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

What to do now

1. Get the exact wrong entry and reference number.
   Ask for the page, report, notice, case number, file number, booking number, application number, or system name that shows the wrong name, date of birth, or address. If you only heard about it by phone, ask the person to read the exact wrong field back to you.

2. Identify who controls the record.
   Ask: “Who maintains this record, and what is the correction process?” Write down the agency, office, records unit, privacy office, court clerk, screening company, or other record owner.

3. If a decision is happening soon, ask for a temporary safeguard now.
   Say: “I dispute the accuracy of this record. Please tell me whether you can mark it as disputed, add a note, pause the affected decision, or give me written confirmation that a correction request is pending.” Ask for the answer in writing.

4. Send one clear written correction request.
   Include:

   • what the record currently says
   • what it should say
   • why it is wrong, in one sentence
   • a copy or photo of proof
   • your contact details
   • every reference number you have

5. Use the specific process for the record type.
   If it is a federal agency record about you in a federal system of records, ask for the agency’s Privacy Act amendment or correction process, unless an exemption or special rule applies. If it is a state, county, city, police, jail, court, DMV, or vital-record file, use that office’s correction process and ask who can add a dispute note while it is reviewed.

6. For common high-impact records, go to the dedicated route.

   • Social Security records: use SSA’s Privacy Act amendment process for SSA records where it applies.
   • Social Security card name details: use SSA’s specific corrected-name process and provide the evidence SSA asks for.
   • Driver license or state ID records: use your state motor vehicle agency’s correction or update process.
   • Birth certificate or vital records: contact the state or area where the birth or other event was recorded.
   • Background-check error: dispute the wrong item with the screening company and tell the employer, landlord, or decision-maker in writing that the report is disputed.
   • Law enforcement, jail, or corrections record: contact the records unit, booking unit, privacy officer, or records custodian and ask what correction, review, or dispute-annotation process applies.

7. Make a small proof packet.
   Put these in one folder:

   • one ID showing the correct name and date of birth
   • proof of current address, if address is the issue
   • the wrong record or notice
   • a short note saying what deadline or decision is affected
   • a log of calls, names, dates, and emails

8. Escalate without changing the story.
   If the first person cannot help, ask for the supervisor, records custodian, privacy officer, court clerk supervisor, or formal appeal route. For covered federal Privacy Act amendment requests, if the agency refuses to amend the record, ask in writing about review, appeal, and any statement-of-disagreement option.