When should I tell my editor I use a pen name?

September 28, 2020 10:53 AM

After a few months of writing for a friend’s blog, I landed a paid writing opportunity. The publication wants me to fill out tax forms, but my government name doesn’t match my byline.

I’ve been using a pen name for the past 25 years, since my government last name is long and hard to spell and because an estranged family member has been stalking me for almost that long. I feel nervous about filling out this form, since my work might not go out under my preferred name and because the editor might think I have something to hide. How should I handle this?

posted by pxe2000 to Work & Money (8 answers total)

Are your tax forms an I-9 and W-4?

Going by a preferred name: common, not a flag.
Lying about your legal name on your I-9? BIG OL FLAG.

Did the editor send you the tax forms to complete or is there an HR/back office? Tell whomever sent you the forms that your legal name is different than the name you use professionally, and ask if there's anything you need to do to ensure your preferred name is used everywhere except for legal documents. Unless this is an extremely small shop where the editor handles all the employment paperwork, there shouldn't be any need for your editor to know at all. It's the equivalent of birth-name-government-ID-Mike Smith being known as Janine Thomas. No one needs to know that but HR and the government.
posted by phunniemee at 11:01 AM on September 28, 2020 [1 favorite]

When I was an editor I had quite a number of writers whose legal name was not their pen name. I can't speak for all publications but we never got it wrong online; that name only appears on the contract/invoice/cheque/deposit.

However, in my (Canadian, large magazine) company, as the assigning editor I was directly responsible for ensuring signed contracts and approving invoices, so I definitely had to know.
posted by warriorqueen at 11:03 AM on September 28, 2020 [1 favorite]

Best answer: Even if it might be possible to communicate solely with HR, I think it's best to inform the editor now. I doubt they will see it as a big deal. Mention only the fact that you have a stalker- that's more than enough reason. Keep it simple and short. There's no need to say much more than you were going to fill out the paperwork and you wanted to let them know that you use a different name because you have a stalker.
posted by pinochiette at 11:10 AM on September 28, 2020 [2 favorites]

Tell ASAP but don't worry. This is fairly common AFAIK and as others say it's more a matter of getting the paperwork straight than allaying any suspicions or whatever.
posted by BlackLeotardFront at 11:30 AM on September 28, 2020 [1 favorite]

I am an editor (in the book world) and this is super, super common and nothing your editor will blink at. You just need to mention it to the editor and ask if they want you to connect with someone in HR or accounting re: your government paperwork (or if they will handle it for you). Unless/until you formalize your pen name as your legal name, all your tax docs should have your real name, and they don't need to mention your pen name anywhere.
posted by BlahLaLa at 12:14 PM on September 28, 2020 [2 favorites]

Former editor of a web publication here. I agree that this is super common and won’t raise eyebrows or cause issues. Congratulations on the new gig!
posted by third word on a random page at 2:14 PM on September 28, 2020 [1 favorite]

Nthing (as an editor) that this is absolutely normal, and I'd also add that you do not have to explain that you have a stalker if that feels too personal. Do give them a sense of how important it is that your legal and pen names remain separate (that's very unlikely to be an issue, but just to be on the safe side), but you don't have to divulge any details beyond "I write under a pen name and it's important to me that my government name not be connected with it publicly."
posted by babelfish at 2:41 PM on September 28, 2020 [3 favorites]

If you're in the US, you can also set up a business and get paid in its name. The IRS can issue an EIN instantly.
posted by Scram at 6:37 AM on September 30, 2020