How to reply to an email that gets your name wrong
Updated November 12, 2026
Answer the email first, and fix your name in one light, friendly line, usually in your sign-off or a brief note. Most name errors are typos or autofill, so don't make it a big deal. Be firmer only if it keeps happening or the name matters, such as a pronunciation or spelling issue.
- Reply
- Within 1 to 2 days. The name slip isn't urgent, but the underlying request is. Replying promptly with a gentle correction keeps the exchange friendly.
What your reply should say
- Respond to their actual question or request first, in the opening lines.
- Add a simple correction with your name spelled out, without any blame.
- Sign off with your correct name so it appears in the thread.
- If it's repeated, say it plainly and ask them to update their records.
3 replies you can copy
Pick the one that matches what you want to say, copy it, and change everything in [brackets].
1Light correction in sign-off
It's a one-off typo and you don't want to fuss.
Hi [Name], Thanks for your email. Here's my answer: [answer]. By the way, my name is spelled [correct spelling], with [detail]. No problem at all, just so you have it for next time. Thanks for understanding, and thank you again for writing to me about this. Thank you for helping me with it. Best, [Your name]
2Firm but friendly
They have gotten it wrong more than once.
Hi [Name], Thank you for your message. [Answer to their question.] One small request: my name is [correct name], not [wrong name]. I've noticed it a few times, so I wanted to mention it. I'd appreciate it if you could update your records. I appreciate your help with this, and thank you for your work on my request. Thank you, [Your name]
3Just answer, say nothing
It's a minor slip and you don't mind.
Hi [Name], Thanks for reaching out. Here's what I can do: [answer]. Let me know if you need anything else, and I'll be glad to help. Thanks again for writing in. Thank you again for reaching out, and I look forward to hearing from you. Please let me know if you need more from me. Best, [Your name]
Already late? Send this instead
For when you are a week late or more. Own the delay in one line, then do the job.
Hi [Name], Sorry for the late reply to your message. [Answer to their question.] Also, a quick note: my name is [correct name]. It's an easy slip, so no worries, and I wanted to help you get it right going forward. Best, [Your name]
Mistakes to avoid
- Opening with the correction, which makes the email feel like a complaint.
- Replying with sarcasm, such as using their name wrong back.
- Letting it slide forever if it matters to you, since it will happen again.
- Assuming it was meant as an insult. Most name mistakes come from autofill or typos.
- Correcting only in the signature if they never read down that far.
Questions people ask
Should I correct someone who gets my name wrong?
If it's a one-off, a gentle correction is enough, and you can skip it for someone you'll never meet again. For anyone you'll deal with often, correct it once so it doesn't become a habit. Kind and short works best.
What if they mispronounce or misspell it every time?
Say it plainly once, with the right spelling, and perhaps a simple pronunciation guide. If it still continues, a direct but friendly second note is fair. Most people will fix it once they know it matters to you. If it keeps happening, a polite second note is fair, since repeated errors are worth fixing.
More reply guides
How this page was made
Written by Westward, who make Orbit, as starting points you edit before sending. The replies use placeholders, not real people or real mail. Nothing here is legal, tax or medical advice; for contracts, money or health, check the document or ask a professional. All reply guides.