IMPORTANT PERSONAL DOCUMENTS
Searching for important documents when you really need them is the last thing you want to do. Especially since the process to replace some of them can take time. And with the ever-growing concerns over safety and identity theft, its important to know that these documents are in your possession and keep it that way. Better be safe than sorry!
Let’s tackle the task of locating and collecting the documents you do have. Then, I have provided information below for the documents you do not have. In the next post, I will give some ideas about where to store them.
Here is a checklist of important personal documents you should have:
Social Security card
Birth certificate
Marriage certificate
Divorce certificate
Birth certificate and Social Security card for each child
Passport
Will
Advance directive (durable power of attorney, living will)
Power of attorney for a minor
Insurance cards or policies (Medical, Dental, Vision, Life)
Immunization records for each child
Deed to your house
Car title
Resume
I know I know, I have some people panicking, thinking, “Uhh, I don't have a will…”, “Wait, what is an Advance Directive…”, or “Whoopsie, I do not know where those are.” Double check to see if you have them (or ask your parents) and if you do not have one or more, I have provided some details and links on how to obtain these documents. This might be a good time to collect the documents you do have so you can reorganize and store them in an organized manner.
SOCIAL SECURITY CARD. For most states (NOT if you have a driver’s license from Minnesota, Nevada, New Hampshire, Oklahoma, or West Virginia), you can apply for a replacement Social Security card online. Including those with a driver’s license from the states listed above, you can fill out Form SS-5 and bring the completed form and required documents to a Social Security office near you (Find an office near you), or mail the completed form and required documents to your local office (all supporting documents mailed to the Social Security office will be returned to you). Whether online, in person, or by mail, you will need to prove the following:
Citizenship- either a birth certificate or U.S. passport.
Age- If you do not have a birth certificate, then U.S. passport, religious record made before the age of five showing your date of birth, or hospital record of your birth.
Identity- U.S. passport, U.S. driver’s license, or state-issued non-driver identification card. If you do not have one of these specific documents and you are unable to get a replacement within ten days, you must provide other documents that are current/not expired, show your name and age or date of birth, and have recent photo (such as school ID, employee ID, U.S. Military ID).
* You may use one document to prove two of the above requirements, BUT you must provide at least two separate forms of identification. More information found here.
BIRTH CERTIFICATE. For anyone born in the United States, this process and the requirements depend on the state of your birth. Here is the link to find the information for each state- CDC- Where to Write for Vital Records. There is a fee to obtain a copy, which varies by state. For a child born abroad to a U.S. citizen parent or parents, there should be a Consular Report of Birth Abroad (more information found here) or contact the foreign embassy or consulate of the country in which you were born (more information found here).
MARRIAGE CERTIFICATE.(Not to be confused with a marriage license) For a certified copy of your marriage certificate, contact the vital records office in the state in which you were married. There is a fee to obtain a copy, which varies by state.
DIVORCE CERTIFICATE. Contact the vital records office of the state in which the divorce was granted. There is a fee to obtain a copy, which varies by state.
CHILD’S BIRTH CERTIFICATE AND SOCIAL SECURITY CARD. You do not automatically receive your child’s birth certificate after your child is born. You must apply for it. Most hospitals give you the application to fill out, but you have to mail the application. If you completed the application at birth and now you are seeking a copy of your child’s birth certificate, contact vital records office of the state in which your child was born and follow the instructions for that state. Each state’s requirements, fees, and procedures vary. If you never applied for a birth certificate for your child, contact the vital records office and obtain a birth certificate application.
To obtain a social security card for a child, you must fill out Form SS-5 with the required documents proving you child’s citizenship, age, and identity (same requirements listed above). You must also provide documents proving your identity and custody/relationship to the child, and take or mail the completed form and supporting documents to your local Social Security Office (Find an office near you).
PASSPORT. If you have never had a passport or your passport has expired, you must fill out Form DS-82 ( Printable Form DS-82), which includes all of the instructions, sign it, and mail the signed form and relevant documents, including your most recent passport if applicable (which will be returned to you separately), to the appropriate address listed on page 2 of the form. You can also fill out the form online and print out the completed form to send by mail with the appropriate documents (linked here). If your passport was lost or stolen, visit the U.S. Department of State website to find more information.
If you have a passport that has not expired and you need to change or correct information on your passport, the information can be found here.
LAST WILL AND TESTAMENT. A will is a legal document that sets forth your wishes regarding the distribution of your assets and care of minor children, if applicable, after your death. If you already have a will, make sure the information is still relevant today. If you do not have a will, I highly suggest looking into getting one. Circumstances can change quickly, and to be blunt, its not for you… its to save your loved ones time and stress during a time of grief.
*The legal requirements for a will vary greatly by state so it is important to do the proper research and/or speak with an attorney.
ADVANCE DIRECTIVE. An advance directive is a legal document that states how you want decisions regarding your health care to be made should you be unable to make those decisions yourself. Please note, the names of these documents can vary slightly by state, but a simple search of “Advance Directive” and your state should provide adequate results (to avoid free legal sample websites, look for a .org or .gov website for more information). An advance directive usually has two main elements (but can include others)- a durable power of attorney and a living will.
A durable power of attorney (also known as a medical power of attorney) is a legal document in which you name a person to be your agent (or proxy) to make health care decisions for you when you are unable to do so on your own.
A living will is a legal document that states specific future health care decisions (organ donation, pain relief, funeral wishes, etc.) only when you become unable to make those decisions on your own.
These documents can be used together or they can be used on their own. It is important to complete an advance directive while you are of sound mind. Given current events, these documents can be very important to have even if you are healthy now. The legal requirements for these documents vary by state. Some states, hospitals, and health care providers make basic forms available online (or in your health care provider’s office). It is also important to consult an attorney when necessary.
POWER OF ATTORNEY FOR A MINOR CHILD. A parent or legal guardian has the legal authority to act on a child’s behalf, including consenting to medical treatment and other decisions regarding the child(ren). However, if neither parent or guardian is available to make those decisions, that authority can be granted to another adult through a power of attorney for a minor child. If you leave your child(ren) in someone else’s care for an extended period of time, you may want to explore the possibility of obtaining a power of attorney for a minor child (it does not have to give blanket authority, i.e, there are ways to limit the power granted in a power of attorney for a minor child, such as specific dates and limited powers granted). For example my husband and I execute a power of attorney for a minor child any time we go out of town together and leave our daughter in someone else’s care, limited to the dates we will be gone and to medical decisions and treatment.
*The legal requirements for this document vary by state and it is important to know those requirements and the applicable state laws regarding a power of attorney for a minor child, and to seek legal advice when necessary.
INSURANCE CARD OR POLICY (HEALTH, DENTAL, VISION, LIFE). Log on to your health insurance company’s website and most companies will allow you to print a paper copy of your card. Or call your health insurance company to request a new card. If you do not know your health, dental, or vision insurance information, your employer’s/spouse’s employer’s benefit office can give you a summary of your benefit information.
For your life insurance policy, it is important to keep a copy in your possession. Again, this is to save your loved ones time and stress should something happen to you. Contact your life insurance provider if you are unable to locate your policy. If you have a policy through your employer, you can contact the benefit office to obtain further information.
IMMUNIZATION/VACCINATION RECORDS FOR A CHILD. First, check with your child’s pediatrician to see if the office can provide you a copy. Your state’s immunization registry may also have some, if not all, of your child’s records (linked here). Please note, the state immunization registry varies by state and it can take a while to receive the record, along with an associated fee. Another option is to check with your child’s previous school if applicable.
DEED TO HOUSE. You should have received the deed to your property at closing. If you need a copy, deeds are generally recorded in the county in which your property is located. Depending on the county and state, you can obtain a copy of the deed by visiting your county recorder’s office, via mail, or possibly online. There is usually a small fee to obtain the deed. You can also hire an attorney to obtain the deed.
CAR TITLE. The car title is proof of ownership, and you cannot sell or transfer ownership of the vehicle without it. It is important to note that until your car loan is paid off, the loan lender retains the title to your car. If your car is paid in full and you have lost or misplaced your original title, you can obtain a duplicate title, but the process varies by state. Duplicate car titles, in a lot of states, can be obtained through the Department of Motor Vehicles, but it can be obtained through the Department of Revenue for other states.
RESUME. Although this one is a little different than the other documents on this list, it’s on the list because of current events. Circumstances can change in an instant and a change in employment, whether voluntary or involuntary, is stressful enough. Scrambling to update your resume only adds to that stress. If you have a resume, make sure it is up-to-date. If you do not have a resume, start compiling dates and information to create a resume, or hire a resume writer.
I hope this serves as a kickstart to check if you have these documents or start the process to get them if you do not have one or more. Next post I will share information about where to keep them.
Important note- you should contact an attorney to obtain advice with respect to any particular legal matter. You should not act or refrain from acting on the basis of information provided here without first seeking legal advice.
— Mrs. B.
