What to do if…
you discover an official record has the wrong name, date of birth, or address

What to do now

1. Capture the exact error.
   Save or request the page, letter, certificate, portal screen, or email showing the wrong name, date of birth, or address. Write down any reference number, case number, certificate number, application number, or appointment date.

2. Identify the organisation that owns the record.
   Use the organisation named on the letter, certificate, account, portal, decision, or appointment notice. Write down the department or team if it is shown, such as DVLA, HM Passport Office, a police force, a prison, a council, HMRC, DWP, a court, a housing office, or a records team.

3. Tell them the record is disputed and urgent.
   Contact the organisation through its official correction, complaint, customer service, data protection, or information rights route. Say: “I am disputing the accuracy of this record. Please mark, flag, or note it as disputed if you can, and tell me what can be done now to reduce harm while it is checked.”

4. Ask for temporary protection against the wrong detail being used.
   Ask whether they can avoid making a final decision solely on the disputed detail, pause the affected process, add a note to the file, issue a “correction pending” confirmation, or tell the decision-maker that the detail is being checked. They may not be able to do all of this, but ask clearly.

5. Send one written correction request.
   In one email, form, or letter, include:

   • the wrong detail exactly as it appears
   • the correct detail
   • a short sentence explaining why it is wrong
   • copies or scans of evidence, such as a passport, birth certificate, driving licence, deed poll, marriage certificate, proof of address, or official letter
   • your contact details
   • all reference numbers

6. Use plain UK data protection wording.
   You can write: “I am asking you to correct inaccurate personal data about me. While you check the accuracy, please restrict use of the disputed data where possible and record that I challenge it.” A request can usually be made verbally or in writing, but written proof is safer when the situation is urgent.

7. Use the dedicated route if it is one of these records.

   • Criminal record certificate: for a standard or enhanced certificate, use the GOV.UK certificate dispute route. Report the mistake within 3 months of the certificate date. GOV.UK says basic check certificate disputes use a different process.
   • Driving licence: use the DVLA online address-change route for an address change. If the name is changing at the same time, DVLA says to apply by post.
   • Police records: use the GOV.UK police records subject access route. GOV.UK says this covers police forces in England, Wales, Northern Ireland, Jersey and the Isle of Man, plus British Transport Police. Scotland has a different route.
   • Passport: if the passport itself has the wrong name, date of birth, place of birth, photo, or other printed detail, contact HM Passport Office and follow its passport error route. If urgent travel is involved, say that at the start.

8. Make a small evidence pack.
   Put these in one folder:

   • the record showing the wrong detail
   • one or two documents showing the correct detail
   • proof of address if the address is wrong
   • a short timeline of when you found the error and what deadline or decision it affects
   • copies of every message you send and receive

9. Escalate cleanly if there is no useful response.
   Ask for the supervisor, the Data Protection Officer or information rights lead, and the formal complaints route. If the organisation does not respond properly, or refuses without a clear explanation, you can consider raising the handling of the data issue with the Information Commissioner’s Office.