What Is SS5 Form and When Should You Use It?

The SS-5 form is used for Social Security-related requests. Whether applying for the first time or making updates, submitting the correct information ensures accuracy in official records. Mistakes or missing details can cause issues, so properly completing and filing this form is essential.

Eligibility and When to Use It

The SS-5 form is required for obtaining a new or replacement Social Security card. Individuals who have never been issued a Social Security number, such as newborns or immigrants authorized to work in the United States, must complete this form. Parents often submit it on behalf of their children for tax and government program purposes.

It is also used for name changes due to marriage, divorce, or court order. The Social Security Administration (SSA) requires records to match official documents to prevent issues with tax filings, employment, and benefits. Those who become U.S. citizens must update their status with the SSA.

Replacing a lost or stolen Social Security card is another common use. While individuals are advised to memorize their number, a replacement may be necessary for employment or financial transactions. The SSA limits replacement cards to three per year and ten over a lifetime, except for legal name changes or administrative corrections.

Documents Required

Submitting the SS-5 form requires proof of identity, age, and U.S. citizenship or lawful immigration status. The SSA only accepts original or certified copies—photocopies or notarized documents are not valid. A U.S. passport or state-issued driver’s license typically satisfies the identity requirement. If unavailable, an employee ID, school ID, or health insurance card (excluding Medicare) may be considered.

For proof of age, a birth certificate is the primary document. A U.S. hospital birth record or a religious record established before age five may also be accepted. Parents applying for a minor must provide their own identification in addition to the child’s documents.

Non-citizens must present Department of Homeland Security (DHS) documents, such as a Permanent Resident Card (Form I-551), an Employment Authorization Document (Form I-766), or an I-94 arrival/departure record. Those with temporary work authorization must also show a valid work visa or other DHS employment approval.

Filing Steps

Accurately completing and submitting the SS-5 form ensures timely processing. The form must include full legal name, place of birth, and Social Security number if applicable. Errors or missing information can cause delays, so reviewing entries before submission is important.

The form can be submitted in person at a local SSA office or by mail. Mailing requires sending original documents or certified copies, which will be returned. Applying in person avoids mailing sensitive documents and allows applicants to confirm processing. The SSA’s online office locator tool helps find the nearest office.

Processing times vary based on request type and SSA workload. Generally, new Social Security cards or updates take about 10 to 14 business days. If applying by mail, additional time is needed for document delivery. Applicants who do not receive confirmation or a replacement card within the expected timeframe should contact the SSA.

Reasons for Possible Denial

Applications may be rejected if personal details do not match existing SSA records. Discrepancies in name spellings, birth dates, or other identifying details can trigger a denial. Ensuring all information matches legal documents helps prevent issues.

Illegible handwriting or incomplete fields on the SS-5 form can also result in denial. All sections must be filled out clearly and completely. Using black or blue ink and printing legibly reduces the risk of errors. If unsure about a section, applicants should review SSA instructions or visit an office for assistance.

Individuals may also be denied if they exceed the SSA’s limits on replacement Social Security cards. While exceptions exist for legal name changes or administrative corrections, requests beyond the annual or lifetime cap without valid justification may not be approved.

Updating an Existing Record

Changes to personal information, such as a legal name change or a change in citizenship status, require an update to Social Security records. The SS-5 form is used for these updates, and supporting documentation must be submitted. Keeping records accurate prevents complications with tax filings, employment verification, and benefits.

Name Changes

Individuals who change their name due to marriage, divorce, or court order must submit legal proof. Acceptable documents include a marriage certificate, divorce decree, or court order explicitly stating the new legal name. The SSA requires original or certified copies.

If the name change is not updated, discrepancies between Social Security records and other identification, such as a driver’s license or passport, can cause issues when applying for loans, filing taxes, or verifying employment eligibility. Employers rely on accurate Social Security records to report wages correctly, making timely updates important.

Citizenship or Immigration Status Updates

Individuals who become U.S. citizens must update their Social Security record by submitting proof of naturalization or citizenship. A Certificate of Naturalization (Form N-550 or N-570) or a U.S. passport serves as acceptable documentation.

Non-citizens with a change in immigration status, such as transitioning from a temporary work visa to permanent residency, must provide updated DHS-issued immigration documents. Keeping Social Security records current ensures benefits, such as Social Security retirement or disability payments, are calculated correctly and prevents delays in future claims.