Change Name Form Application For Employment
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Download a copy, print it, send it by email, or mail it via USPS—whatever works best for your next step.
Sign and collect signatures with our SignNow integration. Send to multiple recipients, set reminders, and more. Go Premium to unlock E-Sign.
If this form requires notarization, complete it online through a secure video call—no need to meet a notary in person or wait for an appointment.
We protect your documents and personal data by following strict security and privacy standards.
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FAQ
Employees will also need to complete a new W-4. The Internal Revenue Service (IRS) requires that the name on the Social Security card match the name on W-4 and W-2 forms.
U.S. Citizenship and Immigration Services (USCIS) recommends that HR managers record these changes on the Form I-9. In Section 3, which is reserved for reverification and rehiring employees, record the new name and sign the form. You are not required to ask for supporting documents to prove the change.
Request a copy of the employee's new Social Security card to verify their new name. To avoid being flagged for Social Security mismatches, keep the employee's former name in your payroll system until they update it with the Social Security Administration and provide you with proof via their Social Security card.
If your company has an HR office, talk to them. Otherwise, just talk to your supervisor. If you're changing the way you'd like to be addressed, including any new pronouns, you'll also need to address this with your supervisor. HR may be able to assist you with that, too.
If an employee informs you their legal name has changed, first ensure they have recorded their legal name change with the Social Security Administration. You can do so by asking to see their new Social Security Card that shows the name change (it typically takes 14 days for them to receive their new card).