Names Introduction Purpose Where the name comes from Confirming identity Evidence of a change of name Marriage Certificate Enrolled Deed Poll Adoption Order/Certificate Certificate from the Court of the Lord Lyon of Scotland Act of Parliament Certificate of Naturalisation/Registration Statutory Declaration Unenrolled deed poll / change of name deed Minor changes to adult's forenames Renewal applications Minor changes to adult's surname Unacceptable or unusual changes of name on passports Numbers, Symbols and Punctuation Marks (Diacritical characters and accent characters) Potentially Vulgar, Offensive or Blasphemous Names Potentially Unlawful Names Linked Applications with Unusual or Unacceptable Names Trade marks Commercial Gain Strings of words or Phrases Presumed Titles Other unusual names Multiple changes of name Stage and religious names Customary names The prefix/suffix Junior (Jr) Titles Children’s name changes Re-registration of birth where a name has changed Incorrect details on birth certificate Religious/cultural names Divorce Documents for change of name or reversion to maiden/previous name Different signatures One name Welsh names Irish names Annex A – Religious/cultural names Introduction A passport should be issued in the name that the holder uses for all purposes. It is, therefore, important that documentary evidence is provided so that the Identity and Passport Service (IPS) can be satisfied that the passport is issued in the name that a person has assumed. Purpose The purpose of this policy is to establish an applicant's name, and where the applicant has changed their name, provide and record a clear link between the previous name(s) and the present name and ensure there is no existing passport not declared in any previous name held. All applications involving a change of name, whether the application is for a first passport, renewal or replacement passport, need to be examined carefully. Changes of name can be used in connection with some types of fraud or in an attempt to avoid arrest by committing identity theft / create a clean identity. It is therefore important to be sure that: • • • • The applicant has gone through a formal process to record a change of name; There are no indications of fraud in the application; Previous and new names are checked on the system for other passports Case notes / iCase notes are made on the records of the previous passport and the current issue to record the link between the names. Where the name comes from A person takes their name at birth, and this name is either shown on their birth certificate, adoption certificate, naturalisation/registration certificate, foreign birth certificate, gender recognition certificate or previous passport. It forms the root of their identity and in most cases they will use this name for all purposes. It is possible for an amended birth certificate showing a changed name to be issued in certain circumstances. Please see the Birth Certificates page. These can be accepted without further evidence of change of name if the applicant is using the name stated on the document. Examiners should check the system to ensure that there are no passports in the original name. Confirming identity When an application has been received and that application has a change of name, examiners should be applying the confirming identity process outlined in the policy and procedures guide in conjunction with this policy. Examiners should also remember, even if there is a marriage certificate submitted, it is vital the maiden name is checked to ensure there is no passport in those details and that the maiden name is case noted and added to passport notes. Evidence of a change of name Documents should be either the original, a certified copy issued by the Registry Office or a copy certified by a Solicitor, a Commissioner of Oaths, Notary of the Public or Justice of Peace. The following are all acceptable documents only if they show a clear link between the name shown on the root document, and the current name. Where there has been more than one change of name the applicant should provide sufficient documentary evidence to show a clear link between the original name as shown on the root document and the current name. • • • • • • • • • • • • Marriage certificate Civil Partnership certificate Gender Recognition certificate Enrolled deed poll Unenrolled deed poll/Change of name deed Adoption order/certificate (these will not normally be provided as a change of name evidence) Certificate from the Court of the Lord Lyon of Scotland Act of Parliament Certificate of Naturalisation/Registration Statutory Declaration / Affidavit Baptismal/Confirmation certificate (for Christians names only) Birth Certificate (upon re-registration) Marriage Certificate See also Marriage. A marriage certificate that records the applicant’s current and previous names may be accepted provided it shows the link between the current name and the name on the source document. Examiners must ensure system checks are completed on all previous names. When a person is reverting from their married name to their maiden name, the applicant must produce a birth certificate along with section 9 of the application form signed and a statement confirming the reversion for all purposes. There should be a clear link between all the names; if not then examiners need to request documentary evidence to link all the names. If a decree absolute is submitted that shows both the former and the present name, it may be accepted as evidence of the change of name provided it shows the link between the name on the source document and the current name. If a first time application is submitted along with a marriage certificate, the examiner must ensure checks are completed on all previous names. When a married couple decide to take each other’s name as a double barrelled surname and the examiner can clearly see how the name is derived, the application record should be case noted and the name accepted; this also applies to Civil Partnerships. Please see Civil Partnership. Examiners must ensure that all combinations of the name have been checked. Where a person has married and upon marriage has not changed their name, this may be accepted. Where the examiner is aware that a person has married and claims only to use their maiden name or previous name and not the new married name, then the system should be browsed using the married name. Where a person changes their name on marriage but continues to use their maiden name professionally, a statement to such effect must be obtained. The person can make a statement either in section 8 of the application form or as a separate document. The passport should be issued in the married name and an observation showing the maiden name should be added: "THE HOLDER IS ALSO KNOWN AS (full forenames and surname)" See Observations on Passports The current process for a woman taking the husband's name upon marriage is that they produce the marriage certificate as evidence; this process also applies when a husband upon marriage is taking the wife’s name, or when a civil partner upon a civil partnership ceremony is taking their partner’s name. As the link of the names would be evident on the marriage / civil partnership certificate, examiners would not need to request a change of name deed. An applicant applying for a passport in a future married name must submit, in addition to the appropriate supporting documents and photographs, a completed PD2 form (available from application outlets and Regional Offices and IPS website). The application form must be completed and signed in the future married name this also applies to Civil Partnerships. Please see Civil Partnership. Enrolled Deed Poll These are deed polls that have been enrolled in the Central Office of the Supreme Court of Judicature. Adoption Order/Certificate An adoption order issued by the courts showing the full details and the new name can be exceptionally accepted in cases whereby the actual certificate has not yet been received. See Adoption - Contact details confirming information relating to Adoption Certificates Examiners must take care to ensure the court order provided is the true authorisation granting the adoption made under section 12 of the Adoption Act 1976. A freeing for adoption order (section 18 Adoption Act '76) and interim adoption order (section 25 Adoption Act '76) are not accepted. See also Children. Where a renewal application has been submitted with an adoption certificate examiners must obtain a fully countersigned form and certified photograph. The original passport must be cancelled on the system. Certificate from the Court of the Lord Lyon of Scotland Any person wishing to change their name can petition the Lord Lyon for recognition of a change of name. Act of Parliament Only on very rare occasions may a person seek a special Act of Parliament to change their name. If a person has used this method to change their name it must be referred to Policy section for confirmation. Certificate of Naturalisation/Registration Where an applicant has naturalised/registered, the passport should be issued in the name shown on the certificate unless evidence of a change of name after the certificate has been issued is submitted. However where the applicant has been married before the Nat/Reg certificate was issued, then we can issue according to the marriage certificate if the applicant provides a signed statement that they are using their married name for all purposes. Please also see Naturalisation Certificates – Names. It is rare for the United Kingdom Border Agency (UKBA) to re-issue a naturalisation certificate in a new name unless they have sufficient evidence. However if it is a UKBA error, the applicant must first be referred back to UKBA for a re-issue of the certificate. If UKBA do not re-issue, they must be informed of the other methods of changing their name in order for us to issue a passport. All checks must be carried out on all first time applications from individuals who have obtained British nationality by Naturalisation or Registration and who have changed their name from that shown on the nationality document. Examiners must ensure that the previous name (as shown on the naturalisation certificate) is entered into the previous name field and that there has been no other passport issued in that identity. Naturalisation and Registration documents submitted in support of applications where there is a change of name must be scanned as supporting documentation. Where a naturalisation certificate has been produced in support of a passport application, if the naturalisation certificate shows the maiden name, and the application form shows the married name, examiners should request the marriage certificate to confirm this. Please also see Naturalisation Certificates and Registration Certificates. Statutory declaration A statutory declaration is a written statement of fact that is signed in the presence of: • • • • • a Solicitor a Notary of the Public a Justice of the Peace a Commissioner for Oaths any other qualified person authorised by law to administer an oath. To make a false declaration is punishable through the courts. Under the provisions of section 81 of the Solicitors Act 1974, solicitors in England and Wales holding a current practising certificate have the same powers as a Commissioner for Oaths for the purpose of authenticating a Statutory Declaration. Officers of the armed services with the rank of Major, Lieutenant Commander, or Squadron Leader and above and the British Diplomatic and Consular Officers in post abroad may authenticate a Statutory Declaration. Specimen examples of a Statutory Declaration are held in each office and may be made available to applicants who should be advised that the person drawing up and authenticating the document would expect a fee for the service. Where an application has been submitted with a statutory declaration, this can be accepted providing that the statutory declaration has been signed in the new name. Some statutory declarations may be signed in both the new and the old name, these can also be accepted. If the statutory declaration is only signed in the old name then examiners should request a new statutory declaration showing the new name. It is a legal requirement that statutory declarations contain the wording below. If a statutory declaration is received where this wording is not included, it will not be acceptable for passport purposes: “I (name) do solemnly and sincerely declare, that/as follows.. .. .. .. and I make this solemn declaration conscientiously believing the same to be true, and by virtue of the provisions of the Statutory Declarations Act 1835.” Affidavit An affidavit is a written statement from a person which has been sworn to be true (an oath) which is signed by the affiant (the person making the oath) and also a notary public or other judicial officer that administered the oath. Falsely swearing an affidavit is punishable under the Perjury Act. In general, an affidavit is likely to be acceptable where a stat dec would be, provided the wording of the oath covers the changes required and includes the relevant details, date, signature etc. Unenrolled deed poll / change of name deed These are deed polls that have not been endorsed by the Central Office of the Supreme Court. A change of name deed is a legal document which enables an individual or a family to officially change his/her or their name and is bound to contract. It is a type of deed poll and the informal usage is usually referred to simply as a deed poll. Deed polls obtained from the Internet can be accepted. Unless there is reason to doubt the authenticity of the document, an unenrolled deed poll is acceptable even if it is witnessed by someone other than a Solicitor or Commissioner for Oaths. When dealing with applicants, it is imperative staff make no comments that could be construed as defamatory regarding the deeds and/or companies who issue change of name deeds. The deed poll must be attested, that is the signature of the person changing their name must be witnessed. The person acting as a witness does not have to be a Solicitor or Commissioner for Oaths. An unenrolled deed poll can only be accepted however if it has been signed in both the new and the old name. If the deed poll is only showing the new signature, the examiner must reject the application and request a new change of name deed with both signatures. Where an application has been submitted with a change name deed which has been made on behalf of a family, then this can be accepted for passport purposes. The individual does not need to be named on the change of name deed, provided the link between the applicant and the person named in the deed has been clearly established by the way of supporting documentation. Minor changes to adult's forenames When a first time adult application has been received with a minor change such as the changing of the spelling in a forename (e.g. Lesley/Leslie), changing the order in which their forenames appear or dropping a forename, in all cases the applicant should be advised either by telephone or by letter that we will issue the passport in the name shown on the certificate with an observation to show the holder is also known as <name shown on the application form>, unless the applicant provides evidence to show otherwise. The examiner must ensure the name shown at section 2 is changed to reflect that shown on the certificate, and a case note / iCase note must be added to explain the difference in the names. The OBTO observation must be shown on the passport. When someone is adding a forename then evidence of change of name is needed. Examiners must check all names on the system. Minor changes can be the changing of the spelling (such as Bryan/Brian), changing the order in which their forenames appear or dropping a forename. The following documentary evidence can be accepted. • • • • • Letter from Council (Department of Work and Pension or Other Government Departments) Driving License Bank Statement Baptismal/Confirmation Certificate Change of name deed System checks should be carried out on all variations of the names. For information on minor changes to children's forenames, please see the Children's Change of Name page. Renewal applications Where the applicant is renewing their passport the normal process is we issue like for like. If the applicant has changed their forename (e.g. application form shows Micheal but the previous passport shows Michael) examiners can make the appropriate amendments and issue as per previous passport. Where the applicant is renewing their passport and has changed their forenames (e.g. application form shows Jacqui previous passport shows Jackie) examiners must contact the applicant to explain passport will be issued as per previous passport unless documentary evidence is provided. Where an applicant is 16 or over and renewing/replacing their passport and there is an observation “the holder is also known as” in the passport examiners should issue like for like unless the applicant wishes to remove the observation. If an applicant has too many forenames to fit into the passport then normal procedures apply whereby we show as many names as possible and the remaining one as initials. If the applicant does not wish to do this then they may drop the last middle name(s). In these cases an observation can be added showing the person’s entire name. When an applicant has added a forename the examiner should normally request a change of name deed (or one of the other standard forms of evidence – Please see Evidence of a Change of Name above), but where the name has been added to a Baptismal/Confirmation certificate, as long as the key details (names) between the birth certificate and the Baptismal/Confirmation certificate remain the same then they can be accepted as evidence of change of name, e.g. Birth certificate in the name of - Susan Davies Baptismal/Conformation certificate in the name of - Susan Joan Davies This also applies where a woman or man has added their maiden name as a forename: as long as the key details (names) between the birth certificate and the marriage certificate or civil partnership certificate remain the same then this can be accepted. Minor changes to adult’s surname When a minor change has been made to the surname (e.g. Smith – Smithe), the applicant should be advised either by telephone or by letter that we will issue the passport in the name shown on the certificate with an observation to show the holder is also known as <name shown on the application form> unless the applicant provides one of the standard forms of evidence - please see Evidence of a Change of Name above. Examiners must check all versions of the names on the system. Where an applicant has removed/added a hyphen in cases of double barrelled surname, this can be accepted without documentary evidence as the name still remains the same. However a system check should be carried out on all combinations of the surname to check for any previous passports and to help prevent/detect any potential fraud. A system check must be undertaken for all minor changes. Unacceptable or unusual changes of name on passports Background There are a small but increasing number of passport applications with requests for change of names to unusual or unacceptable names. In some cases it appears that the applicant has had no real intention of changing his or her name for all purposes. In other cases, the name chosen may be offensive or inappropriate for use on a passport. Although individuals may call themselves any name they wish provided it is not for a fraudulent purpose or against the law, the Identity and Passport Service (IPS) has a duty to ensure the reputation of the UK passport is not called into question or brought into disrepute as a result of an unacceptable or inappropriate name. In addition, a British passport is an important document of identity and nationality and it should therefore be in the name used for all official purposes. Whilst IPS acknowledges that persons may call themselves what they choose, this policy is to explain the type of name that may be shown on the British passport. It is not a government policy on names but an IPS policy on what names may or may not be acceptable for passport purposes. Examiners should be aware that some applicants may justify their unusual change of names by reference to Article 8 of the European Convention on Human Rights. This Article states that: 1. Everyone has the right to respect for his private and family life, his home and his correspondence. 2. There shall be no interference by a public authority with the exercise of this right except such as is in accordance with the law and is necessary in a democratic society in the interests of national security, public safety or the economic well-being of the country, for the prevention of disorder or crime, for the protection of health or morals, or for the protection of the rights and freedoms of others. Applicants may claim that IPS is breaching their Human Rights by refusing to issue a passport in the name requested. However, Article 8 is a qualified Right which means that the Government or a public authority may be allowed to add a restriction in certain circumstances provided the restriction is necessary and proportionate. How to apply this policy The name registered on a United Kingdom birth certificate will be acceptable for use in a British passport. Where any applicant changes his or her name from that on the birth certificate, they must provide evidence to show that they have changed their name for all purposes. Unless otherwise stated within this policy, IPS will refuse to recognise a change of name supported by a deed poll or a statutory declaration if it: • • • • • • • • • • Includes numbers or symbols Includes punctuation marks other than hyphens or apostrophes Is vulgar, offensive or blasphemous Is unlawful or promotes criminal activities Is made for a bet or frivolous purpose - including linked applications is trade marked, or subject to copyright Is made for purely commercial reasons Is a combination of names which makes up a phrase or saying not normally considered to be a name Is potentially against the law – for example promotes racial or religious hatred, derides those of recognised minority groups, or promotes the use of controlled drugs. Is a presumed title that falls outside the policy on Presumed Titles. A deed poll enrolled in The Royal Courts of Justice or the General Register Office, New Register House, Edinburgh will be normally be acceptable without additional evidence, as unusual/unacceptable names are generally rejected before a deed poll may be enrolled. This excludes numbers and symbols as IPS computer systems do not recognise them - see numbers and symbols below. Each change of name should still be considered within the context of the detailed guidelines. In certain circumstances provided the name is not offensive, or blasphemous, does not include symbols or numbers and has not been changed for a frivolous purpose, consideration should be given to including the name as an observation (‘the holder is also known as …….’) on production of documentary evidence that the name is used for all purposes. Where an applicant has an unusual change of name that does not fall within the above categories they will need to provide additional evidence that they have changed their name for all purposes and have been using that name. Further details of acceptable evidence may be found under ‘Other Names’. Numbers, Symbols and Punctuation Marks (Diacritical characters and accent characters) The computer system used to produce British passports does not allow the use of numbers, symbols or punctuation marks other than hyphens or apostrophes in the names fields. It is therefore not possible to include these or any diacritical marks such as accents on a passport. Our specifications meet those that have been agreed internationally through the International Civil Aviation Organisation (ICAO), which sets standards for passports and other identity documents used for international travel, whether by land, sea or air. Whilst we are unable to accommodate number like ‘5’ or ‘37’, when these numbers appear on the birth certificate only and were clearly part of the name when it was registered, these can be spelt out on the passport (i.e. ‘five’ or ‘thirty seven’). Diacritical characters and accent marks cannot be included on British passports, but in most languages there are alternative spellings of names to take this into account, known as transliterations. An acceptable list of transliterations as agreed by the ICAO is shown below: Character Transliteration Character Transliteration Á A Ń N À A Ñ N or NXX Â A Ň N Ä AE Ņ N Ã A Ŋ N Ă A Ø OE Å AA Ó O Ā A Ò O Ą A Ô O Ć C Ö O Ĉ C Õ O Č C Ő O Ċ C Ō O Ç C Ŏ O Ð D Ŕ R Ď D Ř R É E Ŗ R È E Ś S Ê E Ŝ S Ë E Š S Ě E Ş S Ė E Ŧ T Ē E Ť T Ę E Ţ T Ĕ E Ú U Ĝ G Ù U Ğ G Û U Ģ G Ü UE or UXX Ħ H Ũ U Ĥ H Ŭ U I I Ű U ĺ I Ů U Ì I Ū U Î I Ų U Ï I Ŵ W Ĩ I Ý Y İ I Ŷ Y Ī I Ÿ Y Į I Ź Z Ĭ I Ž Z Ĵ J Ż Z Ķ K Þ TH Ł L Æ AE Ĺ L Ĳ IJ Ľ L Œ OE Ļ L ß SS Ŀ L Where an applicant has a name including the diacritical characters listed above, you will need to explain to them prior to issue that the alternative spelling must be used, the system must be updated to show the transliteration and a case note must be added to explain the change. Similarly, if an applicant completes their application form with any diacritical characters in the name transliterated as above, but their documents show the corresponding diacritical character, this should be accepted without any supporting evidence. Where an applicant’s name includes a diacritical character not listed here, then evidence of the alternative spelling will be required. The applicant can provide the evidence themselves (an official document showing the correct transliteration or a letter from the relevant foreign authorities) or their case can be referred to HQ Policy so that the relevant Embassy may be contacted on their behalf, however there is no guarantee how long this may take and they must be advised that if they choose this option it could considerably impact the time their application takes to be resolved. The origin of the name including any special characters will need to be ascertained as tactfully as possible so that enquiries can be made where required to the correct Embassy. If the applicant requests that we contact the Embassy on their behalf, no compensation will be made for missed travel dates or service levels. Potentially Vulgar, Offensive or Blasphemous Names A change of name that would potentially offend a large proportion of the population and be considered against public policy and general moral standards is unacceptable. These may be names that have religious connotations that will outrage an identifiable section of the public, for example referring to ‘Jesus Christ’ or ‘Allah’ or names that offend accepted principles of morality, for example taboo swear words or sexually explicit words that may be an affront to public decency. It should be noted, that the name “Jesus” on its own is a genuine name used regularly in other cultures. There are a large number of different religious beliefs held and practised in the United Kingdom. Care should be taken when considering a name which may have a religious significance and which may provoke outrage if parodying a religion or its values. It will not be enough for the examiner to find the name offensive, but the fact that the examiner is offended will alert him or her to the need for caution and to seek the views of the line manager. Examiners will also need to remember that whilst they may not personally find a name offensive, this may not be the case for others. In order to make an assessment the examiner must be objective. IPS is not the arbiter of good taste and it will not be sufficient to reject a change of name on the basis of taste. Consideration must be given as to whether the name will offend. Objectivity means being neither out of date nor a trend setter, and also not being insensitive to public opinion. Where the name may be distasteful but not offensive or potentially blasphemous or unlawful, see Other Names. Potentially Unlawful Names Names that may be considered to promote criminal activities, such as racial hatred should be rejected on the basis that it is against public policy to be seen to promote such activities, for example names associated with extremist organisations or figures could be construed as promoting racial or religious hatred or names seen to promote criminal activity such as ‘cocaine’ or ‘marijuana’ which could be seen as promoting drug misuse. Linked Applications with Unusual or Unacceptable Names Where there are indications that a group of people (or friends) have changed their names to the same name or to the names of a football/rugby/cricket team for a humorous reason or a bet, this should be rejected except where they can prove individually that they intend to use their new names for all purposes. This also applies to families who may want to change their names to cartoon characters – in this case, see also the policy on trade mark names below. Trade marks A trade mark is the property of the registered owner that distinguishes their goods and services from their competitors. The adoption of a trade mark name will not, by itself, breach a registered trade mark. It will only do so if the name is used for commercial gain. However, as it would be difficult to know the motives of an applicant or what the name will be used for after the passport has been issued, evidence to show that they have the consent of the trademark owner should be requested. For example, if an applicant adopts the registered trade mark ‘Tesco’ or ‘Coca Cola’, evidence should be requested to show that they have the consent of these companies to use their name in a private capacity. In certain circumstances, the adoption of a registered trade mark name will be acceptable without the consent of the trade mark owner. These are for registered trade mark names which are also recognised as normal names. For example, William Morrison or William Henry Smith or Paul Smith which are all registered trade marks and normal names at the same time. Commercial Gain Where it is clear that the applicant has changed his or her name to an unacceptable or unusual name for purely commercial gain, and they have declared they have no intention of retaining that name, this should be refused on the basis that the applicant has no intention of changing their name for all purposes. For the most part, it would be expected that such cases will become clear when asking for evidence as it is unlikely that the applicant would be able to provide the additional documents required (see below). Where an applicant changes his or her name for commercial gain and uses it for all purposes, this may be acceptable provided the name does not also fall into one of the other categories for refusal. For example, a solicitor who buys a practice and changes his or her name to that of the practice to ensure they continue to enjoy the reputation and customer base of the business will be acceptable if they provide evidence the name has been changed for all purposes. (See below). Strings of words or Phrases Where an applicant changes his or her name to a string of words or phrases that would not normally be recognised as a name, this should not be entered onto the personal details page of the passport. For example, the names ‘New Year’ ‘Happy Easter’ or ‘Good Bye’ are unacceptable as, when put together, they become a recognised phrase or saying. However, if the name does not make up a phrase it may be accepted. For example: Happy Smith or John Christmas. Care needs to be taken when considering such names as we should not reject those that would be recognised names, even if the combination is considered unusual or in poor taste, or will make up a phrase or saying. For example, ‘May Day’ ‘Orson Cart’ or ‘Neil Down’ are all legitimate names and therefore must be accepted provided there is evidence that the name is used for all purposes as detailed in ‘Other Names’ below. Where the applicant has changed his or her name to a phrase or saying and provides evidence that they are using that name, an observation may be entered on the passport to say that ‘the holder is also known as ……….’. The evidence required will be the same as that listed in the Table in ‘Other Names’ below. Before accepting or rejecting a new name that is a string of words (phrase or saying), the case should be referred to a line manager with a proposal to accept or reject, detailing the reasons for the actions proposed. Any cases of doubt should be referred to HQ Policy. Presumed Titles The policy on presumed titles is that we will accept the change of title deed as evidence of a change of first name and include an observation that the title refers to the first name and not the title. Any ‘honours’ included in the change of name deed should not be included. In those cases where it appears the applicant is trying to circumvent our policy by including honours as part of their forenames, the application should be dealt with under the Presumed Titles policy, and provided the applicant produces evidence to show that they are using that name for all purposes, an observation should be entered on to the passport to say that ‘the holder is also known as…….’. Before accepting or rejecting a change of name that includes a presumed title, the case should be referred to a line manager with a proposal to accept or reject, detailing the reasons for the actions proposed. Any cases of doubt should be referred to HQ Policy. Other unusual names Unusual names that are not rejected as detailed above should be considered provided the applicant can produce additional evidence that they have changed their name for all purposes. It is important to establish that such applicants have not changed their name on a whim, or just for a bet, but clearly use the name for all purposes. The applicant will need to provide at least two supporting documents from List A and at least one supporting document from list B in the new name. Please note, it should be two separate items from list A – two utility bills would not count as two separate choices. List A Financial Statement e.g.: Pension, Endowment, Isa, Bank, Bank or Building Society letter naming applicant and showing current address P 45 or P60 Utility Bills (last three months) Foreign Passport Pay Slips or Employer’s letter List B National Insurance Number NHS Card Letter from DWP or other Govt Dept Letter from Local Authority Driving Licence Benefits Book confirming they are known in the name stated HM Forces ID Card UK Firearms Licence Vehicle Registration Document In addition, the applicant must confirm in writing that they understand IPS cannot take responsibility for any difficulties that they may encounter when travelling abroad. This statement must be scanned. Before accepting or rejecting any unusual name change, the case should be referred to a line manager with a proposal to accept or reject, detailing the reasons for the actions proposed. Any cases of doubt should be referred to HQ Policy. Multiple changes of name Where an application has been submitted with several changes of name, the applicant should provide sufficient official documentation to clearly demonstrate a chain of evidence which shows a direct link between each name change that has occurred since the name shown on the birth certificate or the name shown on the last issued UK passport. Examples of acceptable documentation would be: • • Birth Certificate – Marriage Certificate or Deed Poll detailing each change Passport – Marriage Certificate or Deed Poll detailing each change Example 1: Applicant known as Jones and wishes to revert back to birth name of Smith, but before Jones applicant was known as Davies. In this case the examiner needs to see documentary evidence to establish the links between the birth name and all subsequent changes: BC → Smith → Deed Poll → MC → Davies → Jones → CND Jones to Smith All of the above documents, or similar, will be required unless it states on the marriage certificate that Davies was formerly known as Smith, in which case we need to see birth certificate, marriage certificate and evidence of change of name to the birth name. Examiners also need to do manual checks on the system where there is a complete change of name application or when there is more than one change of surname to check no other passport has been issued in those details. Example 2: Applicant known as Jones and wishes to revert back to maiden name of Smith, but before Jones applicant was also known as Brown and White in this case examiner need to see documentary evidence to establish the links between the birth name and subsequent changes. BC → MC Smith → to Smith → Deed Poll → MC → Brown → Brown to White → White to Jones → CND Jones Example 3: Applicant known as Jones and wishes to revert back to maiden name of Smith but before Jones applicant was also known as Brown and then White. The passport was issued in the name of White. In this case the examiner would need to see documentary evidence to establish the links between the name on the passport and any subsequent changes. As any former name change would have been investigated when passport issued. Passport → White → Deed Poll → Jones → CND Jones to Smith In all cases we would require documentary evidence to prove the link between each name, system checks should be done on each name and the examiner should be satisfied that the applicant is applying in the name that they use for all purposes. Stage and religious names It is often more convenient for entertainers to travel in their stage name and also those in religious orders who are known for all purposes by their title. A stage or religious name may be included with the observation: "The Holder is also known as" For example: applicant’s birth name Joe Bloggs, applicant is also known by the stage name of Signature, passport should be issued as follows: Passport - in the name of Joe Bloggs Observation – The Holder is also known as Signature See Observations in Passports. Where applicant has requested to have “the holder is son of” to be included in their passport when travelling to Saudi Arabia for Hadj purposes, this should be refused. The British authorities in Saudi Arabia have confirmed that there are no requirements for this service. Customary names It is common practise in some Latin American countries that a woman retains her maiden name upon marriage, adds ‘de’, and then takes the husband's name. When examiners are dealing with such cases, the normal documentary evidence such as a birth certificate or marriage certificate can be accepted. Please also see Annex A for further details It is also common practise within Asian marriages that the wife takes part of the husband’s name as a forename, or the husband’s forename as a surname. In all cases documentary evidence such as birth certificate or marriage certificate can be accepted. Where there are discrepancies between the spelling of the names on the document and on the application form, examiners should request additional documentary evidence. Please see Minor changes to Adult’s Forenames above. The prefix/suffix Junior (Jr) The General Register Office has confirmed that when an applicant wishes to have ‘Junior’ on their birth certificate, this is normally shown after the surname. If an applicant wishes to have ‘Junior ’ shown on their passport this should be shown on the surname field provided this is shown on the birth certificate. Titles There is a separate policy on Titles. If a change of name is linked to a title then the Titles policy needs to be followed. See also Observations in Passports and Titles for more information and on children's and adult's names which are misleading, for example where names on birth certificates are registered as Princess, Prince, Earl, Duke etc. Children’s name changes For Information on changing a child's name see Children's Changes of Names. Re-registration of birth where a name has changed Where a birth is re-registered to add the natural father’s details or where the natural parents marry after the birth (please see Birth Certificates for full explanation), it is possible for the child’s surname to be changed at the same time. The Registration Service will ensure that all necessary consents to the change are obtained before issuing a new certificate. The new certificate can be accepted by itself as documentary evidence of the change of name. Please bear in mind also that space 17 of a birth certificate (column 10 in older registrations) can be used to change a child’s forenames provided that this is done within 12 months of the registration. Incorrect details on birth certificate Applicants occasionally claim that the names shown on their birth certificate, or their child’s birth certificate, are incorrect. In these circumstances normal evidence of change of name should be requested before issuing a passport in the name claimed to be correct. Examiners should not suggest that the applicant seeks correction of the birth certificate purely to support the passport application. If the applicant asks about the possibility of correcting the certificate, it should be explained that this is only possible if they can show that a mistake was made at registration and can produce documentary evidence that: • • they were using a different name than that shown for them in their child’s birth certificate at the time the child’s birth was registered, or the child has been known by a different name than that shown in the certificate from birth or shortly afterwards. If the applicant decides to seek correction of the birth certificate and the request is successful, the change will be made by means of a marginal note. A passport can then be issued in the name shown in the note. If the applicant decides not to seek correction of the birth certificate, normal change of name evidence will be needed to issue a passport in a different name. In the case of children, where the difference affects only the forenames the passport may be issued in the forenames shown on a baptism or naming certificate, but where the difference affects the surname a change of name deed or statutory declaration will be needed, together with evidence that all those with parental responsibility consent to the change. (See Children's Change of Name page for details.) Religious/cultural names See Annex A for further information. Divorce Documents for change of name or reversion to maiden/previous name Divorce documents are not acceptable on their own as evidence of a change of name. This is because from 1971 divorce documents issued in England and Wales no longer show the link between the former name and the present name. If a divorce document is submitted that shows both the former and the present name, it may be accepted as evidence of the change of name provided it shows the link between the name on the source document and the current name. A passport accompanied by a divorce document will only be acceptable if it shows the link between the passport and the name on the divorce document and the name on the application form. The link between all names must be clear. If the link is not obvious from the divorce document then, on a case by case basis, line managers may determine that the system can be consulted. If there is a clear link on the system between the two names, then accept. If the link is not clear or the line manager deems that (after examining the case as a whole) full documentation should be provided, then a copy of the marriage certificate should be requested. In either case, a signed statement confirming the reversion for all purposes should also be provided. If an applicant of either sex is reverting to a name that was not their birth/maiden name, then documentary evidence of a change of name should be sought in place of a decree absolute. Please note that a statement will not be acceptable on its own. Different signatures Where an application has been signed in a different name to that in which the passport is to be issued, the point must be resolved. If it’s a counter application, examiners must explain to the applicant that although they can sign in any way they wish they may encounter problems at border control. If it’s a postal application, the examiner must send letter 291 with a copy of the signature to confirm that the signature is the one the applicant uses for all purposes. One name Where an applicant has just one name either on their birth certificate or by change of name deed, this should be shown in the surname field with three X’s shown in the forename field. Welsh names Where an applicant wishes to have the ‘ap surname’ (son of) shown as part of their surname on their passport, this should be shown in the surname field providing this is shown on the birth certificate. This is not a common practise and it could be used either in English or Welsh names. Please also see Welsh Language. Irish names Irish and Gaelic forenames will often be different when translated into English. We should continue to issue as the birth certificate unless documentary evidence of the change of name has been provided. Alternatively we can issue as the birth certificate with an observation when we know the reason for the difference is because an applicant wishes to have their passport in the translated version of their birth name. For example Irish BC shows Sean Donnelly and the applicant wishes to have the passport in the name John Donnelly which is the English translation. The applicant should be advised either by telephone or by letter that we will issue the passport in the name shown on the birth certificate with an observation to show the holder is also known as <name on the application form> unless the applicant has provided formal documentary evidence of the change, such as a statutory declaration to prove that John Donnelly is the name used for all purposes. Annex A Religious/cultural names Hindu names 1.1 The name-system of most Hindus in Britain is similar to the English name system in that one or more personal names are followed by the Family name. Upon marriage a Hindu woman usually takes the husband's family name. It is important to note that some Hindus have dropped the family name to indicate rejection of the caste system. In these cases the middle name becomes the last name and it is likely that husband and wife will therefore have different 'surnames'. Examples of Hindu names are: PERSONAL FEMALE Jyoti Mira Pushpa MALE Anand Devendra Krishna MIDDLE FAMILY NAME Devi Gowri Lakshmi Chopra Desai Dholakia Chand Das Kumar Patel Shah Sharma Hindu titles 1.2 'Shri' or 'Shirimati', used before a name, signify 'Mr' or 'Mrs'. They are not names themselves, e.g.: Shri Surendra Patel Shrimati Rupa Patel 1.3 'Devi', 'Wati' and 'Kumari' are old modes of address which are less commonly used today but may still occur. They are used with female names in the same way as the Sikh title 'Kaur', after the personal name and in place of the Family name. 'Devi' literally means 'Goddess'; 'Kumari' and 'Wati' mean 'Princess'. Sikh names 2.1 Sikhs are easily recognisable by the title 'Singh' (for males) and 'Kaur' (for females, both married and single) attached to the name. 2.2 All Sikhs have a personal name, followed by Singh or Kaur, which is followed by the family name. 2.3 Sometimes, however, the family name is dropped so that the individual is just called by their personal name plus Singh or Kaur. 2.4 On marriage, a woman takes her husband's family name only if he uses it. Otherwise she calls herself 'Mrs Kaur'. Examples of Sikh names are: PERSONAL Ajit Amarjit Baldev Davinder Gurdip Jaswinder Jaramijit Karamijit Kuldip RELIGIOUS FAMILY Bassi Singh Birdi (male) Gill Grewal Kaur Khalsi (female) Pannesar Riat Applies to Sandhu all Sohal 2.5 The names of Sikhs and Hindus are not separate and distinct, and some of the Hindu personal names may be borne by Sikhs as well. Muslim names 3.1 Muslim naming systems vary greatly according to the area of origin. All Muslims have a personal name, but beyond that there is much variability. 3.2 Males normally have a personal name and a religious name (in either order) and sometimes a hereditary name. 3.3 Females tend to have a personal name followed by either a female titular name or second name. 3.4 A Muslim should never be addressed by his religious name alone. PERSONAL RELIGIOUS FAMILY Akbar Amin Aziz Bashir Hasan Hussain Mustafa Rahman Youssef Mohammed Ahhah Ullah Ali Hussein Ahmed Abdul Syed Bhatti Choudhury Khan Shah 3.5 It is quite usual for members of the same family to have completely different names, sharing no common family name. Family kinships, therefore, are not easily identified. Some families do have a 'surname' (though it may not be the last name) or all the male members of a family may, for example, be called 'Mohammed'. Likewise, a wife may take her husband's family name on marriage, or she may not - it all depends on the family concerned. Names of Middle Eastern origin 4.1 Males - The names go back three generations, e.g.: 'ALI bin MOHAMED bin YAKUB' 4.2 Females - The names should be followed by those of the father or husband back to three generations, e.g.: 'FADUM binti ALI bin MOHAMED bin YAKUB' or 'MINRIAN w/o ADAN bin ALI bin IBRAHIM' African names 5.1 The names given to African people have great significance and meaning, often based on ancestry or an event at birth. For example, most Yoruba names have prefixes such as 'Ade' meaning 'crown' and associated with royalty; 'Oye' suggesting a chieftain household. Prefixes such as 'Ayo' or 'Oluwa' suggest that a significant event took place at the child's birth. 5.2 Here are some examples of Ghanaian names; every Ghanaian has a traditional name which identifies tribe and often clan. Most commonly used are the day names: NAMES Girls Sunday Akousa Monday Adjoa Boys Kwesi or Akwesi Kojo or Kwadjo Tuesday Abena Wednesday Thursday Friday Akua Yaa Afua or Afia Saturday Ama Kobina or Kwabena Kweku Yaw Kofi Kwame or Kwamena 5.3 Parents may choose not to pass on their surnames to their children, preferring to name them after some family heroes or events relating to their birth. Latin American names 6.1 It is a known practice/customary law in the majority of Latin American countries, that upon marriage a woman retains her maiden name, adds ”de” and then takes her husband's surname or part of her husband's surname. e.g. Maria Louisa Lopez marries Juan Hernandez-Dias upon marriage, she becomes Maria Louisa Lopez de Hernandez. This would be acceptable without a change of name deed, as it would be clear from the marriage certificate where the rest of the name had come from. The applicant would need to provide a statement in support of passport application explaining that she was assuming the new name as per this customary practice and examiners would need to confirm this by contacting the FCO or the relevant embassy in London. These actions and decisions must be case noted.
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