{"id":3705,"date":"2026-09-25T07:12:51","date_gmt":"2026-09-25T05:12:51","guid":{"rendered":"https:\/\/studentinsurance.pl\/?p=3705"},"modified":"2026-09-25T07:12:51","modified_gmt":"2026-09-25T05:12:51","slug":"first-and-last-name-on-the-insurance-policy-vs-passport-how-to-avoid-discrepancies-in-the-information","status":"publish","type":"post","link":"https:\/\/studentinsurance.pl\/en\/poradnik\/formalnosci-i-dokumenty\/imie-i-nazwisko-na-polisie-a-paszport-jak-uniknac-rozbieznosci-w-zapisie\/","title":{"rendered":"Name on the insurance policy vs. passport: How to Avoid Discrepancies?"},"content":{"rendered":"

When a set of documents belonging to a student or another foreign national is submitted to a university, government office, or visa office, the identity verification process begins by comparing the insurance policy or certificate with the passport. One letter, another order of names<\/strong> or different transliteration of a surname<\/strong> They don't say anything about the scope of protection, but they can halt the circulation of files. Below is an example of how to compare the two documents field by field<\/strong> and when to request a correction. The text does not assess whether a specific agency will accept a given version of the text.<\/p>\n\n\n\n

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Table of Contents<\/h2>\n\n\n\n
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  1. Why Data Consistency Matters<\/a><\/li>\n\n\n\n
  2. How to Compare a Passport and an Insurance Document Field by Field<\/a><\/li>\n\n\n\n
  3. Transliteration of the last name and the order of the first names<\/a><\/li>\n\n\n\n
  4. When to Request a Correction to Your Data<\/a><\/li>\n\n\n\n
  5. Documents vs. the Scope of the KLC\u2014Two Separate Issues<\/a><\/li>\n\n\n\n
  6. Frequently Asked Questions<\/a><\/li>\n<\/ol>\n<\/div><\/div>\n\n\n\n
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    \u26a0\ufe0f Important:<\/strong> The fact that the information on the policy matches that on the passport is merely a procedural requirement and does not guarantee that the authorities will accept a specific provision.<\/p>\n\n\n\n

    Insurance covering medical expenses for foreign nationals during their stay in the Republic of Poland is described in the general terms and conditions of insurance, including the General Terms and Conditions of TUZ Insurance. In the provided General Terms and Conditions of KLC conditions for payment<\/strong> Compensation and other benefits, as well as limitations and exclusions of the insurance company\u2019s liability, are specified in specific sections of the standard contract template, including those used by TUZ Ubezpieczenia and Compensa. The appearance of the certificate does not replace a review of the General Terms and Conditions of a specific contract.<\/p>\n<\/div><\/div>\n\n\n\n

    Why Data Consistency Matters<\/h2>\n\n\n\n

    The insurance document serves two purposes simultaneously. It serves as an attachment to a residence, visa, or university file, and at the same time identifies the person covered by the policy. The office does not assess the insurance company\u2019s liability, and the insurance company does not compile residence files. Both entities are linked by a unique string of characters that can be associated with passport data.<\/p>\n\n\n\n

    According to Uniqa\u2019s General Terms and Conditions, contacting the Emergency Center involves providing the necessary information about the insurance, including policy number<\/strong> and the insured person\u2019s first and last name. This is not an official guideline, but a practical tip. It shows that when reporting an incident, identity is verified based on a document, not on common pronunciation. If the information on the certificate differs from that on the passport, it indicates two different sets of data before anyone can assess the claim itself.<\/p>\n\n\n\n

    Discrepancies usually result from rushing: applications filled out from memory, recruitment emails, and transcripts previously entered into the university\u2019s system. A passport has a visual data track and a machine-readable zone. The policy has fields with character limits. A student certificate is often an abridged version of the full policy. Each of these documents may trim a portion of the text, omit a hyphen, or reverse the order of names. It\u2019s a good idea to compare the documents before submitting your application, rather than waiting until you\u2019re asked to correct any omissions.<\/p>\n\n\n\n

    How to Compare a Passport and an Insurance Document Field by Field<\/h2>\n\n\n\n

    Place the passport data page and the insurance document side by side. Don't judge the similarity of the entire block\u2014check letter by letter<\/strong>.<\/p>\n\n\n\n

    Last Name<\/strong>. Enter the Latin transcription from the line in your passport that you are using in the application. Check every letter, space, hyphen, and apostrophe. Example: \u201eAL-RASHID\u201d in the passport, \u201eALRASHID\u201d on the certificate. This is not an error on the part of the office. It indicates that the spellings are not identical.<\/p>\n\n\n\n

    Names<\/strong>. Count the names and check the order. Example: passport \u201eMARIA ANA,\u201d insurance policy \u201eANA MARIA.\u201d Another example: passport \u201eJUAN CARLOS,\u201d certificate \u201eJUAN.\u201d The absence of a middle name or a reversal of the order constitutes a discrepancy, even if the person uses only one name at the university.<\/p>\n\n\n\n

    Date of Birth<\/strong>. This is a verification field. It does not replace the last name, but it helps confirm that the document pertains to the same person. Compare the date values\u2014not just the periods and dashes. Do not correct the numbers on the scan with a pen.<\/p>\n\n\n\n

    Document Number<\/strong>. If the policy or certificate includes a passport number, compare it character by character with your travel document.<\/p>\n\n\n\n

    Citizenship<\/strong>. If the field appears on both documents, it must match the information in the passport. The absence of the field on the certificate is not automatically an error. A different country code, however, is.<\/p>\n\n\n\n

    Example without official verification: The passport lists the last name as \u201eSHEVCHENKO\u201d and the first name as \u201eSERHII,\u201d while the certificate lists \u201eSHEVCHENKO SERGEY.\u201d The first name was transcribed differently. For the insurance policy, use Latin transcription from the passport<\/strong>, not from the table of contents or a messaging app. A complete PDF or a legible printout is more reliable than a photo with glare.<\/p>\n\n\n\n

    Transliteration of the last name and the order of the first names<\/h2>\n\n\n\n

    Passports written in non-Latin alphabets include a transcription provided by the issuing country. It is this transcription\u2014not a convenient English version\u2014that serves as the reference point. Don't guess the notation<\/strong> based on their pronunciation, business card, or recruitment profile.<\/p>\n\n\n\n

    Cyrillic example: \u201eAlexey\u201d in correspondence, \u201eALEKSEI\u201d in the passport. Arabic example: the prefix \u201eAL,\u201d sometimes with a hyphen, sometimes without. Chinese example: the order of the surname and given name in Latin script is sometimes the reverse of what is customary in Europe. Neither option specifies which authority will accept it. It only states that the insurance policy and passport should aim to identity of characters<\/strong>.<\/p>\n\n\n\n

    The insurance policy form usually separates the first name and last name. In some travel documents, the first field is the family name; in others, it is the first name. Pasting the entire line into a single field reverses the order on the certificate. Check the fields separately, rather than just seeing if the whole thing \u201esounds familiar.\u201d.<\/p>\n\n\n\n

    Hyphens and apostrophes are not just for show. \u201eO\u2019NEILL,\u201d \u201eONEILL,\u201d and \u201eO NEILL\u201d are three different strings. If the publisher\u2019s system does not accept an apostrophe, don\u2019t just ignore the issue. Ask for instructions on how the correction should be made, and document the variant<\/strong>, which will be included in the new certificate.<\/p>\n\n\n\n

    A student\u2019s information on the insurance certificate is often recorded later than the enrollment record at the dean\u2019s office. If there is a discrepancy between these sources, first determine which one should be considered accurate based on the passport. The insurance policy does not cover errors in the student record, and the student record is not considered the standard by the insurance company.<\/p>\n\n\n\n

    When to Request a Correction to Your Data<\/h2>\n\n\n\n

    Request a correction if you see a different letter, a different number of first names, a different order, a different hyphen, or a different transcription than what appears in your passport. Don\u2019t wait for a notice if the discrepancy is already on the printout.<\/p>\n\n\n\n

    Request a correction<\/strong>, when:<\/p>\n\n\n