities who are continually confined to a residence, hospital, or institution
  • Immigrants with I-688A special agricultural worker status

For more information, consult the United States Selective Service System website and the Status Information Letter request form.[/vc_column_text][/vc_tta_section][vc_tta_section title=”Passport*” tab_id=”1565498733793-1200ac62-bd12″][vc_column_text]Updating Your Gender Marker on an Existing Valid Passport or Getting a Passport for the First Time

As of April 11, 2022, X gender markers are available! The options on non-expedited general passports are now M, F, or X for Passport Books. (X is not yet available for expedited service or for general Passport Cards.)

The State Department does not require a physician’s letter to accompany your request to update your gender marker.

If you are applying to change your gender marker, submitting a passport application for the first time, or applying for a passport when your old passport has expired, you must apply in-person so that your signature is witnessed.

NEW, FIRST-TIME PASSPORTS FOR ANYONE -AND- ALL PASSPORTS FOR UNDER 16 YRS OLD
If you are applying for a Passport for the first time, or if you are under 16 years old (even if you have a current one), you will need to complete and submit:

  • NEW Application for U.S. Passport (Form DS-11);
  • Proof of U.S. Citizenship (such as a previous U.S. Passport, certified Birth Certificate, Certificate of Naturalization, or Report of Birth Abroad);
  • Proof of Identity that contains your signature and photograph that is “a good likeness to you” (such as a previous U.S. Passport, a Driver’s License, a Certificate of Naturalization, Military Identification, or a Government Employee Identification Card);
  • Two recent color photographs, 2×2 inches in size (these can be obtained at Walgreens, CVS, etc); and
  • Fee (See the Department of State fee schedule for costs: http://travel.state.gov/content/passports/english/passports/information/fees.html). 

RENEWAL OF A CURRENT, FULL-VALIDITY PASSPORT (16 yrs of age and older)

If you are age 16 or older and currently have a active full-validity (e.g. 10 year) Passport and just need to change your name and/or gender marker, you will need to complete and submit:

RENEWAL OF A LIMITED-VALIDITY OR AN EXPIRED PASSPORT (16 yrs of age and older)

If you are age 16 or older and currently have an active limited-validity Passport, or have an expired Passport of any type and need to renew and change your name and/or gender marker, you will need to complete and submit:

  • Renewal Application for U.S. Passport (Form DS-5504);
  • Certified copy of your Name Change Decree; and
  • Two recent color photographs, 2×2 inches in size (these can be obtained at Walgreens, CVS, etc);
  • Fee (See the Department of State fee schedule for costs: http://travel.state.gov/content/passports/english/passports/information/fees.html). 
  • **PLEASE NOTE if your expired Passport is over 15 years from the date it was issued, you will need to use the NEW application form, DS-11.**

Take these documents and fees in person to any Passport Acceptance Facility. To find the acceptance facility closest to you, visit the State Department’s website, Passport Acceptance Facility Search Page, at http://iafdb.travel.state.gov or call the National Passport Information Center at 1-877-487-2778.[/vc_column_text][/vc_tta_section][vc_tta_section title=”Birth Certificate*” tab_id=”1565500391613-b9facb88-dc04″][vc_column_text]If you were born in Colorado, the state will change both the name and sex on a birth certificate.  Colorado does not require surgery or a court order. Colorado will also issue a new birth certificate rather than amend the old one.

If you were born in a different state, please be aware you may need to file your name change in District Court, if it is a state that requires an extra court order. Please contact us or contact that state’s department of vital records for specific instructions. NCTE has a good website detailing each state’s requirements.[/vc_column_text][/vc_tta_section][vc_tta_section title=”Workplace” tab_id=”1565498260568-8b799d19-e22c”][vc_column_text]Individual workplaces will differ.  Contact your Human Resources department, if one exists.  If not, speak to your supervisor or employment records manager. Remember to include payroll, email, internal directories, name tags, uniforms, business cards, 401k, etc.[/vc_column_text][/vc_tta_section][vc_tta_section title=”Bank(s)” tab_id=”1565498383196-3f6ff240-8833″][vc_column_text]Banks will differ.  Call ahead of time to ask what documentation your particular bank needs. Expect to provide a certified copy of your name change and/or an updated ID.[/vc_column_text][/vc_tta_section][vc_tta_section title=”Credit Card(s)” tab_id=”1565498437024-ed5a31e5-1115″][vc_column_text]Credit card companies will also differ.  Call ahead of time to ask what documentation your particular institution needs.[/vc_column_text][/vc_tta_section][vc_tta_section title=”Veterans Affairs” tab_id=”1565499157185-32f96e37-4b54″][vc_column_text]Unfortunately, VA systems don’t necessarily talk to each other so you’ll need to update your name & gender via separate mechanisms.

Medical (VHA)

The Eastern Colorado Health Care System uses their ECHCS Letterhead Identity Trait Change Request form to request updates to name & gender.

  1. Name Change: When making a written amendment request for a name change, the individual must provide the following un-expired, official supporting documents from the list below:
    1. One form of Primary Identification and one form of Secondary Identification;OR
    2. Two forms of Primary Identification

    NOTE: Marriage licenses or certificates are not sufficient documents for a name change, as not all people who apply for a marriage license or marry actually change their name.

Gender: Along with the written amendment request for a gender change, the individual must provide the following un-expired, official supporting documents from the list below:

  1. One form of Primary Identification and one form of Secondary Identification;OR
  2. Two forms of Primary Identification, if at least one identifies the current gender

Other Benefits (VBA, GI Bill, etc)

[/vc_column_text][/vc_tta_section][vc_tta_section title=”Utilities (gas/electric, phone, cell, internet, cable, etc)” tab_id=”1565498440455-f1bf6a22-581c”][vc_column_text]Utility companies will differ.  Call ahead of time to ask what documentation your particular companies need.[/vc_column_text][/vc_tta_section][vc_tta_section title=”Online Accounts” tab_id=”1565500736269-067ba099-c432″][vc_column_text]PayPal: https://www.paypal.com/hk/smarthelp/article/how-do-i-change-the-name-on-my-paypal-account-faq926 (PayPal is notorious for taking a long time to correct name & gender. If you can, just create a new account.)

Facebook: https://www.facebook.com/help/173909489329079

LinkedIn: https://www.linkedin.com/help/linkedin/answer/79/changing-how-your-name-appears-on-your-profile

Twitter: https://help.twitter.com/en/managing-your-account/change-twitter-handle?ref_src=twsrc%25255Eappleosx%25257Ctwcamp%25255Esafari%25257Ctwgr%25255Esearch

For other sites, we recommend a simple Google search of “how to change my name on {insert website here}”[/vc_column_text][/vc_tta_section][vc_tta_section title=”Military Records” tab_id=”1565499947317-3ed6dfbe-865a”][vc_column_text]Veterans:

  • Service Records (IPPS-A, MCTFS, etc) – Each service has its own method of updating name and gender in their personnel systems. We are in the process of compiling data for each service.  Please know that this information may change at any time, without notice.
  • DD-214 military discharge documents – Complete DD Form 149.  Attach a copy of your name change order to the form.  Mail completed applications to the correct service-appropriate address listed page 2 of the form.  If you have multiple DD-214s, you may need to submit a separate form for each DD-214.

Retirees:

Active-Duty/Reserves:  Information is currently being compiled and will be made available as soon as possible.

DEERS:  In order to change your name and gender in DEERS, the DEERS/RAPIDS Service Project Office for your military department must submit a request to Defense Human Resources Activity (DHRA) for review and implementation. A gender (or name) change in DEERS will not affect the eligibility of any of your existing dependents for military benefits.

What Documents Should a Name and Gender Change Request Include?

The Service Project Office of your military department should submit scans of the below documentation for DHRA review, with the subject line “DEERS Record Change Request ICO First Name Last Name”.

Two forms of identification that are listed as acceptable on the federal Form I-9, one of which is a government-issued picture ID. Passports, driver’s licenses and Social Security cards are recommended, but the Department of Defense will accept all documents on page 9 of the I-9 list, available at http://www.uscis.gov/sites/default/files/files/form/i-9.pdf.

  • If a name change is requested, a court order legally changing your name.
  • If gender marker change is requested, a signed statement, on office letterhead, from a licensed physician. The statement must include the following information:
    • Physician’s full name;
    • Medical license or certificate number;
    • Issuing state or other jurisdiction of medical license/certificate;
    • DEA registration number assigned to the physician;
    • Address and telephone number of the physician;
    • Language stating that the physician is your physician and has a doctor/patient relationship with you;
    • Language stating you have had the appropriate clinical treatment for gender transition to male/female; and,
    • Language stating “I declare under penalty of perjury under the laws of the United States that the forgoing is true and correct.”

How will I know that my DEERS record has been updated?

DHRA will confirm with the Service Project Office when the record has been updated. The Project Office must then follow existing Service procedures to send an update to Defense Finance and Accounting Service (DFAS), or the Service equivalent pay office, to allow DFAS, or the Service equivalent pay office, to update its system with the corrected gender.

If you have life insurance through the VA, you will also need to fill out VA Form 29-586[/vc_column_text][/vc_tta_section][vc_tta_section title=”Insurance” tab_id=”1565498751601-6655bef3-0212″][vc_column_text]These companies will differ.  Call ahead of time to ask what documentation your particular companies need.[/vc_column_text][/vc_tta_section][vc_tta_section title=”County Clerk (deeds, car title, registration, tax records, etc)” tab_id=”1565498755248-68ef63ed-807f”][vc_column_text]Counties may differ.  Call ahead of time to ask what documentation your particular county needs.[/vc_column_text][/vc_tta_section][vc_tta_section title=”Landlord/mortgage company” tab_id=”1565499000950-db2f49a4-5d58″][vc_column_text]These companies will differ.  Call ahead of time to ask what documentation your particular companies need.[/vc_column_text][/vc_tta_section][vc_tta_section title=”Licensing agencies (Medical Board, Nursing Board, Bar Association, Teaching Certificate, etc)” tab_id=”1565499004227-ef6dca5c-90e3″][vc_column_text]These agencies will differ.  Call ahead of time to ask what documentation your particular agency/agencies need.[/vc_column_text][/vc_tta_section][vc_tta_section title=”Schools (High schools, Universities, etc)” tab_id=”1565499153604-c35b89fc-1e72″][vc_column_text]Schools will differ.  Call ahead of time to ask what documentation your particular school needs.[/vc_column_text][/vc_tta_section][vc_tta_section title=”Magazines/Newspapers” tab_id=”1565499158900-74e26583-b884″][vc_column_text]Usually, it is simple as filling out a change of name/address form with the publisher.  Look on their website or call.[/vc_column_text][/vc_tta_section][vc_tta_section title=”Government assistance programs (if applicable)” tab_id=”1565499160278-65e4bef5-706c”][vc_column_text]Government agencies will differ.  Call ahead of time to ask what documentation your particular agency needs.[/vc_column_text][/vc_tta_section][vc_tta_section title=”Libraries” tab_id=”1565499944758-e6586dce-7555″][vc_column_text]Libraries will differ.  Call ahead of time to ask what documentation your particular library needs.[/vc_column_text][/vc_tta_section][vc_tta_section title=”Legal Documents (Wills, powers-of-attorney, health care directive, living trusts, etc)” tab_id=”1565500385909-5137e3c7-07eb”][vc_column_text]If you have an attorney, let him/her know and they will update the relevant documents.  If not, update your name on each document and have it re-executed (signed in front of a notary).  Destroy the old version(s).[/vc_column_text][/vc_tta_section][vc_tta_section title=”IRS” tab_id=”1565498443211-4ff51eac-62b2″][vc_column_text]No specific form is required.  Your information should update after SSA’s system pushes your information across the various databases.[/vc_column_text][/vc_tta_section][vc_tta_section title=”Memberships (frequent flier programs, hotel rewards, shopping loyalty cards, etc)” tab_id=”1565500740613-fa50c1d4-f11b”][vc_column_text]Companies will differ.  Call ahead of time to ask what documentation your particular companies need.[/vc_column_text][/vc_tta_section][/vc_tta_accordion][vc_column_text css=”.vc_custom_1565551998836{background-color: #f5a9b8 !important;}”]

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Keeping Track of Corrections

We recommend tracking where you need to correct your name & gender marker by using our Excel spreadsheet or something similar.. It’s easy to lose track of where you’ve submitted documentation and then following up to make sure they’re corrected. We’ve tried to put these in roughly the order that you should complete them, but some of it is personal preference.  We recommend adding rows and tracking exactly which agencies/companies that apply to you.[/vc_column_text][/vc_column][/vc_row]