REPLACING DOCUMENTS POST-DISASTER
(Adapted from Texas RioGrande Legal Aid with permission.)
Please note the information below is not exhaustive. To find legal help from a nonprofit legal services organizations,
court-based self-help center, or a State Bar-certified Lawyer Referral Service in California, please go to
www.LawHelpCA.org.
The State Bar of California, Office of Legal Services December 2016 | Page 1
I. Document: BIRTH OR DEATH CERTIFICATE
Agency or Department: California Department of Public Health
Links: http://www.cdph.ca.gov/certlic/birthdeathmar/Pages/CertifiedCopiesofBirthDeathRecords.aspx
Contact Info: 916-445-2684
Forms: Application and Sworn Statement for Certified Copy of Birth Record (VS 111)
Application and Sworn Statement for Certified Copy of Death Record (VS 112)
Notes: There are two types of certified copies for a birth or death certificate:
authorized and informational of the document. For more information, see
instructions on the application forms or review the following documents:
DMV pamphlet for Certified Copies of Birth Records
DMV pamphlet for Certified Copies of Death Records
Please note the sworn statement must be notarized. Allow at least 15
business days for processing.
The list of vital record fees for a certified copy varies when requested through
CDPH Vital Records.
II. Document: MARRIAGE CERTIFICATE, DIVORCE RECORDS
Agency or Department: California Department of Public Health
Links: http://www.cdph.ca.gov/certlic/birthdeathmar/Pages/CertifiedCopiesofMarriageandDivorceRecords.aspx
Contact Info: 916-445-2684
Forms: Application and Sworn Statement for Certified Copy of Marriage Record
(VS 113-A)
Notes: There are two types of certified copies: authorized and informational. A
notarized sworn statement is required for authorized certified copies of
marriage certificates. The list of vital record fees for a certified copy varies
when requested through CDPH Vital Records.
Processing fees are deposited upon receiving your request. Please allow 3-4
weeks from the date of deposit to receive your vital record in the mail.
Before submitting your application to CDPH Vital Records, please view
processing times to make sure they are acceptable for your needs. If not,
submit your request to the County Recorder’s Office in the county where the
marriage license was issued, or the Superior Court in the county where the
divorce was filed.
If you are using the state application form - but are submitting your request
to a county office for processing - please first check with the county office
to confirm their certified copy fees, as they may be different from the State
fees. Refer to the "Directory of County Vital Record Offices" for county contact
information. For more information, see: DMV pamphlet for obtaining certified
copies of marriage records and DMV pamphlet for obtaining certified copies of
divorce records.
The State Bar of California, Office of Legal Services December 2016 | Page 2
III. Document: CA DRIVER’S LICENSE OR IDENTITY CARD
Agency or Department: California Department of Motor Vehicles
Links: https://www.dmv.ca.gov/portal/dmv/?1dmy&urile=wcm:path:/dmv_content_en/dmv/dl/dl_info#duplicateID DL
Forms: Driver License or Identification Card Application form (DL 44)
Commercial Driver License Application form (DL 44C)
Notes: You must apply in person for a duplicate license or ID card:
Ø Make an Appointment(s) to visit a DMV office
Ø Complete form DL 44 or 44C and submit original in person. Copies will
not be accepted. For a duplicate driver license, minors must have
parents' or guardians' signatures on the DL 44
Ø Pay the appropriate application fee
Ø Provide thumb print
To ensure your identity is secure, the DMV will validate your photo, social
security number, and personal information. You will be issued an interim
license valid for 90 days and/or a receipt for your ID card until you receive
your new card in the mail within 60 days. If you do not receive your card
after 60 days, call 1-800-777-0133 to check the status. Have your interim
license or ID card receipt with you.
IV. Document: CERTIFICATE OF TITLE FOR VEHICLE
Agency or Department: California Department of Motor Vehicles
Links: https://www.dmv.ca.gov/portal/dmv/?1dmy&urile=wcm:path:/dmv_content_en/dmv/pubs/brochures/howto/htvr10
Forms: Application for Duplicate or Paperless Title (REG 227) form
Notes: To request duplicate title, sections 1-3 of REG 227 form must be completed
by the legal or registered owner (if no legal owner is on DMV records) and
submitted with the duplicate title fee. Submit application and fee (if any) to a
DMV office or by mail to: DMV, P.O. Box 942869, Sacramento, CA 94269.
V. Document: VEHICLE REGISTRATION, PLATES, STICKERS, DISABLED PLACARD, ETC.
Agency or Department: California Department of Motor Vehicles
Links: https://www.dmv.ca.gov/portal/dmv/detail/vr/duplicate
Forms: Application for Replacement Plates, Stickers, Documents (REG 156) form
Notes: The DMV website has detailed information and instructions about applying
for a replacement registration card, license plates, stickers, placards, and
other documents at:
https://www.dmv.ca.gov/portal/dmv/?1dmy&urile=wcm:path:/dmv_content_en/dmv/vr/vr_info#B
M2515.
The State Bar of California, Office of Legal Services December 2016 | Page 3
VI. Document: SOCIAL SECURITY CARD
Agency or Department: Social Security Administration
Links: https://faq.ssa.gov/ics/support/kbanswer.asp?QuestionID=3755
Forms: Application for a Social Security Card (Form SS-5)
Notes: Apply for a replacement Social Security card online or use the Application
for a Social Security Card form.
You can create an online my Social Security account to apply for a
replacement Social Security card online if you:
Ø Are a U.S. citizen age 18 or older with a U.S. mailing address (this
includes APO, FPO, and DPO addresses);
Ø Are not requesting a name change or any other change to your
card; and
Ø Have a valid driver's license or a state-issued identification card
from one of the following states:
§ Arizona (driver’s license only);
§ District of Columbia (driver’s license only);
§ Idaho (driver’s license only);
§ Iowa;
§ Kentucky;
§ Maryland;
§ Michigan;
§ Mississippi;
§ Nebraska;
§ New Mexico;
§ North Dakota (driver’s license only);
§ Pennsylvania;
§ South Dakota;
§ Washington; or
§ Wisconsin (driver’s license only).
If you do not qualify to apply online, please visit, New or Replacement Social
Security Number and Card, to find out how to apply for a card.
Allow 10 business days for processing your application
VII. Document: MEDICARE CARD
Agency or Department: Social Security Administration
Links: https://faq.ssa.gov/ics/support/kbanswer.asp?deptID=34019&task=knowledge&questionID=3708
Forms: See notes for information about online application.
Notes: Apply for a replacement Medicare card online at my Social Security. You can
also apply for a new card by calling the National Social Security Hotline at
800-772-1213 (TTY 800-325-0778), or apply in person at your local Social
Security office. If you get Medicare health or drug benefits from a Medicare
Advantage Plan, call your plan to get a replacement card. Allow 30 days for
processing your request.
The State Bar of California, Office of Legal Services December 2016 | Page 4
VIII. Document: MILITARY SERVICE RECORDS and other documents
Agency or Department: National Archives and Records Administration
Links: https://www.archives.gov/veterans/military-service-records
Forms: Request Pertaining to Military Records Form SF-180
Notes: To obtain discharge papers, separation documents, service personnel
records and medical records, request DD Form 214 in Section II on Form SF-
180.
Online. Request through eVetRecs, the online system
https://vetrecs.archives.gov/VeteranRequest/home.html
Mail or Fax. Complete Form SF-180 and mail or fax your signed and dated
request to the address specified by eVetRecs or the instructions on Form SF-
180. Click here for locations of service records. Response time varies. If your
request involves a service fee, you will be notified as soon as that
determination is made. Please click here for information about other methods
to obtain military service records.
For emergency requests, provide an explanation in the “Comments” section
of eVetRecs or in the “Purpose” section of Form SF-180. Fax request to the
National Personnel Records Center (NRPC) at 314-801-0764 or call
customer service at 314-801-0800 for questions.
IX. Document: PASSPORT for U.S. CITIZEN
Agency or Department: U.S. Department of State, Bureau of Consular Affairs
Links: https://travel.state.gov/content/passports/en/passports/lost-stolen.html
Contact Info: 877-487-2778 (TTY 1-888-874-7793)
Forms: DS-11: Application for a U.S. Passport
DS-64: Statement Regarding a Lost or Stolen U.S. Passport Book and/or Card
Notes: If you are in the U.S. and NOT traveling within 2 weeks, you must submit
both Form DS-64 and Form DS-11 in person at a passport acceptance facility
to replace your passport.
If you are in the U.S. and ARE traveling in 2 weeks or less, you must make an
appointment to apply in person at a passport agency or center to replace
your passport.
X. Document: VISA FOR TRAVEL OUTSIDE OF U.S.
Agency or Department: See notes.
Links: See notes.
Forms: See notes.
Notes: Contact the embassy or consulate for the country that issued the travel visa
for information and instructions to obtain a replacement visa. Please see the
list of websites for foreign embassies in the U.S. at:
http://www.state.gov/s/cpr/rls/dpl/32122.htm
The State Bar of California, Office of Legal Services December 2016 | Page 5
XI. Document: PASSPORT for NON-U.S. CITIZEN
Agency or Department: U.S. Department of State, Bureau of Consular Affairs
Links: https://travel.state.gov/content/visas/en/general/lost-or-stolen-travel-documents.html
Forms: See notes.
Notes: File a report with the local police station and get a copy. Contact the local
embassy or consular section for the country of your citizenship for
information about the procedures to replace a lost or stolen passport.
Contact information for U.S. Embassies, Consulates, and Diplomatic Missions
can be found at: https://www.usembassy.gov/.
XII. Document: VISA FOR TRAVEL TO U.S.
Agency or Department: U.S. Department of State, Bureau of Consular Affairs
Links: https://travel.state.gov/content/visas/en/general/lost-or-stolen-travel-documents.html
Forms: N/A
Notes: File a report with the local police station and get a copy.
Email the Consular Section of the U.S. Embassy or Consulate outside the U.S.
which issued your visa to report the visa lost or stolen. Filing the report will
invalidate the visa for future travel. To replace the visa, you must apply in
person at a U.S. Embassy or Consulate abroad, and provide a written
account documenting the loss of your passport and visa. Bring police report.
You can remain in the U.S. for the duration of your authorized stay as shown
on the admission stamp or Form I-94. Contact information for U.S.
Embassies, Consulates, and Diplomatic Missions can be found at:
https://www.usembassy.gov/.
XIII. Document: NONIMMIGRANT ARRIVAL-DEPARTURE DOCUMENT (paper Form I-94)
Agency or Department: U.S. Citizenship & Immigration Services (USCIS)
Department of Homeland Security (DHS), U.S. Customs and Border Protection (CBP)
Links: Information about replacing passports, visa and Form I-94:
https://travel.state.gov/content/visas/en/general/lost-or-stolen-travel-documents.html
Information about replacing Form I-94:
https://www.uscis.gov/sites/default/files/USCIS/Resources/C3en.pdf
Contact Info: 877-227-5511
Forms: USCIS Form I-102 Application for Replacement/Initial Nonimmigrant Arrival-
Departure Document and Instructions
Notes: To replace paper Form I-94, use Form I-102. If you submit Form I-102 on
paper, sign the form at Part 4, Item Number 3.a.,” Applicant’s Signature.”
The fillable version of Form I-102 now includes “Don’t forget to sign!”
messages and an arrow pointing to the signature box as reminders for when
you print the completed form for mailing. USCIS rejects any unsigned Form
I-102. Having to return it to you for a signature will delay processing of your
application. The filing fee is $330—the form is not eligible for fee waiver as
of 12/16. Click here to get filing address for Form I-102.
If you entered the U.S. after I-94 automation (April 30, 2013) and you were
not issued a paper I-94, your I-94 record of admission can be obtained by
visiting www.cbp.gov/I94.
The State Bar of California, Office of Legal Services December 2016 | Page 6
XIV. Document: NATURALIZATION CERTIFICATE
Agency or Department: U.S. Citizenship & Immigration Services (USCIS)
Links: https://www.uscis.gov/n-565
Forms: Form N-565 Application for Replacement Naturalization/Citizenship
Document and Instructions
Notes: If you believe you are eligible for a fee waiver, complete Form I-912, Request
for Fee Waiver (or a written request) and submit it and any required
evidence of your inability to pay the filing fee with the application. You can
review the fee waiver guidance at https://www.uscis.gov/feewaiver. The most
current information on where to file is at www.uscis.gov/N-565, or call the
National Customer Service Center at 800-375-5283 (TTY 800-767-1833).
The most current information on where to file is at www.uscis.gov/I-90 , or
call the National Customer Service Center at 800-375-5283 (TTY 800-767-
1833).
XV. Document: GREEN CARD/ PERMANENT RESIDENT CARD
Agency or Department: U.S. Citizenship & Immigration Services (USCIS)
Links: https://www.uscis.gov/greencard
Forms: Form I-90 Application to Replace Permanent Resident Card and Instructions
Notes: File Form I-90 online or by mail with the application fee. If you apply for a
fee waiver, you may not file online. You can review the fee waiver guidance
and Form I-912 at https://www.uscis.gov/feewaiver.
Call 800-375-5283 to check the status of your application.
While waiting for the new card, request an I-551 stamp from USCIS as
temporary evidence of your permanent resident status.
XVI. Document: EMPLOYMENT AUTHORIZATION DOCUMENT (EAD)/ WORK PERMIT
Agency or Department: U.S. Citizenship & Immigration Services (USCIS)
Links: https://www.uscis.gov/green-card/green-card-processes-and procedures/employment-
Forms:
Notes:
authorization-document
Form I-765 Application for Employment Authorization
If your EAD is lost, stolen or destroyed, it may be replaced by filing a new
Form I-765 and filing fee, unless you qualify for a fee waiver. You can review
the fee waiver guidance and Form I-912 at https://www.uscis.gov/feewaiver.
However, dependents of certain foreign governments, international
organizations, and NATO personnel are not required to pay a fee for a
replacement EAD.
The most current information on where to file is at www.uscis.gov/I-765,
or call the National Customer Service Center at 800-375-5283 (TTY
800-767-1833.
If an application for a replacement card is received and the applicant no
longer has any basis for applying for employment authorization, the card
submitted with the application will not be returned and the applicant will be
advised that they do not have a current basis for applying for employment
authorization.
The State Bar of California, Office of Legal Services December 2016 | Page 7
XVII. Document: FOOD STAMPS ELECTRONIC BENEFITS TRANSFER (EBT) CARD
Agency or Department: CalFresh Program
Links: www.ebt.ca.gov/caebtclient/lostcard.jsp
Contact Info: 877-328-9677
Forms: See notes.
Notes: Request a replacement EBT card as soon as possible by calling the Customer
Service telephone number at 877-328-9677.
XVIII. Document: MEDI-CAL BENEFITS IDENTIFICATION CARD (BIC)
Agency or Department: California Department of Health Care Services
Links: www.dhcs.ca.gov/Pages/contact_us.aspx
Forms: See notes.
Notes: Contact the local county social services office to request a replacement BIC.
A list of offices by county with contact information can be found at:
www.dhcs.ca.gov/services/medical/Pages/CountyOffices.aspx
XIX. Document: HEALTH CARE INSURANCE CARD
Agency or Department: Your health care provider (see notes)
Links: N/A
Forms: See notes.
Notes: For a list of health insurers providing group coverage and individual
coverage in California with contact information, please go to:
www.insurance.ca.gov/01-consumers/110-health/20-look/hcpcarriers.cfm
XX. Document: INSURANCE POLICIES
Agency or Department: Your insurance carrier
Links: See interactive list of insurance companies operating in California that
includes links to company information:
https://interactive.web.insurance.ca.gov/webuser/ncdw_alpha_co_line$.startup#
Other Lines of Insurance
Contact Info: 800-927-4357
Forms: See notes.
Notes: If you insurance policy is lost or destroyed, contact your insurance agent or
insurance company to get a copy of your policy. Most insurance carriers
have toll-free numbers to facilitate the claims process.
If your real or personal property or your business has been damaged or
destroyed, take pictures or video to document the damage.
For insurance questions, contact the California Department of Insurance at
800-927-4357 or complete the online form:
https://interactive.web.insurance.ca.gov/contactCSD/ContactUs.jsp.
To file a complaint, complete the Request for Assistance form:
http://www.insurance.ca.gov/01-consumers/101-help/ConsumerTechTips.cfm
To obtain a transcript of your tax return, go to the Get Transcript page to
request your transcript now. You can also order tax return and account
XXI. Document: STATE INCOME TAX RETURNS
Agency or Department: California Franchise Tax Board (FTB)
Links: www.ftb.ca.gov/individuals/faq/ivr/615.shtml
Contact Info: 800-852-5711 (TTY 800-822-6268)
Forms: Request for Copy of Personal Income or Fiduciary Tax Return Form FTB 3516
Notes: You may be able to access your tax return online. Go to MyFTB for
information on how to register for your account. You may also request a
copy of your California tax return by submitting Form FTB 3516 or by
submitting your request on plain paper and provide the following:
• Your Name (and Spouse if joint return)
• Social security numbers
• Telephone number including area code
• Current address
• Address shown on last return filed
• Tax year or years of returns requested
• Your signature. If you filed jointly, either spouse may sign.
Mail request to the address listed in the instructions with the appropriate
fee (check or money order made out to Franchise Tax Board) for each tax
return year you request. There is no charge for a copy of your return if you
are requesting a return for a tax year in which you were the victim of a
designated California or federal disaster. Allow 4 weeks for processing.
XXII. Document: FEDERAL INCOME TAX RETURNS-COPIES OR TRANSCRIPTS
Agency or Department: Internal Revenue Service (IRS)
Links: www.irs.gov/taxtopics/tc156.html?_ga=1.99986650.532424983.1477694811
Contact Info: 800-908-9946
Forms: Request for Copy of Tax Return IRS Form 4506; Request for Transcript of Tax
Return IRS Form 4506-T; Short Form Request for Individual Tax Return Form
4506-EZ
Notes: Complete Form 4506 and mail it to the address listed in the instructions,
along with the appropriate fee for each tax return requested.
· Make your check or money order payable to the United States
Treasury
· Enter your SSN, ITIN, or EIN and "Form 4506 request" on your
check or money order
· Allow 75 calendar days for processing
transcripts by calling 800-908-9946 and following the prompts in the
recorded message, or by completing Form 4506-T or Form 4506T-EZ and
mailing it to the address listed in the instructions.
If you were impacted by a federally declared disaster, the IRS waives the
usual fees and expedites requests for copies of tax returns for people who
need them to apply for benefits or to file amended returns claiming
disaster-related losses. For additional information, refer to Topic 107 or call
the IRS Disaster Assistance Hotline at 866-562-5227.
The State Bar of California, Office of Legal Services December 2016 | Page 5
The State Bar of California, Office of Legal Services December 2016 | Page 9
XXIII. Document: FEDERAL INCOME TAX RETURNS-COPIES OR TRANSCRIPTS
Agency or Department: Internal Revenue Service (IRS)
Links: www.irs.gov/taxtopics/tc156.html?_ga=1.99986650.532424983.1477694811
Contact Info: 800-908-9946
Forms: Request for Copy of Tax Return IRS Form 4506; Request for Transcript of Tax
Return IRS Form 4506-T; Short Form Request for Individual Tax Return Form
4506-EZ
Notes: Complete Form 4506 and mail it to the address listed in the instructions,
along with the appropriate fee for each tax return requested.
· Make your check or money order payable to the United States
Treasury
· Enter your SSN, ITIN, or EIN and "Form 4506 request" on your check
or money order
· Allow 75 calendar days for processing
To obtain a transcript of your tax return, go to the Get Transcript page to
request your transcript now. You can also order tax return and account
transcripts by calling 800-908-9946 and following the prompts in the
recorded message, or by completing Form 4506-T or Form 4506T-EZ and
mailing it to the address listed in the instructions.
If you were impacted by a federally declared disaster, the IRS waives the
usual fees and expedites requests for copies of tax returns for people who
need them to apply for benefits or to file amended returns claiming
disaster-related losses. For additional information, refer to Topic 107 or call
the IRS Disaster Assistance Hotline at 866-562-5227.
XXIV. Document: CREDIT CARDS
Agency or Department: Issuing Institution (bank or credit card company)
Links: Major credit card companies:
Ø American Express americanexpress.com/cardreplacement
Ø Discover www.discover.com/credit-cards/help-center/
Ø MasterCard www.mastercard.com/cgi-bin/emergserv.cgi
Ø Visa www.usa.visa.com
Contact Info: Major credit card companies:
Ø American Express 800-528-4800
Ø Discover 800-347-2683
Ø MasterCard 800-622-7747
Ø Visa 800-847-2911
Forms: See notes.
Notes: If you don't remember all the credit cards you had, you can obtain a free
annual credit report from any of the three credit reporting agencies below.
There is a central number sponsored by the three agencies to make a phone
request by calling 877-322-8228, or you can apply online at
www.annualcreditreport.com
Ø Equifax www.equifax.com
Ø Experian www.experian.com
Ø TransUnion www.transunion.com
The State Bar of California, Office of Legal Services December 2016 | Page 10
XXV. Document: DEBIT CARDS, ATM CARD, CHECKS
Agency or Department: Local branch of your bank or credit union that issued the card
Links: See notes.
Forms: See notes.
Notes: Most financial institutions have toll-free numbers to report loss. If you do
not know how to contact your bank, call the FDIC’s toll-free number at 1-
877-275-3342 for contact information or search for FDIC-insured banking
institutions at https://research.fdic.gov/bankfind/. To locate your credit union,
see http://cuonline.ncua.gov/CreditUnionOnline
XXVI. Document: DEEDS TO REAL PROPERTY
Agency or Department: County Recorder’s Office
Links: http://www.cdph.ca.gov/certlic/birthdeathmar/Pages/CountyRecorderOffice.aspx
Forms: See notes.
Notes: Request a copy of the deed at the county recorder's office in person, online
or by mail. Copy fees vary. You may have to request older deeds in person
depending on your county. Information needed includes current owner’s
name, property address, seller’s name, parcel or tax identification number.
Also, title companies maintain online databases that often mirror the county
recorder’s records.
XXVII. Document: WILLS AND TRUSTS
Agency or Department: See notes.
Links: See notes.
Forms: See notes.
Notes: Contact the attorney who prepared the document. To conduct a search for a
California attorney by name or State Bar member number, go to the State
Bar’s website at: http://members.calbar.ca.gov/search/member.aspx
Please email any corrections or additions to [email protected]
