Telling Employers and Clients "That's Not Me" Without Sounding Defensive

Should you bring it up first?

It depends on what someone is likely to find. Search your name the way an employer or client would: your name alone, plus your city, plus your profession. If the namesake's results are harmless, such as a chef in another state, there is no need to mention it. If the results are serious, such as an arrest, lawsuit, or scandal, and they show up for searches an employer would run, speaking first is often wise.

Many employers search candidates online. Our guide to what employers see when they Google you explains what they tend to look at.

Speaking first has two benefits. It shows you are aware and comfortable, and it removes the surprise. A hiring manager who has already heard "there's another person with my name in the news" is far less likely to jump to conclusions.

The core script

The basic structure is: the fact, the difference, and the proof.

"Just a heads-up: there's another Jordan Miller in Denver who has been in the news. I'm Jordan T. Miller, the software engineer on LinkedIn."

That is all. No apology, no long story, no judgment about the other person.

Scripts for different situations

In a cover letter or application note. Most of the time, leave it out. If your namesake's results are serious and prominent, a single line near the end can work: "You may find another Jordan Miller in local news. My professional profile is linked below."

In an interview. Wait for a natural moment, such as when they ask if you have questions or when discussing background checks: "One quick thing, since you may search my name: there's another Jordan Miller nearby with some news coverage. That's not me. My LinkedIn and website have my real background."

When an employer raises it. Stay calm. "I understand why that came up. That's a different Jordan Miller. You'll see he's a different age, and I've lived in Boulder for the past ten years. I'm happy to share anything that helps."

With a new client. "If you look me up, you'll find a few Jordan Millers. I'm the one with the design studio in Boulder. My website has my portfolio."

With a landlord. "There's another person with my name who has some court records. My application uses my full legal name and birth date so the screening company can match the right person. If anything looks off, please let me know so I can dispute it."

Scripts for written channels

On a recruiter call or email. Recruiters often search candidates before passing them along. "Before you send my profile over, a quick note: there's another Jordan Miller in Denver with news coverage. I'm Jordan T. Miller, and my LinkedIn is the best place to confirm my background."

When a reference check is coming. Let your references know which version of your name you use and that someone may mention the confusion, so they are not caught off guard.

On a dating or networking profile. You do not owe anyone an explanation, but if a match or contact brings it up, the same one-liner works: "Ha, yes, that's a different Jordan Miller. I'm the engineer."

What proof to offer

Usually, pointing to your website or LinkedIn is enough. They show your photo, work history, and location. If more is needed:

Do not share sensitive documents casually by email. If an employer needs to verify identity for a background check, provide that information through their official process.

• Your full name with middle name and your city.
• A link to a professional license lookup, if your field has one.
• In a formal screening context, your ID and address history provided through the official process.

What not to do

Do not over-explain. A long, detailed explanation can sound defensive.

Do not criticize the other person. Saying they are a criminal, a fraud, or a bad person adds nothing and can sound unkind. If you say something untrue about them, it can also create legal risk.

Do not lie or exaggerate. Stick to facts you can support.

Do not ignore a report error. If a background report lists the other person's record, an explanation alone may not be enough. File a dispute.

When it is a background report, not a search

There is a big difference between a hiring manager seeing a search result and a background screening report listing a record as yours. The second is a consumer report, and the Fair Credit Reporting Act gives you rights.

According to the FTC, if an employer might reject you based on a background report, it generally must first give you a copy of the report and a summary of your rights. Use that window. Tell the employer the record is not yours, and file a written dispute with the screening company that prepared the report. Under 15 U.S.C. 1681i, the company generally must reinvestigate within 30 days.

Our guide to fixing a background check that pulled the wrong person walks through the process step by step.

Following up in writing

After a conversation, a short email can help, especially if the decision maker needs to share it:

"Thanks for talking with me today. As mentioned, the news coverage involving another Jordan Miller is not about me. My LinkedIn profile and website are linked below. Please let me know if anything else would be helpful."

Keep it brief and professional.

Reduce the need to explain

The less people confuse you, the less you have to explain. A distinct name version, a personal website, and matching profiles make the difference obvious before anyone asks. See middle names and initials at work and signals that help Google tell you apart.

Put your website or LinkedIn address on your résumé and email signature so people go straight to the right page instead of searching.

How it feels, and why it is worth practicing

Bringing this up can feel awkward, especially if the namesake's results are embarrassing. Practicing your one-liner out loud a few times helps it come out naturally. Most employers and clients appreciate the honesty and move on quickly. What they remember is that you were calm and prepared.

A note on fairness rules

Federal law also limits how employers can use criminal history in general. The U.S. Equal Employment Opportunity Commission explains that employers should not treat people with similar records differently based on race, national origin, or other protected traits, and that an arrest alone does not prove someone did something wrong. These rules apply to real records, but they are a useful reminder that a single search result should never be the whole story about anyone, including you.

If it keeps costing you opportunities

If you suspect you are losing jobs or clients because of namesake confusion despite clear signals and explanations, consider:

• Requesting copies of any background reports used in decisions, and disputing errors.
• Strengthening your online presence further, such as publishing work under your name version.
• Talking to a lawyer if a report error caused a lost job or housing opportunity.

Common questions

Sources

1. Employer Background Checks and Your Rights (Federal Trade Commission)
2. 15 U.S. Code section 1681i (Cornell Legal Information Institute)
3. Background Checks: What Job Applicants and Employees Should Know (U.S. Equal Employment Opportunity Commission)
4. Enforcement Guidance on the Consideration of Arrest and Conviction Records in Employment Decisions (U.S. Equal Employment Opportunity Commission)