Letter templates · early version
Letters to tell organisations about your change
Plain, respectful letters for banks, employers, utilities, super funds, schools and universities, plus a general one for anyone else. Fill in the blanks, then copy the letter into an email or print it.
You don’t need to explain why. These letters don’t ask for, or include, any medical information, and you don’t have to share any. Each organisation decides which documents it needs, such as a change of name certificate or updated birth certificate. If someone asks for medical details to update your records, you can ask them why they need it.
These letters are polite requests. They don’t say the law requires the organisation to do anything. If you think you’ve been treated unfairly, see Your rights or get legal advice.
Everything you type stays in your browser. Nothing is sent to us or saved. General information, not legal advice.
Your letter
Turn on JavaScript to fill in the letter here, or use the plain text versions below.
Plain text versions
Copy one of these and replace the [square brackets]. Delete any lines that don’t apply.
Bank or credit union: plain text version
[date] [bank name] Re: Updating my details ([customer or account number]) Dear [bank name] team, I have changed my name. My previous name was [your previous name], and my name is now [your name]. Please update your records. [Delete if you’re not changing your name.] Please also update the sex or gender recorded for me to match my current documents, if you record it. [Delete if you’re not changing your marker.] This includes my accounts, cards, statements, online and app banking, and any loans or insurance I hold with you. Please also let me know how to get replacement cards. I have attached a certified copy of my [change of name certificate / birth certificate / updated ID]. Please let me know if you need anything else. Please make sure my previous details aren’t used in future, and that this change is handled confidentially and only shared with people who need to know. Please confirm in writing once the change has been made. You can contact me on [your phone or email]. Kind regards, [your name]
Employer: plain text version
[date] [employer name] Re: Updating my details ([employee number]) Dear [employer name] team, I have changed my name. My previous name was [your previous name], and my name is now [your name]. Please update your records. [Delete if you’re not changing your name.] Please also update the sex or gender recorded for me to match my current documents, if you record it. [Delete if you’re not changing your marker.] This includes payroll, HR and IT systems, my email address and staff directory listing, my ID or access card, rosters, and the tax and superannuation details payroll holds for me. I’m happy to talk about how and when my colleagues are told. I have attached a certified copy of my [change of name certificate / birth certificate / updated ID]. Please let me know if you need anything else. Please make sure my previous details aren’t used in future, and that this change is handled confidentially and only shared with people who need to know. Please confirm in writing once the change has been made. You can contact me on [your phone or email]. Kind regards, [your name]
Utility, phone or internet provider: plain text version
[date] [provider name] Re: Updating my details ([account number]) Dear [provider name] team, I have changed my name. My previous name was [your previous name], and my name is now [your name]. Please update your records. [Delete if you’re not changing your name.] Please also update the sex or gender recorded for me to match my current documents, if you record it. [Delete if you’re not changing your marker.] This includes the account holder name, bills, my online account and any concessions linked to the account. I have attached a certified copy of my [change of name certificate / birth certificate / updated ID]. Please let me know if you need anything else. Please make sure my previous details aren’t used in future, and that this change is handled confidentially and only shared with people who need to know. Please confirm in writing once the change has been made. You can contact me on [your phone or email]. Kind regards, [your name]
Super fund: plain text version
[date] [fund name] Re: Updating my details ([member number]) Dear [fund name] team, I have changed my name. My previous name was [your previous name], and my name is now [your name]. Please update your records. [Delete if you’re not changing your name.] Please also update the sex or gender recorded for me to match my current documents, if you record it. [Delete if you’re not changing your marker.] This includes my member account, statements, my online account and any insurance linked to my membership. I have attached a certified copy of my [change of name certificate / birth certificate / updated ID]. Please let me know if you need anything else. Please make sure my previous details aren’t used in future, and that this change is handled confidentially and only shared with people who need to know. Please confirm in writing once the change has been made. You can contact me on [your phone or email]. Kind regards, [your name]
School, TAFE or university: plain text version
[date] [school or university name] Re: Updating my details ([student number]) Dear [school or university name] team, I have changed my name. My previous name was [your previous name], and my name is now [your name]. Please update your records. [Delete if you’re not changing your name.] Please also update the sex or gender recorded for me to match my current documents, if you record it. [Delete if you’re not changing your marker.] This includes my enrolment record, student card, student email and login, class lists, learning systems, and any certificates or transcripts issued from now on. I have attached a certified copy of my [change of name certificate / birth certificate / updated ID]. Please let me know if you need anything else. Please make sure my previous details aren’t used in future, and that this change is handled confidentially and only shared with people who need to know. Please confirm in writing once the change has been made. You can contact me on [your phone or email]. Kind regards, [your name]
General (any organisation): plain text version
[date] [organisation name] Re: Updating my details ([reference number]) Dear [organisation name] team, I have changed my name. My previous name was [your previous name], and my name is now [your name]. Please update your records. [Delete if you’re not changing your name.] Please also update the sex or gender recorded for me to match my current documents, if you record it. [Delete if you’re not changing your marker.] Please update this wherever my details appear in your records and systems. I have attached a certified copy of my [change of name certificate / birth certificate / updated ID]. Please let me know if you need anything else. Please make sure my previous details aren’t used in future, and that this change is handled confidentially and only shared with people who need to know. Please confirm in writing once the change has been made. You can contact me on [your phone or email]. Kind regards, [your name]
Tips
- Many organisations have their own change of details form or online process. Check their website first. You can still use this letter as a cover note.
- Send certified copies, not originals, unless they specifically ask for an original.
- Keep a list of who you’ve told and when. The checklist builder can help.
- Parents and carers can adapt the school letter, for example “I’m writing about my child, [name]”. See Under 18s and parents.