How to Correct Name, Date of Birth, and Gender on Your Social Security Data

Updated on October 12, 2017
Ken I Cruz profile image

I have in-depth knowledge of Social Security programs and policies because I worked very closely with SSA and other social services.

The Biographical Data on Your Social Security Information

When you were born in the United States, your parents applied for a Social Security card for you. Maybe you were born outside of the US but your parent or parents are US citizens and still applied for a Social Security number for you. Or, you are not a US citizen but entered the US legally and are allowed to work in the US, and you or your parents applied for a Social Security number for you or yourself.

However you received your Social Security number, sometimes mistakes happen and your biographical data or "biodata" (your name, date of birth, place of birth, or mother's and father's name) is incorrect. How did this happen? Perhaps you or your parents (depending on who applied for a Social Security card) have poor penmanship and the information on the application for a Social Security card was illegible. Maybe the hospital that filled out the application for you mistyped the information on their computer. Even the Social Security Administration (SSA) can sometimes create a typo after the application was received. No matter how it happened, it can be fixed by the SSA.

How Would I Know My Info is Wrong?

There is no easy way to tell if your biographical data is wrong, but here are the most common situations that may indicate it is wrong.

  • You have been filing your taxes by paper or with an accountant for 10 years and you decided to do your taxes yourself this year via online. The online tax forms keep getting returned to you and will not be accepted by the IRS. When you file taxes by paper, the tax forms biodata interfacing with SSA are not so rigid, but when the electronic tax forms are interfacing with SSA's records, they must match. Usually the reason for the mismatch is that your name or date of birth (DOB) is incorrect with SSA.
  • You are applying for financial aid at your college but you keep getting denied. Usually this means your name, DOB, or citizenship status are incorrect with SSA.
  • You are applying for a loan or credit card but you always get turned down even though you legally live in the US and have been in the US for 10 years. Usually this means you never updated your "Work Authorized Only" Social Security number to either Permanent Resident or US citizen status, both of which has more privileges than a "Work Authorized Only" card.
  • You apply for a Social Security card replacement in the SSA office and they have your name, date of birth, gender, place of birth, or your mother and father's name wrong.
  • You have gone through a gender change or sex change and you never updated your new gender or sex with SSA.
  • You changed your name through the courthouse or have been married for 5 years or have been divorce for 7 years but never told SSA.
  • You were adopted during your childhood but your name and parents name was never informed to SSA.
  • You or your parents amended your birth certificate but never told SSA to update your new biodata.
  • You have been going by a nickname or shortened name for the last 25 years that even appears on your Social Security card, but it is not your legal name, and your employer can not hire you because of the name mismatch.
  • You applied for a job but got an E-Verify letter stating you need to go to the SSA office to confirm or update your legal status in the US. Usually this means you told your employer you are a US citizen but when they verified your information with SSA, it came back as non-citizen.
  • You tried to create an online mySSA account but the website keeps rejecting you. Usually this means your name or date of birth is incorrect.

These are the most common reasons for mismatching info with SSA. Usually you don't find out until you are trying to apply for a program like loans or filing taxes for many years unbeknownst to you.

There is no time limit to fix your biodata. You can correct it with SSA even if you never changed your name with SSA after 40 years of marriage. But SSA won't correct your information without proof. If you have the acceptable documents and evidence, SSA will correct your information. As always, the proofs must be original or certified copies. Remember, correcting your biodata directly with SSA is free. If someone is charging a fee to correct your information, you are not dealing with SSA and most likely it is a third party that is scamming you.

How do I Fix my Biodata?

For the most part, an original or certified copy of your birth certificate will suffice. Your birth certificate can allow SSA to correct your name (though it won't validate a name change from a marriage or divorce), date of birth, place of birth, gender, or parents' name.

A few examples of this type of correction are a name correction of a nickname or shortened name of Mike Smith to Michael Smith, a correction of a wrong month, day, or year in your date of birth, or an unknown father to a named father. These corrections are easy to make with an original or certified copy of your birth certificate.

It's best to deal with SSA in person. You can (but I suggest not to) mail your ID and birth certificate to the nearest SSA office. If you do this you must mail the original, not a photocopy. Yes, that means you have to mail your passport or driver's license with your original birth certificate to the office. If you don't want to do that, then go to the office yourself and wait to speak to a representative in person.

An example of an Original or Certified Birth Certificate

SSA will accept only Original or Certified copy of a birth certificate. Most US birth certificates, including Hawaii for instance, has security features like raised lettering, stamp, and glowing lines under blue light on them to halt counterfeiting.
SSA will accept only Original or Certified copy of a birth certificate. Most US birth certificates, including Hawaii for instance, has security features like raised lettering, stamp, and glowing lines under blue light on them to halt counterfeiting. | Source

What if I Don't Have my Birth Certificate Available?

If you don't have a birth certificate and you were born in the US, you would have to contact the Vital Records or Vital Stats of the State of where you were born. You can find the Vital Records office of any state by doing a quick online search. Make sure you are at your State governments website. The Vital Records website of your state should end with an extension of .gov. Once you find out the Vital Records office, you can request a copy of your birth certificate via mail, phone, or online.

SSA will not correct any information without proper proof or evidence. Do not go to the SSA office without your birth certificate if you are trying to correct your biodata. Depending on what needs to be corrected, SSA can accept other documents to correct your biodata but the birth certificate is definitely the most acceptable proof. If you provide any other proof besides the birth certificate, SSA will look into seeing if it is acceptable but it may delay the correction by weeks or months and sometimes, it may not be acceptable at all since it cannot be verified. If you have any doubts about your proof or evidence, just try your best to obtain your birth certificate.

Note: Below is a link to find your State Vital Records. Remember if it doesn't end with a .gov then it is not worth it. There is a third party link included in the link below called vitalrec.com which doesn't end with a .gov but does list all 50 states plus US territories of the US vital records and leads to their .gov website.

What Other Documents Can I Use?

Depending on the situation, there are other types of proofs that SSA will accept to change or update your biodata. Let's run through what would be the easiest and best way to correct your information.

Name Change Scenario

If you went to the courthouse and legally changed your name, e.g. from Ken I Cruz to Captain Cool Guy, you would have received a stamped or certified copy of the name change document. Bring that document along with your ID, whether it is the old name or new name, to SSA. The ID must not be a temporary or paper ID. If that's all you have, wait until you get the permanent plastic ID or US passport. Same deal with a marriage certificate or divorce decree. SSA would need the original or certified copy of either one plus your permanent ID or passport whether it is the old name or new name. It doesn't matter how far back you got married or divorce, if you never used them to change or update your name, SSA will accept them as evidence as long as they are original or certified copy but they can not use them more than once.

If you changed your birth certificate information by amending it, bring in the amended birth certificate. A common reason for an amended birth certificate is when the parents chose the mother's last name for the child but then amended the birth certificate to reflect the change of the child's last name matching its father. Or sometimes the father is not listed on SSA record at all but the birth certificate shows a named father. Bring in the amended birth certificate, original or certified, to the SSA office.

Legal Alien or US citizenship Update

You were issued a "Non-Work Authorized" Social Security number (somewhat rare scenario) and you received notification by Immigration and Department of Homeland Security (DHS) that you can stay in the US and are allowed to work. Bring in your I-94, Employment Authorization card, Immigration Order from Judge or whatever you received from DHS that allows you to work in the US to SSA. If you received a letter from DHS that states Notice or Notification of Action (it is a green typed secured letter), SSA can not use it to update your information. Make sure everything you provided is the original I-94, Employment Authorization Card, etc. This update would give you an SSN card that states "Valid for Work Only with DHS Authorization".

You still have a Social Security card that states "Valid for Work Only with DHS Authorization" but became a Permanent Resident Alien, which would mean you have a Permanent Resident card (a "Green Card"). Show your green card to SSA to update your information. After updating your resident status, your SSN card would look like a "normal" one which is just your name and your SSN with no writing above your name.

You became a US citizen but never updated your citizenship with SSA. Show your Certificate of Naturalization, Certificate of Citizenship, or your non-expired US passport to SSA.

Note: If you were not born in the US and need to correct or update your name and DOB, these previously mentioned DHS documents can be use to correct or update them as well. Some foreign birth certificates are acceptable but not all due to issues with certain countries known for fraudulent documents. If in doubt, bring these DHS documents instead of your foreign birth certificate.

Gender Change or Correction

For a gender change, SSA will need to see any one of the following

  • Full-validity, 10-year U.S. passport showing the new gender;
  • State-issued amended birth certificate showing the new gender;
  • Court order directing legal recognition of change of gender; or
  • Medical certification of appropriate clinical treatment for gender transition in the form of an original letter from a licensed physician.

The document must have enough biographical data (e.g., name and date of birth) to clearly identify you. As always, all documents provided must be original or certified copy.

If gender is an error and needs to be corrected, an original or certified copy of the birth certificate would be acceptable.

Place of Birth Correction

Sometimes your place of birth is incorrect. The city, state, or country is incorrect. If this happens, turn in an original or certified birth certificate. If you were born outside of the US, than a foreign birth certificate or foreign passport are acceptable.

Example of a Certificate of Naturalization

This is an old sample of a Certificate of Naturalization. They are colorized now including the photo embedded on the certificate. If you haven't already, go to SSA to update your citizenship, it will save you a lifetime of headaches.
This is an old sample of a Certificate of Naturalization. They are colorized now including the photo embedded on the certificate. If you haven't already, go to SSA to update your citizenship, it will save you a lifetime of headaches. | Source

Example of a Green Card, Red Card and I-94

These are samples of a Permanent Resident Card (Green Card), Employment Authorization Card (Red Card, and an I-94. In case you are in a situation described in the previous paragraphs, bring in these DHS documents to update your legal status.
These are samples of a Permanent Resident Card (Green Card), Employment Authorization Card (Red Card, and an I-94. In case you are in a situation described in the previous paragraphs, bring in these DHS documents to update your legal status. | Source

Most Important Info with SSA

The most important information that is used by SSA and other agencies is ranked as follows, 1 being the most important to correct:

  1. Name and Date of Birth - This needs to be corrected if it is incorrect with SSA. Name and DOB are often use by many companies and agencies such as banks, colleges, IRS and Social Welfare for identification verification. You must ensure that SSA has your name and DOB correct or you will always encounter problems with these types of places.
  2. Citizenship or Legal Alien Status - This needs to be corrected if you never informed SSA about your new citizenship or legal alien status. You will encounter problems with credit companies and banks if you apply for a loan. You will encounter problems with colleges if you apply for financial aid. You will encounter problems if you apply for a job and your employer cannot verify your citizenship or resident alien status. When these problems occur, you will most likely get denied for loans, benefits, and even the employment if your citizenship or alien status was never updated with SSA.
  3. Gender - This does not need to be corrected and is more of a personal preference. Sometimes incorrect gender does affect background checks when applying for certain kinds of benefits such as social welfare agencies.
  4. Place of Birth - This does not need to be corrected and is more of a personal preference. Incorrect place of birth would not affect you in applying for benefits. Sometimes the place of birth is used as an identifying question to verify a person's identity, so an incorrect place of birth can throw off the interview.
  5. Parents' Name - This does not need to be corrected and is more of a personal preference. Incorrect place of birth would not affect you in applying for benefits. But sometimes a parents' name is used as an identifying question to verify a person's identify in an interview, so an incorrect parents' name could throw off the interview.

Poll

Do you have your original Birth Certificate available?

See results

Conclusion

If you find out that SSA has misinformation on you, especially your name and date of birth, and it needs to be corrected, go to the nearest SSA office and provide an original or certified copy of your birth certificate and you State Issued ID or Driver's License (US passport can be used in place of ID or driver's license).

Sometimes, depending on what needs to be corrected, SSA would need other documents. Proof of citizenship can be shown in a form of US passport or Certificate of Naturalization. Amended birth certificate can correct gender and parents' name. Permanent resident card can update your resident alien status.

As always, if your information with SSA needs to be updated, go visit the office and provide original or certified copy of your evidence and your non-expired ID. Normally, correcting these information can be handled within a couple days. Sometimes SSA would need a few weeks to a couple months depending on the complications of the case. No matter what your reason is to correct the misinformation, SSA can fix it.

Go Create a mySSA Account

© 2017 Ken

Comments

    0 of 8192 characters used
    Post Comment

    No comments yet.