Change Official Records • Example Letters, Guides and Samples

Guides

Be specific about the change you want made. It is wise to request confirmation that the change has been made.

How to write this request letter:

  1. Request the change.
  2. Clearly state the updated information. When appropriate, explain what information should be removed from the records.
  3. Refer to any enclosed documents that may be necessary to support the change.
  4. Thank the reader and, if you wish, ask for written confirmation of the change.

Example Letter #1

Copied

Please change your insurance records to reflect our change of address. We sold our home at 1600 Main Street in Springfield in January and are finalizing the purchase of a new home at 223 Oak Lane. The insurance policy should reflect this change, including the greater value of the property. I am enclosing real estate documents with the relevant details. Would you please confirm these changes by sending me an updated policy? Thank you for this and past services.

Example Letter #2

Copied

Please change the name on my title deeds from Jane Johnson to Jane Doe. I have enclosed a certified copy of the court order indicating that my name has been officially changed. If additional documentation is required, I will respond promptly. Please send a copy of the updated deeds as soon as possible. Thank you.

Example Letter #3

Copied

My driver's license number is listed incorrectly on our new auto insurance policy. Please correct it. I am enclosing a copy of my original application for insurance with the correct license number. You will see that two of the digits have been transposed on the policy. I would appreciate your sending me a corrected copy of the relevant pages of the policy.

Example Letter #4

Copied

Please update your school health records to show that my son, Eric Doe, has received his second MMR immunization. The enclosed certificate, signed by his pediatrician, shows that he received the shot in July, more than a month before school started. Thank you.

Write Your Letter Step-by-Step

1 Request the change.

Sample Sentences for Step 1
  • Please remove my sister's name as a cosigner on my checking account (55555).
  • I want to change my passport to include my new married name.
  • Please note that after December 1, our address will be 1600 Main Street.
  • My wife has just given birth to a baby boy, and I want to add him to my health care plan.
  • I wish to change the beneficiary of my life insurance policy (number 55555).
  • I would like to add a few personal property items to my homeowner's insurance policy.
  • My name is misspelled on the statements you have been sending me. Please correct it.
  • I have legally changed my name and request that you change the university records accordingly.
  • Please correct the name of the woman listed as a witness to my marriage.
Sample Phrases for Step 1
  • has come to my attention that
  • have misspelled my
  • have legally changed my name
  • have changed my
  • have noted an error in
  • have been receiving
  • include my new married name
  • kindly make a change to
  • kindly add the following
  • make the following corrections to
  • new address will be
  • on the statements
  • please update your records
  • please adjust your records
  • please correct your records
  • please remove the
  • please make a note of
  • please make the correction
  • please correct the
  • records do not reflect the
  • request that you change your records to reflect
  • want to change my
  • want to add him to
  • want to remove her name from
  • was listed incorrectly
  • wish to change the
  • would like to add

2 Clearly state the updated information. When appropriate, explain what information should be removed from the records.

Sample Sentences for Step 2
  • My maiden name was Ashley Jones, and my married name is Ashley Doe.
  • My sister's name is Jane Doe, and I want her name removed from my account.
  • Our new address is:
  • The baby's name is Eric Doe, and he was born May 6 of this year.
  • The new beneficiary's name is Jane Doe.
  • You spelled my last name Walfield instead of Doe.
  • Please change the name Melvin E. Doe to M. Eric Doe. Thank you.
Sample Phrases for Step 2
  • change the name John Doe to
  • change the phone number to
  • change the birth date to
  • correct spelling is
  • correct title is
  • divorce was finalized on
  • maiden name was
  • make a note of our new address
  • married name is
  • new beneficiary's name is
  • official name is
  • our new address is
  • refer to the enclosure for
  • remove the name Doe from all
  • send all correspondence to
  • spelled my last name Walfield instead of
  • the marriage date was
  • the corrected social security number is
  • to reflect our new
  • updated information in the enclosure
  • want her name removed from
  • was born June 24 of this year

3 Refer to any enclosed documents that may be necessary to support the change.

Sample Sentences for Step 3
  • Enclosed is the signed cosigner termination card that I picked up at your office last week.
  • Enclosed are copies of my birth certificate, my current passport, and my social security card with my new name on it.
  • I have also enclosed a change of address form.
  • I have provided copies of the baby's birth certificate and medical records.
  • I have seen an attorney and the property is legally mine. You will find the appropriate documentation enclosed.
  • Attached is a copy of the legal document verifying my new name.
Sample Phrases for Step 3
  • all of the documents you requested are
  • along with my current
  • am enclosing the required documents
  • as you requested, I am enclosing
  • attached is a copy of
  • enclosed is the
  • enclosed you will find
  • enclosed is a signed copy of
  • enclosed are copies of
  • has been signed and notarized
  • have enclosed all necessary documents
  • have sent supporting documentation
  • have attached the
  • have enclosed a copy of
  • have provided copies of
  • have also enclosed a
  • the enclosed copies of
  • the enclosed documents will verify
  • under separate cover
  • will find the appropriate documentation

4 Thank the reader and, if you wish, ask for written confirmation of the change.

Sample Sentences for Step 4
  • Thank you for your cooperation. I trust that my next statement will reflect this change.
  • I will appreciate your help in making these changes.
  • Please confirm this change in writing. Thank you.
  • I will call your office next week to confirm the changes. Thank you for your help.
  • Thank you for your prompt attention to this matter.
  • I would like to discuss the changes this addition will make to my policy and will call for an appointment early next week. Thank you for your help.
  • I hope you will make this change as soon as possible.
  • I would appreciate receiving written confirmation of this change. Please send me a photocopy of the new document.
Sample Phrases for Step 4
  • appreciate your help in making these changes
  • as soon as possible
  • at your earliest convenience
  • confirm the changes
  • for your cooperation
  • for making these changes
  • for your prompt attention to this matter
  • hope you will make this change promptly
  • please take care of this
  • please send me
  • please send me a photocopy of
  • please confirm this change in writing
  • thank you for
  • thank you for your help
  • trust that my next
  • will reflect this change
  • will appreciate your attention to this matter
  • will call your office next week to confirm
  • would be grateful if you would send
  • would appreciate receiving
  • written confirmation of this change