Post-Name/Gender Changes Steps

Ok, so your new name is legal…  now what?  Time to update all your records!

We recommend getting at least four (4) certified copies of the signed name change order. You will need to submit a certified copy to the organizations marked with an asterisk below. You will want to keep at least one copy in a fire safe or safety deposit box where you can easily gain access to it.

We’ve compiled a list of agencies, companies, and categories that you will need to notify of your new name. It’s a really long list, be warned. We’ve tried to put these in roughly the order that you should complete them, but some of that is personal preference.

  • Social Security Administration* (definitely update this one first. The CO DMV will need the SSA letter you get after updating your name with the SSA)
  • DMV* (this should be second, as some places may want to see an ID with your new name on it.  You can get either a driver’s license or an ID, but not both)
  • Passport* (third priority but you can complete other steps while you are waiting for your hard-copy, non-temporary driver’s license/ID)
  • Workplace* (payroll, email, internal directories, name tags, uniforms, business cards, 401k, etc)
  • Bank(s)
  • Credit Card(s)
  • Utilities (gas/electric, phone, cell, internet, cable, etc)
  • Voting registration*
  • IRS
  • Insurance companies (medical, life, property, etc)
  • County Clerk for deeds, car title, registration, tax records, etc
  • Landlord/mortgage company
  • Licensing agencies (Bar association, nursing board, etc)
  • High school for new diploma, if desired
  • College(s) for new diploma(s)
  • Library
  • Magazines/newspapers
  • Government assistance programs, if applicable
  • Veterans Affairs Administration, if applicable
  • DD-214 military discharge documents, if applicable
  • Wills, powers-of-attorney, health care directive, living trusts
  • Memberships (frequent flier programs, hotel rewards, shopping loyalty cards, etc)
  • Online (Paypal, Facebook, eBay, Linkedin, etc)
  • Post Office
  • Miscellaneous (Voicemail, toll road accounts, subscriptions, charities, church, Epic ski pass, etc)

Social Security Administration* (definitely update this one first)

WHAT YOU NEED: Name change order, your old Social Security card and current form of I.D.

We recommend going to the local SSA office (find the closest one to you), rather than mailing off the forms.  The form you must use is SS-5, also available in this packet.  Detailed instructions are included as part of this form.

If possible, update your gender marker at the same time. In general, the SSA will accept any of the following forms of evidence for a gender marker change:

  • A court order recognizing the correct gender;
  • A signed letter from a licensed treating physician confirming that you have had appropriate clinical treatment for gender transition;
  • A birth certificate showing the correct gender; or
  • A U.S. passport showing the correct gender;

In Colorado, most people use a letter from their doctor. The letter must come from a licensed physician with whom you have a patient relationship and who is familiar with your transition-related treatment. It can be a primary care physician or a specialist. All certifications must be on the physician’s letterhead and include all of the information seen in the sample letter included in the packet. Your physician does not need to give additional personal health information that is not included in the sample letter.

DMV* (this should be second, as some places may want to see an ID with your new name on it)

WHAT YOU NEED: Name change order

To change your name on a Colorado Driver’s License, bring your court ordered name change documentation to your local DMV office and they will change your name and retake your photo and a new license will be issued.

To change your gender marker on your driver’s license in Colorado, use form DR-2083 to update your DMV records.  A copy is provided in the packet.

If you are also updating your address, you’ll need a second form of identification with your address on it (utility bill, insurance card, etc)

Workplace* (third…  include payroll, email, internal directories, name tags, uniforms, business cards, 401k, etc)

Individual workplaces will differ.  Contact your Human Resources department, if one exists.  If not, speak to your supervisor or employment records manager.

Bank(s)

Banks will differ.  Call ahead of time to ask what documentation your particular bank needs. Expect to provide a copy of your name change and/or an updated ID.

Credit Card(s)

Credit card companies will also differ.  Call ahead of time to ask what documentation your particular institution needs.

Utilities (gas/electric, phone, cell, internet, cable, etc)

Utility companies will differ.  Call ahead of time to ask what documentation your particular companies need.

Internal Revenue Service

Complete Form 8822, available in this packet or online.  If you checked the box on line 2, send Form 8822 to:

Department of the Treasury,
Internal Revenue Service Center,
Cincinnati, OH 45999-0023

Voting registration*

You will need to fill out the Colorado Voter Registration Form, Form 100.  Once completed, sign the form. Then mail, deliver, or scan the signed form and email it to your county clerk and recorder. You may find a list with contact information at www.govotecolorado.com. You may also mail it to:

Colorado Department of State
Elections Division
1700 Broadway, Suite 200
Denver, CO 80290

Passport*

Updating Your Legal Name and Gender Marker on an Existing Valid Passport or Getting a Passport for the First Time

If you are applying to change your gender marker, submitting a passport application for the first time, or applying for a passport when your old passport has expired, you must apply in person so that your signature is witnessed.

You will need to complete and submit:

  • Application for U.S. Passport (Form DS-11, also available in this packet);
  • Proof of U.S. Citizenship (such as a previous U.S. Passport, certified Birth Certificate, Certificate of Naturalization, or Report of Birth Abroad);
  • Proof of Identity that contains your signature and photograph that is “a good likeness to you” (such as a previous U.S. Passport, a Driver’s License, a Certificate of Naturalization, Military Identification, or a Government Employee Identification Card);
  • Two recent color photographs, 2×2 inches in size (these can be obtained at Walgreens, CVS, etc);
  • If you are changing your name on your passport, an Order for Name Change (certified copy showing a seal and officiate/judge signature);
  • A letter from your physician confirming your gender transition (the requirements for this letter are listed below); and
  • Fee (See the Department of State fee schedule for costs: http://travel.state.gov/content/passports/english/passports/information/fees.html)

Take these documents and fees in person to any Passport Acceptance Facility. To find the acceptance facility closest to you, visit the State Department’s website, Passport Acceptance Facility Search Page, at http://iafdb.travel.state.gov or call the National Passport Information Center at 1-877-487-2778.

The State Department has provided the following model letter for physician certifications. All certifications must be on the physician’s office letterhead and include all of the information seen here, including the physician’s license or certificate number. You should ask your physician to use this letter and not give additional personal health information that is not included here.

PHYSICIAN LETTERHEAD

I, Physician’s Full Name, Physician’s medical license or certificate number, Issuing U.S. State/Foreign Country of medical license/certificate, am the physician of Full Name of Patient, with whom I have a doctor/patient relationship and whom I have treated (or with whom I have a doctor/patient relationship and whose medical history I have reviewed and evaluated).

Name of Patient has had appropriate clinical treatment for gender transition to the new gender of (specify new gender male or female).

I declare under penalty of perjury under the laws of the United States that the foregoing is true and correct.

Signature of Physician

Typed Name 

Date

You can download a sample physician letter here.

Updating Your Legal Name Only (no gender marker update) on an Existing Valid Passport

When you already have a valid Passport, you may submit a Passport Renewal Application to change your legal name on the passport by mail. You will need to complete and submit:

See http://www.transequality.org/know-your-rights/passports for a detailed discussion of this topic.

Insurance companies (medical, life, property, etc)

These companies will differ.  Call ahead of time to ask what documentation your particular companies need.

County Clerk (deeds, car title, registration, tax records, etc)

Counties may differ.  Call ahead of time to ask what documentation your particular county needs.

Landlord/mortgage company

These companies will differ.  Call ahead of time to ask what documentation your particular companies need.

Licensing agencies (Bar Association, nursing board, etc)

These agencies will differ.  Call ahead of time to ask what documentation your particular agency/agencies need.

Selective Service

People who are assigned male at birth and who are required to register are also required to inform the Selective Service of any legal name change or change in other record information such as address up until your twenty-sixth birthday. This does not include change of gender as the Selective Service policy is entirely based on birth-assigned sex. For transwomen and others who were assigned male at birth and have registered with the Selective Service, notification of a name change is legally required within ten days.

To update your records, fill out the Change Of Information Form attached to the Registration Acknowledgement Card with your new name. Alternatively, you can fill out a Change of Information Form called SSS Form 2, which you can obtain at any United States Post Office or U.S. Embassy or Consulate abroad. You may also change your information with the Selective Service by letter. In the letter, include your full name, Social Security Number, Selective Service Number, date of birth, current mailing address and new name. With any of these three methods, you must attach official documentation of your name change and mail it to the Selective Service. Updates take four to six weeks, after which you will be mailed a new acknowledgement card.

People who are required to register:

  • All U.S. citizens assigned male at birth (including transwomen) and born after December 31, 1959, who are 18 but not yet 26 years old
  • National Guardsmen and Reservists not on active duty
  • Cadets at the Merchant Marine Academy
  • Delayed Entry Program enlistees
  • ROTC Students
  • People who have left Active Military Service for any reason before age 26
  • Men rejected for enlistment for any reason before age 26
  • Civil Air Patrol members
  • Immigrants with permanent resident status
  • Immigrants with I-688 special (seasonal) agricultural worker status
  • Refugee and parolee immigrants and immigrants seeking asylum
  • Undocumented immigrants
  • Dual national U.S. citizens
  • People with disabilities who spend time in public with or without assistance
  • Residents of Puerto Rico, Guam, the U.S. Virgin Islands, and Northern Mariana Islands Citizens of American Samoa, Republic of the Marshall Islands and the Federated States of Micronesia only if they are habitual residents of the United States (habitual residency is presumed when one resides in the United States for more than one year in any status, except as a student or employee of the government of his homeland)

People who are NOT required to register:

  • People who were assigned female at birth (including transmen)
  • People born between March 29, 1957, and December 31, 1959
  • Students in Officer Procurement Programs at The Citadel, North Georgia College and State University, Norwich University, Virginia Military Institute, Texas A&M University, Virginia Polytechnic Institute and State University
  • Members of the Armed Forces on active duty (active duty for training does not constitute “active duty” for registration purposes and those leaving active duty are required to register within 30 days of release unless already age 26, or already registered when released, or unless exempt during entire period age 18 through 25)
  • Cadets and Midshipmen at Service Academies or Coast Guard Academy
  • Lawful non-immigrants on visas (e.g., diplomatic and consular personnel and families, foreign students, tourists with unexpired Form I-94, or Border Crossing Document DSP-150)
  • Incarcerated, or hospitalized or institutionalized for medical reasons
  • People with disabilities who are continually confined to a residence, hospital, or institution
  • Immigrants with I-688A special agricultural worker status

For more information, consult the United States Selective Service System website and the Status Information Letter request form.

High school for new diploma

Schools will differ.  Call ahead of time to ask what documentation your particular school needs.

College(s) for new diploma(s)

Schools will differ.  Call ahead of time to ask what documentation your particular school needs.

Library

Libraries will differ.  Call ahead of time to ask what documentation your particular library needs.

Magazines/newspapers

Usually, it is simple as filling out a change of name/address form with the publisher.  Look on their website or call.

Government assistance programs, if applicable

Government agencies will differ.  Call ahead of time to ask what documentation your particular agency needs.

Veterans Affairs Administration The Eastern Colorado Health Care System uses their ECHCS Letterhead Identity Trait Change Request form to request updates to name & gender.

  1. Name Change: When making a written amendment request for a name change, the individual must provide the following un-expired, official supporting documents from the list below:
    1. One form of Primary Identification and one form of Secondary Identification;OR
    2. Two forms of Primary Identification

    NOTE: Marriage licenses or certificates are not sufficient documents for a name change, as not all people who apply for a marriage license or marry actually change their name.

  2. Gender: Along with the written amendment request for a gender change, the individual must provide the following un-expired, official supporting documents from the list below:
    1. One form of Primary Identification and one form of Secondary Identification;OR
    2. Two forms of Primary Identification, if at least one identifies the current gender

Military Active-Duty/Reserves & Retiree Information

  • Service Records (IPPS-A, MCTFS, etc) – Each service has its own method of updating name and gender in their personnel systems. We are in the process of compiling data for each service.  Please know that this information may change at any time, without notice.

Retirees:

Active-Duty/Reserves:

  • Information is currently being compiled and will be made available as soon as possible.

DEERS

In order to change your name and gender in DEERS, the DEERS/RAPIDS Service Project Office for your military department must submit a request to Defense Human Resources Activity (DHRA) for review and implementation. A gender (or name) change in DEERS will not affect the eligibility of any of your existing dependents for military benefits.

What Documents Should a Name and Gender Change Request Include?

The Service Project Office of your military department should submit scans of the below documentation for DHRA review, with the subject line “DEERS Record Change Request ICO First Name Last Name”.

Two forms of identification that are listed as acceptable on the federal Form I-9, one of which is a government-issued picture ID. Passports, driver’s licenses and Social Security cards are recommended, but the Department of Defense will accept all documents on page 9 of the I-9 list, available at http://www.uscis.gov/sites/default/files/files/form/i-9.pdf.

  • If name change is requested, a court order legally changing your name.
  • If gender marker change is requested, a signed statement, on office letterhead, from a licensed physician. The statement must include the following information:
    • Physician’s full name;
    • Medical license or certificate number;
    • Issuing state or other jurisdiction of medical license/certificate;
    • DEA registration number assigned to the physician;
    • Address and telephone number of the physician;
    • Language stating that the physician is your physician and has a doctor/patient relationship with you;
    • Language stating you have had the appropriate clinical treatment for gender transition to male/female; and,
    • Language stating “I declare under penalty of perjury under the laws of the United States that the forgoing is true and correct.”

How will I know that my DEERS record has been updated?

DHRA will confirm with the Service Project Office when the record has been updated. The Project Office must then follow existing Service procedures to send an update to Defense Finance and Accounting Service (DFAS), or the Service equivalent pay office, to allow DFAS, or the Service equivalent pay office, to update its system with the corrected gender.

If you have life insurance through the VA, you will also need to fill out VA Form 29-586.

DD-214 military discharge documents, if applicable

Complete DD Form 149, available in this packet or online.  Attach a copy of your name change order to the form.  Mail completed applications to the correct service-appropriate address listed page 2 of the form.  If you have multiple DD-214s, you may need to submit a separate form for each DD-214.

Legal Documents (Wills, powers-of-attorney, health care directive, living trusts, etc)

If you have an attorney, let him/her know and they will update the relevant documents.  If not, update your name on each document and have it re-executed (signed in front of a notary).  Destroy the old version(s).

Birth Certificate*

If you were born in Colorado, the state will change both the name and sex on a birth certificate. The state will also issue a new birth certificate rather than amend the old one. A certified copy of a legal name change order is required to change your name.

A court order indicating that gender reassignment surgery has been completed is required to change your gender marker. Once surgery has been completed and you have the official court order, a certified copy of the court ordered gender change must be submitted to CPDHE Vital Statistics. More information is available here. There will be another packet on this topic.

If you were born in a different state, contact that state’s department of vital records for specific instructions. TransEquality has a good website detailing each state’s requirements.

Memberships (frequent flier programs, hotel rewards, shopping loyalty cards, etc)

Companies will differ.  Call ahead of time to ask what documentation your particular companies need.

Online

PayPal: https://www.paypal.com/selfhelp/article/FAQ586/?country.x=HK&locale.x=en_GB

Facebook: https://www.facebook.com/help/173909489329079

LinkedIn: https://www.linkedin.com/help/linkedin/answer/79/changing-how-your-name-appears-on-your-profile

Twitter: https://testedblog.com/change-twitter-name-username-easily-2015/

For other sites, we recommend a simple Google search of “how to change my name on {insert website here}”

Post Office

Not really necessary, but not a bad idea.  Use the Change of Address form, available at your post office or online at https://moversguide.usps.com

Miscellaneous (Voicemail, toll road accounts, subscriptions, charities, church, Epic ski pass, etc)

These will vary.  Google is your friend if you get confused.