Changing your name at work isn’t just about updating your email signature.
Employers have legal, HR, payroll, and IT obligations when an employee updates their personal details.
This guide explains everything you need to know — including what documents are required, how long it takes, what gets updated, and how your employer must treat your old and new name.
Your employer must update your personal records so they remain compliant with:
If your name is wrong in even one system, it can cause issues with salary payments, tax records, or security access.
Most employers will ask for:
Legally, employers must accept a deed poll alone as proof of name change.
This is the most important update, because HMRC requires accurate identity data.
| System Updated | Why It Matters |
| PAYE profile | Ensures salary is correctly assigned to you |
| National Insurance record | Prevents mismatches between old & new name |
| P60 / P45 records | Must reflect your legal name |
| Pension contributions | Must match HMRC systems |
Your employer may either:
Both are legally valid.
Most workplaces will update:
Good employers will set up forwarding so emails to your old address still reach you.
If your bank updates the name on your account, your employer may ask for:
This prevents failed salary payments.
| Step | Typical Time |
| Submit deed poll | Immediate |
| HR updates records | 1–3 working days |
| Payroll/HMRC sync | 1–2 weeks |
| IT/email updates | Same day – 48 hours |
| Security/ID changes | 1–5 days |
Yes — for compliance reasons.
Employers must retain historic identity data for 6 years for:
They do not publish or display your old name.
Updating your name with your employer ensures payroll, tax, IT, and HR systems all reflect your true identity. The process is fast, requires only a deed poll, and protects your employment and legal records.
