How To Replace Important Documents
September 18, 2018
Replacing vital documents that may have been destroyed during a hurricane, flood, fire or other disaster can be overwhelming, and since you may not even need some of them for years, it’s easy to forget or not even realize what you’re missing until it’s a critical need and possibly too late. I know that if I lost my home or had it totally flooded, it would take me awhile to even start thinking of what I lost. To that end, I created a list of the items that would be the highest priority to replace, along with links to the various agencies that can help.
Although the process varies with the document type, these general steps can help you get started. Before diving in, keep in mind that many of these agencies may want to mail new documents to you. If the home that you list as address-of-record has been destroyed, you should contact your local post office first and ask if you can pick up your mail or have it forwarded to a new, temporary location prior to having new documents mailed out.
Identification (ID) Cards
State-issued identification
If your driver’s license or state-issued ID needs replaced, contact your state motor vehicle agency. You may need to provide other forms of ID that contain your photo, full name, and date of birth, so confirm with them what you’ll need to bring with you to prove your identity.
Social Security card
Contact the Social Security Administration (SSA) to request a replacement card. This service is free of charge, but there are pretty stringent requirements for proof of ID, so you may need to complete some of the other steps first. You can also call (800) 772-1213 or visit a local Social Security office.
Medicare ID card
The SSA can also help you replace a lost or destroyed Medicare card.
Medicaid ID card
Contact your state Medicaid office to request a replacement.
Permanent Resident (green) card
The U.S. Citizenship and Immigration Services (USCIS) can help you replace a lost or destroyed permanent resident (green) card.
Military ID card
Learn how to report a lost or destroyed military ID card and how to get a replacement. You’ll likely have to go to a local office to apply.
Passport
If your passport was lost, destroyed, or suffered water damage, you must report the loss immediately. Once you report it, it is invalidated by the State Department and can’t be used if it is found later. However, taking this step may be one of the first you need to take in order to provide proof of ID for some of the other documents you’ll need.
Replacing a damaged passport
Passports that have water damage can no longer be used. In order to replace it, you’ll need to apply in person at an acceptance facility or at a local passport agency. You will need the following:
- The damaged U.S. passport
- A signed statement explaining the damage
- Form DS-11 (Application for U.S. passport)
- Citizenship evidence (i.e., birth or naturalization certificate)
- A photocopy of citizenship evidence
- Present ID (in person)
- A photocopy of ID
- One passport photo
- The ability to pay the fees
Replacing a lost passport
If your passport is completely gone, you will also need to apply in person and include the following:
- Form DS-64 (Statement regarding lost or stolen passport)
- Form DS-11 (Application for U.S. passport)
- Citizenship evidence (i.e., birth or naturalization certificate)
- A photocopy of citizenship evidence
- Present ID (in person)
- A photocopy of ID
- One passport photo
- The ability to pay the fees
According to my research, if your citizenship evidence was lost or damaged as well and you are unable to replace them before applying for your passport, you can request a file search for an additional fee if you have previously been issued a passport.
Expedited service
If you are traveling in two weeks or less or need a foreign visa in 4 weeks or less, you can make an appointment at a passport agency for expedited service. This is the quickest way to get your passport, but you will be charged an additional $60. You can make an appointment online or call (877) 487-2778.
Vital records
Birth certificate
If you were born in the U.S.
Find the vital records office in the state where you were born and check with them to see if you can obtain a certified copy of your birth certificate without any identification and follow the instructions.
- A few states don’t require a government-issued photo ID, or they will accept other solutions like a sworn statement of your identity. Some states allow your mother or father whose name is on the birth certificate to submit a notarized letter with a copy of their own photo ID.
- If you need to get a copy of your birth certificate quickly, ask the vital records office at the time you place your order about getting expedited service or shipping.
If you were board abroad or on a military base outside the U.S.
If you were born to American parents abroad, they should have registered your birth with the U.S. Embassy or consulate in that country and received a Consular Report of Birth Abroad. You can get a copy of this report from the U.S. Department of State. Depending on the country, a vital records office in the nation may also list the birth.
If your parents did not register your birth with the U.S. Embassy, you may have to contact the hospital where you were born. You may also try contacting the base operator or public affairs office for the appropriate military branch if you were born on a base.
If you were born abroad and adopted by a U.S. citizen
The country in which you were born issued your birth certificate, so that adds another wrinkle. If you need a replacement, contact the nearest foreign embassy or consulate for that country to get started. A child born in a foreign country and adopted by a U.S. citizen does not receive a U.S. birth certificate. If the document is in a language other than English, you should also seek the embassy’s help in getting the document translated if you require authenticated documents.
If you have a child who was adopted from a foreign country and you need their birth certificate, fill out an application for replacement of naturalization/citizenship form or contact U.S. Citizenship and Immigration Services for further help.
Marriage certificate
To obtain the document that proves you were married, contact the vital records office in the state or county where you got married. Even though the guidelines vary by state, all requests will require:
- Full names of both spouses at time of marriage
- Month, day, and year of the marriage
- Place of marriage (city or town, county, and state)
- Purpose for which copy of marriage certificate is needed
- Relationship to persons whose marriage certificate is being requested
- Daytime telephone number (include area code)
Death certificate
You may need to provide a copy of the death certificate of a spouse or other family member for a variety of legal reasons including life insurance claims, pension benefits for a surviving spouse, or spousal Social Security benefits; applying for Medicaid benefits; changing joint bank and credit card accounts, utilities, mortgages, vehicle titles, and leases; and remarrying.
If the death occurred in the U.S.
You can request a certified copy of a death certificate from the vital records office of the state or territory in which the death occurred. See the instructions for that state or territory for details such as fees, address to write to, and the requestor’s required identification. In addition to your state’s requirements, all requests should contain:
- Full name of the person whose death certificate is being requested
- Their sex
- Their parents’ names, including maiden name of their mother
- Month, day, and year of their death
- Place of death (city or town, county, and state; and name of hospital, if known/applicable)
- Purpose for which the copy is needed
- Your relationship to the person whose record is being requested
- Your daytime telephone number with area code
If the death occurred outside the U.S.
You will need to obtain a copy of the Consular Report of Death of a U.S. Citizen Abroad for U.S. legal proceedings. See Death of an American Abroad for details on obtaining a copy of this report.
Divorce decrees and certificates
A divorce decree is an official document from the court that grants the termination of a marriage. It includes specific details of the divorce and is issued by a state vital records office. A divorce certificate shows that a divorce occurred but does not state all of the same information as a divorce decree. Either may be required in a variety of instances later in life, so you’ll want to make sure you have a copy.
U.S. divorces
Divorce Decree: contact the “county clerk’s office” or “clerk of the court” for the county or city in which the divorce was granted.
Divorce Certificate: Contact the state vital records office in which the divorce was granted.
Overseas divorces
If the divorce occurred outside the U.S. and you are in the U.S., contact the appropriate country’s embassy or nearest consulate to find out how to get a copy of the divorce decree.
United States law does not require U.S. citizens to register a foreign divorce decree at an embassy. But if the foreign country in which your divorce took place is a signatory to the Hague Convention on the Authentication of Documents, you may bring your divorce decree to a U.S. Embassy or consulate to have it certified.
Military records
Request Standard Form 180 (SF-180) from any office of the Veterans Administration, American Legion, VFW or Red Cross, or download from government archives.
Other documents
Credit cards
- American Express: 800-528-4800
- Discover: 800-347-2683
- MasterCard: 800-622-7747
- Visa: 800-847-2911
Food stamps or EBT card
Food stamps are provided by the Supplemental Nutrition Assistance Program (SNAP). To report a lost card or re-establish benefits, contact your state’s program here.
Your will, powers of attorney, trust and other important legal documents
If you used an attorney, chances are they kept a copy for you. If you’ve made a contract or agreement with someone, chances are they have a copy as well. If neither is the case, then you may need to have new documents created.
Other helpful links
USA.gov – Replace Your Vital Records
National Center for Health Statistics – for links to other states’ vital records.
Take it one thing at a time
Some of these documents will be crucial to continuing daily life, so you’ll want to prioritize replacing them as soon as you can. Others can wait, but if you’ve lost any of these during a recent disaster, try to make time to slowly work on the process of obtaining replacements so you’ll have them when you need them.