What is a Statutory Declaration for Application to Change Name (Form 11155E or 11156E) - Adult's or Child's Name

People often get confused when it comes down to the legal process of changing their name in Ontario.  At first, it can appear to  be a tedious and complex process but if you follow it through correctly, it should become a simple enough task to get it done.   So, then, how do you legally change your name? Well, the short answer it depends! 

In Ontario,  there are several types of name changes that individuals can legally request, as follows:

1. Name change due to marriage: A person can take their spouse's surname or combine their surname with their spouse's surname after getting married.
2. A person can revert back to their pre-marriage surname after getting divorced.
3. Name change for adults (Form 1155E): An adult can legally change their name for any reason, as long as the new name is not for fraudulent or illegal purposes.
4. Name change for children: A child's name can be changed by their parents or legal guardians with the permission of the court.
5. Gender marker change: An individual can apply to have their gender marker changed on their birth certificate, driver's license, health card, and other identification documents.
6. Correction of errors: A person can request a name change to correct an error in their name or the spelling of their name.

It's important to note that the process and requirements for each type of name change may differ, and it is advisable to consult with a legal professional or the Ontario government's website for more information.  You can find out more here. 

The statutory declaration portion is a sworn statement that confirms that you are legally changing your name and that the information provided in the form is true and accurate to the best of your knowledge. It is generally used to change your name on your birth certificate, driver’s license, and other government-issued documents. As you may be aware, it's a legal process that requires certain supporting documentation and legal procedures to be followed accurately. So, if you're  unsure about the process or have any specific questions, it is recommended that you seek legal advice or contact Service Ontario for more information. Nonetheless, we'll try and break it down for you below.

Adult Name Change

There's two different types of forms.  Before you can apply, you first need to be 16 years of age or older and have lived in Ontario for the past 12 months.  If you are in fact 16 or 17 years old, then a consent must be provided from every individual who has legal custody of you BEFORE you can actually change your name (complete part 3 of the application), in any event, you can use either form (Adult name change or application to change a child's name).

If you are over 18, then use the application to change an adult's name, otherwise if you are under 16, then you use the application to change a child's name.  Just so you're aware, there's little differences between the adult and child applications.

Now, if you're married or have signed a Joint Declaration of Conjugal Relationship document, then you are required to complete Part 2 of the application and give notice to your your partner or spouse that you're changing your name.

As it pertains to a police records check, according to Form 11155E (Section D - page 5 of 17, it states as follows, "If you answered “Yes” to questions 2, 3, 4, or 5, you must provide a current original police record check with this application."

In that case you would download and print this form right here and give it to the police force.  However, it is your responsibility to ensure this form meets all requirements when you're including it with your application and also ensure that the officer doing the check meets all requirements as outlined in the form, such as,  conducting searches on every criminal offence of which the person has been convicted; searching every criminal offence of which the person has been found guilty and has been discharged, except if the Criminal Records Act (Canada) requires that the record be purged; etc.

Once you've completed your 11155E application form and the police check (if required), then you can submit your completed application with $137 payment and any other supporting documents required by mail or in person at the Service Ontario location at 47 Sheppard Avenue East, Unit 417, 4^th Floor
Toronto, ON, M2N 5N1.

If it was approved, congratulations! You'll receive a change of name certificate. This will display your   your previous and your new name.

Now, you're at liberty to use this certificate to update your name on various other personal documents, including:

• Driver's license (bring your certificate of name change and other identification documents, such as your current driver's license and proof of address to a ServiceOntario location);
• Health card;
• Passport (applying for a new passport);
• Social insurance number (you will require your certificate of name change, birth certificate and passport);
• Bank accounts and credit cards;
• Your will, insurance policies, and property titles.

It is recommended to review all your personal documents and contact the relevant authorities to update your name accordingly. The requirements and process for updating your name on personal documents may vary depending on the document and the organization involved, and it is advisable to contact each organization for specific instructions.

Every person born in Ontario who changes their name will also get a new birth certificate in their new name. The birth certificate that is automatically issued does not contain parental information. If you wish to apply for a birth certificate with parental information or a certified copy of the birth registration, you can do so by submitting a Request for Birth Certificate application and the associated payment. If you were born elsewhere in Canada, notice of your name change is sent to the vital statistics office in the province or territory (except Quebec) where you were born. You will need to apply to that vital statistics office to obtain a new birth certificate.

Translation of Documents

If your supporting documents are not written in English or French, you have to send a Translation.

If you are not choosing to hire a professional translator, then you will need a written declaration to be sworn in the presence of a commissioner for taking affidavits or notary public.

Here's a Step-By-Step Guide

Step 1 - Download Your Name Change Application

Begin by downloading your application forms, either by clicking the above button "download file" or click here.   As stated above, there's two (2) different forms for changing your name in Ontario. If you are over 18, use the application to change an adult's name or if you're under 16, use the application to change a child's name. 

Step 2 - Summary of Each Section 

• Part 1, A-C

In this section is all about you, yours and your parents personal information, including what you'll change your name to be.

• Part 1, D-E

This section covers information about any criminal convictions or charges that you have had in the past. This section is officially called the "Criminal Offence Declaration" and it is required for all adult applicants (18 years of age or older) who are changing their name. In this section, you will need to disclose details of any criminal offenses, including the nature of the offense, the date of the offense, and the sentence or penalty imposed. You will also need to provide information about any outstanding criminal charges that you may have pending. It's important to provide accurate and truthful information , as any false statements could result in legal consequences.  In the event, that you do have a criminal offence and you answered yes to any of the questions, then you have to complete a police record check for a change of name form. If you do not have any criminal offenses or charges, you need not provide or undergo a police record check.

• Part 2 on the adult’s application

You need to give notice to those that are married about your name change.  Common-law relationships also fall under this category. However, you do not need to provide any notice not fill out this section of the application, if you're not married.

• Part 2 - Child’s application

With respect to this portion, you'll need consent from anyone who has custody of your child.

• Part 3 - Adult’s application

Again, if you're either 16 or 17 years old, then written consent must be obtained from every person who has legal custody over you. You will note, that the application provides for one (1) consent form to be completed, however, if you have more than one (1) person that has custody over you, then you'll need to complete additional pages for each individual.  

• Part 3 - Child’s application

If there's anyone legally entitled to access information about your child, such as another parent or guardian, then this sections is for giving notice of the  name change to them. 

• Part 4 - Guarantor

Finally, part 4 is about proving that you've lived in Ontario for at least a year. In this section, you will need to provide the name, address, and occupation of a person who will act as your guarantor for the name change application. A guarantor is someone who can confirm your identity and that the information you have provided in the application is true and accurate. The guarantor must meet certain eligibility criteria, such as being a Canadian citizen who is at least 18 years old and has known you personally for at least two years. They must also not be related to you by blood or marriage, and must not be in a common-law relationship with you. The guarantor will need to sign the application form and provide their own contact information, as well as swear an affidavit confirming the accuracy of the information you have provided. The guarantor may also be required to provide additional documentation or attend an interview with a commissioner of oaths to confirm their identity and eligibility. It is important to choose a suitable and trustworthy guarantor, as their signature and affidavit play a crucial role in the processing of your name change application.

If you do not know anyone that meets the criteria, you can use someone you've known for five years and who's not related to you.

Step 3: Group Supporting Documents Together

In addition to submitting your name change application, it is essential to provide supporting documentation that varies depending on individual circumstances. The required documentation is outlined on page 13 of the application form. We've taken the liberty to break it down for you below:

• For individuals born in Ontario, an original birth certificate or a certified copy of a long-form birth certificate is necessary.

• For individuals born in Canada but outside of Ontario, a photocopy of the original birth certificate or a certified copy of a long-form birth certificate will suffice.

• For those born outside of Canada, a photocopy of the original birth certificate or a certified copy of the birth registration from the country of birth is required. Additionally, a photocopy of Canadian citizenship card/certificate (both front and back), Canadian record of Immigrant Landing, or Permanent resident card (both sides) is necessary. If available, a photocopy of the passport used to enter Canada should also be included.

In the event that any of the aforementioned documents are missing, a written explanation outlining the reason must be provided and signed by the applicant. If you do not want to send your original birth certificate, then you'll likely require a certified copy of this form to be sent.   A certified copy is a copy that has been notarized by a notary public. While it is not mandatory to obtain certified copies for this application, some individuals may opt to do so if they wish to retain their original birth certificate.

Step 4 - Get Your Documents Commissioned

At this point you have to get the application signed with the seal of a commissioner or a notary public. Click here to get it done right away!

Step 5 - Arrange Payment

Step 5 of the name change process involves submitting the necessary payment of $137 to process your application. This fee can be paid through credit card by filling out the appropriate section on the form.

For individuals without a credit card, payment can be made by cheque or money order* that are made payable to the Minister of Finance. A money order can be obtained from a bank and the funds are withdrawn from the account at the time of issuance. The money order can be included with the application when it is submitted.

*Note: A money order is a type of slip that can be requested from a bank. It functions as a form of payment and the funds are deducted at the time the money order is issued.

Step 6 - Send Your Forms

Gather all documents together (application, supporting documents, and payment) and place them into a 10"L x 15" H, legal brown envelope (not mandatory).   

Mail your documents to the following address:

ServiceOntario

Office of the Registrar General
P.O. Box 3000
189 Red River Road
Thunder Bay, ON
P7B 5W0

Step 7 - Getting Your Certificate of Name Change

Step 7 of the name change process involves receiving your change of name documentation, which should arrive by mail within 6-8 weeks. The certificate you receive will serve as legal proof of your name change and can be used to update your identification, banking information, travel documents, and other legal documents.

In the event that there are errors or missing information in your application, it will be returned to you with detailed instructions on what needs to be fixed or added. There is no additional fee for resubmitting the corrected application.