Replacing Important Papers

illustration of four piles of important paperwork and documents

After a disaster (including lost wallet or house fire), important papers may be destroyed, lost, or damaged. Following is information on how to replace your important papers.
 


Birth and Death Certificates

To replace a birth or death certificate for U.S. citizens who were born or died in the United States, contact the town/city where the birth or death occurred. You can also contact the State Vital Records office:

U.S. Citizens Born Abroad

For birth records of U.S. citizens born abroad, visit https://travel.state.gov/content/travel/en/replace-certify-docs/requesting-a-record.html or contact:

U.S. Department of State
Passport Services
Vital Records Section
44132 Mercure Cir., PO Box 1213,
Sterling, VA 20166-1213

The above mailing and email addresses are also used to obtain a “Report of the Death of an American Citizen Abroad” form for U.S. citizens who died abroad. 
 


Citizenship and Naturalization Papers

To access papers related to citizenship, immigration, permanent residency (green card), re-entry permit, and employment authorization, visit the US Citizenship and Immigration Services (USCIS) website. https://www.uscis.gov/

Application for Replacement Naturalization/Citizenship Document, N565 can be found at: https://www.uscis.gov/n-565
 


Credit Cards

American Express: 800-297-8500
Discover: 800-227-4825
Master Card: Contact issuing financial institution or 800-627-8372
Visa: Contact issuing financial institution or 800-627-8372
Store Cards: Contact the issuing store 
 


Driver Licenses or State ID Cards

The quickest way to obtain a duplicate driver license is to apply in person at any state department of motor vehicles (called different names in different states). You will need to complete an application for a license or identification card, which may be accessed at:


End of Life Documents

Will: Contact the attorney who prepared your will. If circumstances have changed, you may need to write a new will. The End of Life Documents Driver Licenses or State ID Cards Credit Cards Citizenship and Naturalization Papers Birth and Death Certificates original will be needed to file. Keep the original documents in a fireproof safe at home or safety deposit box. Keep copies of your will with your executer/executrix and let them know where the keys or combination to your safe/safe deposit box is located.

Power of Attorney: You should keep a copy of your power of attorney (POA) in a safe place, give a copy to your agent*, and file a copy with the land records office, if applicable:

  • Safe place: Store the original POA in a secure location, such as a fireproof safe or safe deposit box, where your loved ones can easily access it.
  • Agent: Give a copy of the POA to your agent so they are familiar with the document’s contents.
  • Land records office: If your POA gives your agent the power to conduct real estate transactions, file a copy with the registry of deeds in the county where you own real estate or expect to transact real estate.

*A POA agent, also known as an attorney-in-fact, is a person who is given the legal authority to act on behalf of another person, known as the principal, through a power of attorney (POA).

Advance Directive/Care Document: Give copies of the document to the individuals who will make decisions for you if you are not able to. File a copy with all your medical providers. Keep the original in a safe place. List your designees as emergency contacts on your cellphone and keep it up to date. Consider using your cellphone’s medical information app to keep your medical information updated.
 


Income Tax Returns

Call the nearest IRS office, or call 800-908-9946 and request Form 4506 or https://www.irs.gov/forms-pubs/about-form-4506 (“Request for Copy of Tax Return”).

To request state tax returns, contact your state tax office.


Insurance Policies

Contact the agent or company providing coverage. You may be required to complete a form, pay a fee for duplicate copies, or both. Knowing the policy number will expedite this request.

 


Marriage Certificates and Divorce

To learn where to obtain vital records, including marriage certificates and divorce decrees, you can contact the state vital records office where the event took place:

  • Maine: Contact the Maine Office of Vital Records, call (207) 287-3181 or toll-free at (888) 664-9491. The office is located at 244 Water Street, 11 State House Station, Augusta, ME 04333-0011. https://www.maine.gov/dhhs/mecdc/public-health-systems/data-research/vital-records/order/order1.html
  • Massachusetts: Access these records at the City or County Clerk’s Office or at the Registry of Vital Records & Statistics (RVRS). https://massachusettscourtrecords.us/family-court-records/marriage/
  • New Hampshire: Contact the Division of Vital Records Administration (DVRA) at the New Hampshire Department of State: Call (603) 271-4650 or email vitalrecords@sos.nh.gov. The office is located at 9 Ratification Way (formerly 71South Fruit Street), Concord, NH 03301-2410. https://www.sos.nh.gov/vital-records-0 You can also contact the city/town or county where the decrees were given.
  • Rhode Island: Divorce records are available from the Clerk of the Family Court where the divorce was granted. Marriage, birth and death records are available from the Town Clerk in the town or City Clerk in the city where the event took place.
  • Vermont: Certified copies can be requested online through the Vital Records Request Service for 2013 and earlier. Most town clerks are also issuing agents for Department of Health. To learn what vital records can be requested from town clerks, as well as what vital records can only be requested from the Department of Health, please contact the State Registrar or visit the Vermont Department of Health website. https://www.healthvermont.gov/stats/vital-records-population-data
     


Military Discharge Papers

Request Standard Form 180 (SF-180) from any office of the Veterans Administration, the American Legion, the Veterans of Foreign Wars, the American Red Cross, a veterans’ association, or military recruiter. You may also download the form from: https://www.archives.gov/veterans/military-service-records/standard-form-180.html

Fax the completed form to 314-801-9195 or mail it to:

National Personnel Records Center
1 Archives Drive
St. Louis, MO 63138

To find out if you are eligible for veterans’ benefits, how to apply, and what it will cost. 

Call the VA Health Benefits Service Center at 1-877-222-8387. You may be able to complete an application form online.
 


Mortgage Papers

Contact your lending institution (mortgage holder).
 


Passports

Call Passport Services at 1-877-487-2778 or 1-888-874-7793 (TTY). Complete form DS-64 (Statement Regarding Lost or Stolen Passport) from https://travel.state.gov/content/travel/en/passports/have-passport/lost-stolen.html

Mail it to the address on the form.
 


Passwords

Use an app on your cell phone to keep track of passwords. Use a password to protect your cellphone and give the password to your Power of Attorney so they can access them when needed.
 


Pesticide Licenses/Permits

Contact your state department of agriculture. 

New Hampshire Department of Agriculture, Markets and Food (NH DAMF) https://www.agriculture.nh.gov/

New Hampshire farmers/applicators can contact Beth Caldwell with the NH DAMF Division of Pesticide Control to ask for a replacement, call 603-271-3694 or email Beth.K.Caldwell@agr.nh.gov. Suggestion for farmers/applicators: keep a photo of the current permit on your cell phone. 

Daily use records would need to be available to be able to create the annual usage report. Take photos of the records as they are updated.
 


Property Deeds

Contact the Registry of Deeds in the county where the property is located.
New Hampshire Counties:


Savings Bonds/Notes

Call 844-284-2676 (Toll free) or visit https://www.treasurydirect.gov/forms/sav0107.pdf and complete Form PDF 1048E - Claim for Lost, Stolen or Destroyed U. S. Savings Bonds (EE/E/HH/H/I).

Unless instructed otherwise, send the required documents to: 

Treasury Retail Securities Services
PO Box 9150 
Minneapolis, MN 55480-9150

For more information, contact: https://www.treasurydirect.gov/contact-us/
 


Social Security Card

Visit https://www.ssa.gov/number-card/replace-card to obtain Form SS-5 (Application for Social Security Card). Follow the instructions to complete the form. 

For additional help completing the form, contact the Social Security Administration at 1-800-772-1213. 

Call TTY 1-800-325-0778 if you’re deaf or hard of hearing.
 


Vehicle Titles

Contact your state’s department of motor vehicles.

Additional Information About This Document

All contact information was verified at the time of the last revision of this publication (December 2024). However, this information is subject to change, so always confirm its accuracy on your own.

The information in this section was originally compiled by Jeanette A. Tucker, Ph.D., Associate Professor, Family Economics, Louisiana State University Agricultural Center (April 2006).

This is the non-state-specific version of this tool. It was adapted, with permission from Jeanette Tucker, by:

  • Becky Hagen Jokela and Phyllis Onstad, Extension Educators in Family Resource Management, University of Minnesota Extension
  • Ann Hamilton, Field Specialist for the University of New Hampshire Cooperative Extension (January 2025)

Contact

Ann Hamilton
Ann Hamilton
Food Safety Field Specialist
Extension Field Specialist, Food Safety
Phone: (603) 447-3834
Office: Cooperative Extension, Taylor Hall, Durham, NH 03824
Categories
Types