Terms and conditions

The Deed Poll Department will not provide a refund in the following cases:

Incorrectly executed deed poll

If the Deed Poll is not signed, dated, or witnessed correctly, the company will not issue a refund. It is the applicant’s responsibility to follow the provided instructions for executing the document properly.

Failure to follow instructions

If the applicant fails to follow the instructions provided by the company for executing or submitting the Deed Poll, the refund guarantee does not apply.

Applicant error in the application

If the applicant makes a mistake in their application (e.g., spelling errors, incorrect details) and the Deed Poll is rejected as a result, the company is not responsible and will not issue a refund.

Organisations outside the UK

Our guarantee applies only to organisations based within the United Kingdom. It does not extend to organisations or entities located outside the UK. Therefore, if a deed poll is rejected by a non-UK organisation, our refund guarantee will not apply. The guarantee specifically covers UK-based organisations, including government departments and public bodies.

Non-British nationals

The refund guarantee does not extend to foreign nationals, regardless of whether they reside in the UK. Foreign nationals are advised to check the name change requirements of their country of origin before applying for a Deed Poll.

Incorrect or false information provided

If the applicant provides inaccurate, incomplete, or false information during the application process, the Deed Poll Department is not obligated to issue a refund.

Undisclosed previous name changes

If an applicant has previously changed their name but does not disclose this when applying and instead apply for a standard deed poll, the refund guarantee will not apply. Should a deed poll be rejected by an organisation due to the applicant’s undisclosed history of prior name changes, no refund will be issued. In such cases, the appropriate document is a replacement deed poll, which records the details of the earlier name change.

Name rejected by computer systems

If the chosen name is rejected due to incompatibility with a record holder’s computer system (e.g., names that are too long, too short, contain numbers, diacritical marks, or are single names), the refund guarantee does not apply.

Unacceptable name or reason for name change

If the chosen name or the reason for the name change is deemed unacceptable by a record holder (e.g., vulgar, offensive, frivolous, or commercial names), the company will not issue a refund.

Use of special characters in names

Some names include special characters (e.g., accents, diacritical marks, or symbols) that are not supported by UK passports and many official government systems. For example, a name such as “Khloé” may appear as “Khloe” on certain official records, even if the Deed Poll shows the original spelling. While some organisations may accept and display the special character correctly, others may not, which could lead to inconsistencies across official documents such as banking, HMRC, DVLA, and travel records.

If the Deed Poll is rejected by any organisation due to the use of special characters, the Deed Poll Department cannot be held responsible, as each organisation has its own restrictions on symbols and characters. Applicants choosing to include special characters in their name accept full responsibility for any issues that may arise from their use.

Impersonation or celebrity names

If the chosen name is identical or very similar to that of a celebrity, public figure, or well-known individual, and this results in additional scrutiny or questioning by UK organisations (such as HM Passport Office, DVLA, or other government bodies), the applicant is responsible for providing a reasonable explanation. If the organisation ultimately rejects the name change for this reason, the refund guarantee does not apply.

Additional documentation required by record holders

Some organisations may require additional proof of name usage or updated documents (e.g., a new passport) before accepting the Deed Poll. If the Deed Poll is rejected due to such requirements, the refund guarantee does not apply.

Lack of mental capacity

If the applicant is deemed to lack the mental capacity to make decisions about changing their name (e.g., under the Mental Health Act), the refund guarantee does not apply.

Lack of parental consent for child applications

For child name changes, consent must be obtained from all individuals with parental responsibility. If this consent is not provided in writing, the Deed Poll will not be accepted, and no refund will be issued.

Replacement deed poll
If an applicant requests a replacement Deed Poll, they must provide details of all previous name changes. If this information is not disclosed in full, some organisations may reject the document due to an incomplete record of name change history. Please note that in these circumstances, our refund guarantee will not apply. A replacement Deed Poll is designed to give an accurate record of all past name changes.

Processing of the order has started

Once the Deed Poll Department has started processing the application, refunds are generally not provided. Deed Polls are considered customised documents, and under consumer protection regulations, they are exempt from cancellation rights once processing has commenced.

Names resembling titles or honours

If the chosen name resembles a title (e.g., Lord, Baron, Princess) or implies honours (e.g., surnames ending with OBE or VC), and it is rejected for this reason, the refund guarantee does not apply.

Names chosen for commercial or frivolous purposes

If the name is rejected because it is deemed to have been chosen for commercial purposes, bets, or frivolous reasons, the refund guarantee does not apply.

Trademarked names

If the chosen name is a trademarked term (e.g., Coca Cola) and is rejected for this reason, the refund guarantee does not apply, unless the name is also a common personal name (e.g., John Lewis).

Single names (no surname)

If the chosen name consists of only a first name with no surname and is rejected for this reason, the refund guarantee does not apply.

Failure to provide rejection evidence

If the applicant cannot provide a copy of the rejection letter from the organisation stating the reason for non-acceptance, the refund guarantee does not apply.

Failure to allow the company to resolve the Issue

If the applicant does not allow the Deed Poll Department to contact the rejecting organisation to attempt to resolve the issue, the refund guarantee does not apply.