Names are a crucial part of a person’s identity. From official documentation to everyday conversations, names carry a sense of respect and dignity that remains unmatched.
As such, when a person wants to change their name, it carries with it a sense of importance that should not be ignored. Within a workplace, acknowledging someone’s name change is a sign of continued respect and belonging.
Though the reasons for the name change may vary by person and circumstances, it remains the duty of HR, leaders, and colleagues to treat the change with respect while maintaining healthy boundaries.
Common Reasons Employees Change Their Names
Across India, people often change their names for various reasons. For some, the reason may be cultural; for others, societal; and for others, far more personal. Some of the most common reasons include
Marriage, divorce, remarriage
In India, women often change their last names to their husbands’ names, as cultural norms dictate. While some have begun to abandon this practice, the tradition remains prevalent across the country.
Similarly, after divorce, Indian law allows women who may have previously changed their names to revert to their maiden name or retain their former husband’s last name.
Cultural or regional spelling corrections
Due to language differences and translation or romanisation errors, many people across India end up with names on official documentation that might be just a little off.
An extra vowel or a missing consonant, all these deviations carry a significance for the nameholder. As a result, many undergo a name change to have these errors corrected.
Gender transition or personal identity alignment
Changing one’s name is a matter of great importance for those who might not identify with the gender/identity assigned to them at birth. Those who go through gender reassignment procedures often opt to change their names to reflect the transition.
Similarly, while some people might not opt for medical processes, they do still want their names to reflect the identity they have chosen for themselves. In such cases, names carry not just a sense of respect but a foundation of self.
For transgender individuals, a name change is not just about legal documentation. It is about living their truth and the identity they feel most true to themselves. The change in name for transgender individuals carries with it a sense of acknowledgement that those around them recognise and respect their true selves, despite the stigma of society.
Astrology or Simplification
For believers of astrology, names carry a significant meaning. Such personal beliefs may prompt people to change their names. Often, the new names are deemed more “fortunate” for the individual involved, perhaps due to the letters used or the very meaning of the name.
On the other hand, some people might prefer to change their name simply for the sake of simplicity. They might want to use a name that they better identify with or feel more comfortable with.
Creating a Clear, Employee-Friendly Name Change Process
To ensure employee dignity, brand integrity, and regulatory compliance, a company should have a simple yet effective mechanism for name changes in place. With the advancement and adoption of HR technology, paperwork changes can be made with a single click. However, some small yet effective steps can further elevate the process.
- One-point request mechanism (HRMS or HR contact): Make it easy for employees to request a name change without having to delve into too many details about the rationale for the transition.
- What documentation is required: In India, a legal name change requires
- the name change affidavit,
- newspaper advertisements announcing the change
- Gazette notification of the change in name
- Turnaround timelines and accountability: Provide the employee with a clear timeline for when the name change will start being reflected in the workplace. For any missteps, being open about resolution can go a long way in easing the process.
- Communicating changes internally without oversharing: When announcing the name change, be precise and mindful of the nature of the transition. The reasons for the communication should be left to the individuals themselves.
- Handling mistakes quickly and respectfully: No process is perfect, and mistakes can likely happen when initiating such a crucial change. Be on top of correcting any changes and handle their communication with respect.
What Workplaces Should Avoid
In workplaces, name changes carry both personal and professional importance and remain critical to a person’s identity. As such, both a company’s HR and employees should try their best to avoid minor but impactful mistakes.
- Treating name changes as low-priority paperwork: A name change should be treated with utmost care rather than just extra paperwork. Expressing relevant sentiments and treating the process with dignity remains important.
- Delays across systems (email, payroll, ID cards): Once an employee initiates a name change, it should be treated as an urgent matter. Proper discussions should be held with the employee in question about the available options.
- Managers and colleagues continue to use old names: Encourage employees to actively use the new names rather than the old ones. While old habits can be hard to break, especially in the initial phase, showing genuine efforts to change goes a long way in supporting such a transition.
- Informal disclosure turning into workplace gossip: If an employee decides to share the reasons behind the name change, the matter should be handled with maturity and professionalism. Pondering over the same can lead to unnecessarily hurt sentiments.
- Forcing employees to “explain” their decision: A name change, as previously stated, could be done for a variety of reasons. A company should respect others’ personal boundaries and follow professional norms rather than demand explanations.
When name changes are not handled with dignity, they can lead to emotional harm as well as loss of psychological safety. Employees might also feel inclined to file discrimination and harassment claims. In the same vein, POSH and DEI implementations can also harm the company and its reputation.
More than that, a company’s employer brand and reputation might get severely tarnished. Even employees not undergoing a name change might feel their trust in the company eroding due to the mishandling of such a sensitive and crucial matter.
Legal and Compliance Considerations
When processing name changes, certain legal and compliance factors should always be kept in mind. These factors help formalise the change while remaining compliant with the existing legal framework and policies.
Make sure that an employee’s official documentation and processes reflect the name change. Retaining a copy of the name change proof allows companies to be able to prove why such changes were made within their systems
Having proper documentation of the transition helps the company with:
- Payroll, PF, ESIC, PAN, Aadhaar alignment
- Background verification and audit trails
- Data privacy and consent in internal communications
The Role of Managers and Teams
The onus of a name change is not limited to HR and the individual employees. Once the transition information is communicated, managers and other team members must also do their part to make the process smoother for all involved.
In particular, managers set the tone for how a name change is handled within a team. How they acknowledge and follow through on the transition is what employees will also mirror. Managers also need to take active steps to correct any name slips without making things awkward, especially when they are unintentional.
Both managers and team members should make sure that any jokes, curiosity, and/or “old name” references are handled with care. Depending upon the situation, such conversations can either be completely harmless or extremely damaging to one’s respect.
Getting the Name Right Gets the Relationship Right
Though old habits can be hard to break, active efforts to get the name right can go a long way in ensuring a positive relationship with the involved employee. A name change is rarely a matter to be taken lightly and, as such, should be treated with active care.
From company leaders, HR, to team members, and employees themselves, small but effective steps can help create a workplace that respects a person’s personal choices in a professional manner.
