Can Employers Refuse to Use Your New Name?

Changing your name is a deeply personal decision—whether it’s due to marriage, divorce, gender transition, or simply personal preference. But what happens when your employer refuses to use your new name?

In this article, we explain your rights as an employee in the UK, what your employer is legally required to do, and how you can take action if they fail to acknowledge your new name after a legal name change.

Understanding Your Legal Rights

In the UK, once you have changed your name through a legal method, such as a Deed Poll, statutory declaration, or marriage certificate, you have the right to be recognised by your new name. Employers are generally expected to update their internal systems and documentation, including:

Employers should use your new name in all correspondence and workplace settings unless there’s a specific legal or regulatory reason not to.

When Can Employers Refuse to Use Your New Name?

1. Verification of Legal Documentation

Employers may request official documentation—such as a Deed Poll or statutory declaration—before making changes. If documentation is not supplied, an employer might delay updating records.

2. Security and Legal Compliance

In regulated industries (e.g., finance, healthcare), employers may be required to maintain certain records under your previous name for legal auditing or licensing purposes. If you hold certifications in your former name, they may need updating before the employer can fully adopt your new name.

3. Employment Contracts and Professional Registrations

Existing contracts or professional memberships may need to be formally updated. Employers may also have to confirm your name change with relevant government or professional bodies.

How to Enforce the Use of Your New Name at Work

If an employer continues to use your previous name without a valid reason, you may take the following steps:

  1. Provide Legal Proof: Submit a certified copy of your Deed Poll, marriage certificate, or statutory declaration.
  2. Request a Written Explanation: Ask for a formal explanation for the refusal.
  3. File a Formal Grievance: Follow your company's internal grievance procedure.
  4. Consult a Solicitor: Speak to an employment lawyer for legal guidance.
  5. Contact ACAS: The Advisory, Conciliation and Arbitration Service (ACAS) provides free advice and can assist with employer-employee disputes.

Is It Discrimination to Refuse Your New Name?

In some cases, refusing to use a person’s new name could be considered discrimination under the Equality Act 2010—particularly for individuals who have changed their name as part of gender reassignment. Failing to acknowledge their new name might amount to harassment or unlawful discrimination.

If you believe your employer’s refusal to use your new name is discriminatory, you should seek legal advice or file a complaint through ACAS or an employment tribunal.

Need to Change Your Name Legally?

If you’ve not yet legally changed your name, you can do so using a Deed Poll. We offer a range of name change services including:

All our documents are fully compliant with UK requirements and accepted by banks, HM Passport Office, and other institutions.

Conclusion

Employers in the UK are generally expected to use your legal name once it has been officially changed. If they refuse to do so without proper justification, you have options for resolving the issue, ranging from submitting documentation to seeking legal advice or filing a grievance.

For more information on how to change your name and receive a legally recognised Deed Poll, visit Name Change today. We make the process simple, fast, and stress-free.