Covering letter for PF name change(5 samples)

This article will list samples of “Cover letters for a PF name change.”

Samples of cover letters for PF name change

Many a time it happens that a withdrawal claim is denied if the Provident Fund account of the applicant does not reflect the correct information. The best format for writing a cover letter for a PF name change is as follows:

  • Address the recipient with a formal salutation. For example, “Dear/Hello (name of the recipient).” If you do not know the recipient’s name, you can refer to them as sir/madam.
  • The next step is to state why you are writing the letter. Mention the name of the employee whose details you want to rectify along with the name of the establishment.
  • Enter the correct details, i.e. the details you want to be reflected on your PF account.
  • List the relevant documents you have enclosed.
  • Conclude your letter with a forward-looking statement. 

Sample 1:

“Sub: Request for name correction.

Dear Sir/Madam,

I _____________(Your name), have been working at _____________(company name) for last __ years. In my PF account my name is mentioned as ______________(wrong name), but my actual name is __________________(correct name).

Here are my PF details UAN ________________, and PF member ID__________________.

Here I am requesting you to please correct my name to _________________(correct name), and kindly find the attached PF joint declaration form along with this letter.

Thaking you.

Yours faithfully,

Your name.”

Sample 2:


The EPF Regional Office,

PF Office Address.

Sub: Request for Name Correction

Respected Sir,

We the ______________(company name), writing this letter regarding the name correction of one of our employees _______________(employee name) of UAN ______________, and PF member ID ________________. He has been working in our company for last __ years..

In the PF portal, his name is mentioned as __________(wrong name). But his actual full name is ______________(correct name).

Here we request you to kindly make a correction of his name to_______________.(correct name)

Thanking you.

                                                                                                                   For the (company name)

                                                                                                                         Authorized Signatory.”

Sample 3:


The HR Manager,

__________ (Company Name),

__________ (Company Address)

Date: __/__/____ (Date),


__________ (Name),

__________ (Address)

Subject: Request for correction of date of birth in PF account

Respected Sir/ Madam,

With due respect, my name is _________ (Name) and I do hold a PF account bearing UAN number _________ (UAN Number). My employee ID is __________ (mention employee ID).

I would like to state that my date of birth mentioned in the PF account is _______ (incorrect date of birth) which is incorrect. I have tried updated online but _______ (getting error/pending verification/any other). It is to request you kindly guide me on the procedure for correcting the same to __/__/____ (date) in order to prevent any issues in the coming future.

I am enclosing a copy of _______ (ID proof/ any other). I shall be highly obliged for your quick response.

Thanking you,

_________ (Signature)

_________ (Your name),

_________ (Contact number)”

Sample 4:




Sub: Correction of Member Name of  ———— under PF Account No. DL/————-)

Dear Sir,

 Please refer to the subject cited above; it is to inform you that the name of the above employee was mentioned in Form No.6A & 3A as _________ instead of ­­­­­­­­­­­­­­­­___________. As per our record his correct name is _____________. In bank record also his name is ___________. We have also corrected our record as _____________.

 You also are requested kindly correct his name as ———– in your records & do the needful.

Thanking you.

Yours faithfully,

FOR ___________________________

(Authorized Signatory)”

Sample 5:


The Regional Provident fund commissioner

Sub Regional Office

Plot No 43,Sector 44


Sub: Correction Name

Dear Sir,

With reference to above subject as per our record Correct Name is Mentions below:-

P.F No As per Company Record As per Bank Record(Correct Name)


Kindly make the necessary changes in your record and make the settlement of P F Accumulation of the above mentioned member.

Thanking you

Yours Faithfully

For………………….Company Name

Authorised Signatory

Manish Soni”

Frequently Asked Questions:

Why do employees need to change their names in the PF portal?

The incorrect names in the PF portal will make trouble during the PF withdrawal process. So in order to avoid all these problems employees should correct their names in the PF portal.

Can you submit a joint declaration form online?

No, there is no option to submit a Joint declaration form online, you need to submit the hard copy of the filled PF joint declaration form offline directly to your regional PF office.

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