When you change your name by deed poll, most organisations take certified copies rather than your original document. The Passport Office and DVLA are the exceptions: both want the original. A certified copy is a photocopy of your deed poll with a handwritten note confirming it is a true and accurate reproduction of the original, signed by you in your new name.
Working out how many you need before you start is important. Some organisations keep the copy permanently; others inspect it and return it. Running out of copies mid-way through the process and having to make more is a minor inconvenience, but it is easily avoided.
How to make a certified copy
Making a certified copy takes about two minutes:
- Photocopy your signed original deed poll
- On the photocopy, write (by hand): "I certify this to be a true copy of the original deed poll"
- Sign beneath that statement in your new name
- Write your new name clearly in print beneath your signature
- Date the certification
You can certify as many copies as you need. There is no limit and no charge beyond the cost of photocopying.
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How many certified copies does each organisation need?
Here is a breakdown by organisation:
His Majesty's Passport Office (HMPO)
Needs the original. HMPO does not accept photocopies or certified copies of a deed poll. Send your original with your application; it is posted back to you separately.
DVLA (driving licence)
Needs the original. GOV.UK tells you to send original documents with your D1 form and not to send photocopies. Use a tracked service and ask for your deed poll back.
Because the Passport Office and the DVLA both want the original, either do them one after the other, or sign two or more copies of your deed poll in front of your witnesses at the same time. Each signed copy is an original, so you can send one to each.
Bank accounts
Keeps or returns: Varies. Many banks inspect and return the copy; some keep it. If you have accounts at multiple banks, you need one copy per bank.
Most people have one to three bank accounts, so budget one certified copy per account.
HMRC
Keeps or returns: Returns the copy.
You can update HMRC by phone (0300 200 3300) or in writing. If writing, include one certified copy.
DWP / Universal Credit / State Pension
Keeps or returns: Returns or retains depending on the department.
Allow one certified copy for DWP-related records. If you have multiple benefit claims, you may need to contact different departments separately.
GP / NHS
Keeps or returns: Most GP surgeries take a copy of the copy and return yours.
One certified copy is sufficient for your GP, who will update your NHS record.
Employer
Keeps or returns: Most employers are satisfied with seeing the original and making their own copy. One certified copy is usually sufficient.
Council tax
Keeps or returns: One certified copy sent to your local council is usually sufficient.
Utility providers (gas, electricity, water, broadband)
Keeps or returns: Most can be updated by phone or online with a copy, or they may not require any document at all. Call each provider to confirm their process.
Educational institutions
Universities and awarding bodies have varying policies. Some will reissue certificates in your new name; others add an annotation. Contact each institution individually. Budget one certified copy per institution.
Land Registry (property)
If you own property, the Land Registry will need to update the title register. Your solicitor handling any future sale or remortgage will deal with this. One certified copy will be needed.
How many should you make in total?
Here is a general guide based on your circumstances:
- Minimum (most people): 4 certified copies: one bank, HMRC, GP, employer. Your passport and driving licence need the original.
- Typical (multiple accounts / organisations): 8 to 10 certified copies
- Complex (multiple banks, benefits, property, university records): 12 or more
It costs nothing to make extra copies. Make a few more than you think you need; it is much easier to have spares than to have to make more later.
Do certified copies expire?
No. Certified copies of a deed poll do not expire. An organisation may occasionally ask how long ago you changed your name, but there is no time limit on using certified copies. You can certify copies today and send them to an organisation months later without any issue.
What if an organisation asks for the original?
Most UK institutions accept certified copies, the Passport Office and DVLA being the main exceptions. If an organisation insists on seeing the original, you can send it by tracked, signed-for post and ask for it to be returned. Alternatively, you can take it in person to a branch and ask them to make their own copy on the spot.
Keep your signed original in a safe place; it is an important document and losing it would mean signing a new deed poll.