How to Fill Out Form SS-5-FS (w/Examples) + FAQs

Form SS-5-FS is the Social Security Administration’s official application for a Social Security card used by people who live outside the United States, and you fill it out by completing 18 numbered items, signing in ink, and submitting it with original identity, age, and citizenship documents to your nearest U.S. Federal Benefits Unit or U.S. embassy. The “-FS” stands for Foreign Service, which means the form routes through the State Department’s overseas posts instead of a domestic SSA field office. Filing the wrong version of the form, or sending photocopies instead of originals, can stall your case for months.

The legal backbone for this form sits inside Section 205(c)(2) of the Social Security Act and the implementing rules at 20 CFR §422.103 through §422.110. These rules require strict evidence of age, identity, and U.S. citizenship or lawful work status before SSA issues any card. The SSA’s internal manual, the Program Operations Manual System (POMS) RM 10211, guides every clerk who reviews your packet.

According to the SSA’s Annual Statistical Supplement, the agency issues roughly 17 million new and replacement Social Security cards each year, and a steady share of those come from the more than 9 million U.S. citizens living abroad tracked by the Federal Voting Assistance Program.

Here is what you will learn in this guide:

• 📝 How to complete every line of Form SS-5-FS without triggering a rejection
• 🌍 Where to file the form based on your country of residence and the right Federal Benefits Unit
• 🪪 Which original documents satisfy SSA’s age, identity, and citizenship rules under 20 CFR §422.107
• ⚠️ The most common mistakes that cause SSA to return your application unprocessed
• ❓ Answers to the top questions about timing, fees, name changes, and replacement cards

What Form SS-5-FS Is and Who Must Use It

Form SS-5-FS is the foreign service version of the standard Form SS-5 used inside the United States. The “FS” suffix signals that the applicant lives outside the 50 states, the District of Columbia, Puerto Rico, Guam, the U.S. Virgin Islands, American Samoa, or the Northern Mariana Islands. You can download the current revision from the SSA international operations page.

The form serves three distinct purposes, and you check a box on item 1 to tell SSA which one you need. You use it to request an original Social Security number for someone who has never had one. You use it to request a replacement card if your card is lost, stolen, or damaged. You also use it to request a corrected card when your legal name, citizenship status, sex marker, or date of birth on file is wrong or out of date.

Who Qualifies to File SS-5-FS

You may file SS-5-FS if you are a U.S. citizen, a U.S. national, or a lawfully present non-citizen who is currently outside the United States. Newborn children of U.S. citizens born abroad are the largest single group, because parents need an SSN to claim the Child Tax Credit and to add the child as a dependent on a federal tax return. Adult expatriates who retire abroad and lose their card also use this form regularly.

Non-citizens generally need an immigration document showing lawful work authorization, such as a Form I-551 or an unexpired employment authorization document, under the rules in 20 CFR §422.105. Tourists, short-term visitors, and people on most non-work visas cannot get a Social Security number through this form.

Why the “FS” Version Matters

The standard SS-5 routes to a domestic SSA field office, but field offices outside the United States are limited and many were consolidated into Federal Benefits Units inside U.S. embassies. The FS version triggers the embassy or consulate to certify your evidence and forward it to the SSA processing center in Baltimore. If you mail a standard SS-5 to an overseas address, the SSA usually returns it and tells you to use the FS form, which adds weeks to your timeline.

The consequence of using the wrong form is real. A missionary family in Nairobi who files a domestic SS-5 by international mail may wait six months before learning the packet was rejected, while the correct FS filing through FBU Pretoria often resolves in 8 to 12 weeks.

Before You Start: Gather Your Evidence

SSA will not process the form alone. You must submit original documents or copies certified by the issuing agency, and the agency does not accept notarized copies under POMS GN 00301.030. Photocopies are rejected on sight.

Age Evidence

Your age evidence must be a public record made before age 5 if available, under 20 CFR §422.107(c). For most applicants, this means a certified U.S. birth certificate or a Consular Report of Birth Abroad (Form FS-240) issued by the State Department. For foreign-born applicants, a foreign birth certificate translated by an accepted translator works, although SSA may require additional proof.

The consequence of weak age evidence is a delay and sometimes a denial. SSA will keep your application “pending evidence” for up to 12 months before closing it.

Identity Evidence

You must prove who you are with a document that shows your name, identifying information, and preferably a recent photograph. Acceptable identity proofs include a current U.S. passport, a Consular Report of Birth Abroad, a state-issued driver’s license, or a foreign passport with a U.S. visa. School records and medical records may work for children under 18 under POMS RM 10210.025.

Citizenship or Lawful Status Evidence

For U.S. citizens, a U.S. passport or a Certificate of Naturalization (Form N-550) proves citizenship. For non-citizens, an unexpired Form I-551 green card, an I-766 employment authorization document, or an I-94 with the proper class of admission satisfies the USCIS evidence rules cross-referenced in 20 CFR §422.107(e).

Step-by-Step: How to Fill Out Each Item on Form SS-5-FS

The form has 18 numbered items plus a signature block. Use black or blue ink. Print clearly. Do not staple documents to the form. The official instructions appear inside the SS-5-FS PDF.

Item 1: Name to Be Shown on Card

Enter your full legal name exactly as you want it printed. The card has space for about 26 characters per line. Hyphens and apostrophes are allowed, but the agency drops accents and special characters under POMS RM 10212.001. If your legal name on your birth certificate is “María José García-López,” the card will read “MARIA JOSE GARCIA-LOPEZ.”

The consequence of a name mismatch with the IRS is real. A mismatch between your SSA name and your IRS Form 1040 name routinely causes the IRS to reject e-filed returns.

Item 2: Full Name at Birth (If Different)

If your current legal name differs from your birth name because of marriage, divorce, court order, or naturalization, enter the birth name here. A common mistake is leaving this blank when you have changed names, which forces SSA to send a follow-up letter. Provide a certified marriage certificate or court order proving the change.

Item 3: Other Names Used

List any prior legal names, including maiden names, prior married names, and adopted names. SSA uses these to cross-match earnings records under POMS RM 10212.015.

Item 4: Social Security Number Previously Assigned

If you ever held an SSN, enter it. Leave blank if this is your first application. Filing a duplicate original application after you already have a number can be treated as fraud under 42 U.S.C. §408.

Item 5: Place of Birth

Enter the city and country. For U.S. births, enter the city and state. SSA uses this to match against the Consular Report of Birth Abroad on file with the State Department.

Item 6: Date of Birth

Use the month-day-year format. Do not abbreviate the month. A birth date that conflicts with your age evidence triggers an automatic rejection under POMS RM 10210.295.

Item 7: Citizenship

Check one box. The choices include U.S. citizen, legal alien allowed to work, legal alien not allowed to work, or other. Non-citizens not allowed to work must show a valid non-work reason such as a federal benefit requirement under 20 CFR §422.104(a)(3).

Item 8: Sex

Mark male or female. The SSA updated its policy in (https://www.ssa.gov/news/press/releases/2022/#10-2022-2) so applicants no longer need medical or legal evidence to update the sex marker on their record.

Item 9: Race or Ethnic Description (Voluntary)

This item is voluntary. SSA uses the data for statistical research only and your answer does not affect the decision.

Items 10 and 11: Parents’ Names and SSNs

Enter each parent’s full birth name and Social Security number if known. For applicants 18 and older, the parents’ SSN fields are optional. For children under 18 applying for an original number, the parents’ SSNs are required under POMS RM 10205.105. The consequence of leaving these blank for a child applicant is a guaranteed rejection.

Item 12: Has the Applicant Ever Applied Before?

Check yes or no. If yes, enter the date and place of the prior application. SSA uses this to find prior records and avoid issuing a duplicate number.

Item 13: Name on Most Recent Card

If you held a card before, write the exact name as it appeared. A “Diane M. Carter” who married and now signs as “Diane Carter-Nguyen” should list “Diane M. Carter” here.

Item 14: Date of Birth on Most Recent Card

This must match item 6 unless you are also requesting a date correction.

Item 15: Today’s Date

Write the date you complete the form. Forms older than one year are usually rejected as stale.

Item 16: Daytime Phone Number

Provide a number where SSA or the FBU can reach you. Include the country code.

Item 17: Mailing Address

Use the address where you want the card mailed. SSA mails new cards only to the address on the form or to the FBU for pickup, never to a third party, under POMS RM 10225.025.

Item 18: Signature and Relationship

Sign in ink. If you are signing for a child under 18 or an incapacitated adult, check the relationship box and provide proof of guardianship such as a court order or birth certificate showing the parental relationship.

Three Real-World Scenarios

Below are the three most common SS-5-FS situations, each shown as an applicant action paired with the SSA consequence.

Scenario 1: Newborn U.S. Citizen Born Abroad

Applicant Action	SSA Outcome
Parents in Tokyo file SS-5-FS with the baby’s Consular Report of Birth Abroad and both parents’ U.S. passports through FBU Manila	SSA issues an original SSN within 8 to 12 weeks and mails the card to the Tokyo address
Parents mail only photocopies of the CRBA	FBU returns the entire packet and the family restarts the process
Parents file a domestic SS-5 instead of SS-5-FS	SSA in Baltimore rejects the form and instructs the family to refile on SS-5-FS

Scenario 2: Retired Expat Replacing a Lost Card

Applicant Action	SSA Outcome
A retiree in Lisbon submits SS-5-FS with a current U.S. passport through FBU Madrid	SSA mails a replacement card with the same number within 6 to 10 weeks
The retiree requests a third replacement in one year	SSA denies the request under the 10-card lifetime, 3-per-year limit
The retiree files without checking the replacement box on item 1	SSA treats it as a duplicate original request and opens a fraud review

Scenario 3: Name Correction After Marriage Abroad

Applicant Action	SSA Outcome
A spouse in Berlin files SS-5-FS with a certified German marriage certificate and an English translation	SSA updates the name and mails a corrected card within 8 to 14 weeks
The spouse submits only the marriage certificate with no translation	FBU returns the packet and asks for a certified translation under POMS GN 00301.330
The spouse waits 18 months after the marriage to update SSA	The IRS rejects the next year’s joint return because of the name mismatch

Three Named Examples to Make This Real

Maria Alvarez, a U.S. citizen living in Mexico City, gave birth to twins at the local hospital and needed SSNs to claim them on her Form 1040. She filed two SS-5-FS forms with two original Consular Reports of Birth Abroad through FBU San José, and the cards arrived within 10 weeks.

James O’Connor, a retired Navy veteran living in Chiang Mai, lost his wallet and needed a replacement card to update his direct deposit information with SSA. He filed SS-5-FS through FBU Manila with his U.S. passport and received the replacement in seven weeks.

Priya Sharma-Bauer, a U.S. citizen who married a German national in Munich, filed SS-5-FS to add her husband’s surname. She submitted her U.S. passport, her certified marriage certificate, and a certified English translation through FBU Athens, and her corrected card arrived in nine weeks.

Where to Submit Form SS-5-FS

You submit the completed form and original evidence to the Federal Benefits Unit that covers your country of residence. Each FBU handles a regional cluster of countries. FBU Manila handles much of Asia, FBU Athens handles parts of the Middle East and Eastern Europe, and FBU San José handles parts of Latin America.

If your country has no FBU, the local U.S. embassy or consulate accepts the form and forwards it to the regional FBU. The full coverage map is on the SSA international operations site.

How Long Processing Takes

Standard processing runs 8 to 12 weeks from the day the FBU receives a complete packet. Complex cases, including those involving naturalization records or contested name changes, can take 6 months under POMS RM 10211.420. The card is free, and SSA never charges a fee under 20 CFR §422.103(d).

Mistakes to Avoid

• Sending photocopies of identity documents instead of originals or issuer-certified copies, which causes an automatic return under POMS GN 00301.030.
• Using a domestic Form SS-5 when you live abroad, which routes the application to the wrong office and adds months of delay.
• Forgetting to check the box at item 1 indicating original, replacement, or correction, which forces SSA to treat the filing as a new original.
• Leaving parental SSNs blank for a child applicant under 18, which triggers a rejection under POMS RM 10205.105.
• Submitting a foreign-language document without a certified English translation, which violates POMS GN 00301.330.
• Mailing the packet to SSA in Baltimore directly from overseas instead of routing through the FBU or U.S. embassy, which can cause the packet to be lost.
• Signing the form on behalf of an adult relative without legal guardianship paperwork, which the FBU rejects under POMS GN 00502.139.
• Requesting more than three replacement cards in one year, which hits the limit set at the SSA card replacement page.
• Listing a third-party mailing address such as a tax preparer’s office, which violates the mail-only-to-applicant rule.
• Using whiteout or correction tape, which voids the form under the SSA’s forms acceptance standards.

Do’s and Don’ts

Do’s

• Do read the official SS-5-FS instructions before you start because the agency updates the form periodically.
• Do use the most recent passport you hold because expired passports are not accepted as identity evidence under 20 CFR §422.107(c).
• Do call ahead to the FBU for an appointment because many posts no longer accept walk-ins.
• Do keep a complete photocopy of the signed form and every supporting document for your records.
• Do file as early as possible after a birth, marriage, or naturalization to avoid name-mismatch problems on IRS returns.

Don’ts

• Don’t send original documents by uninsured international mail because lost passports cause weeks of replacement work at the State Department.
• Don’t mix multiple applicants into one envelope without separating each packet because the FBU may misroute one of the cases.
• Don’t sign a blank form and have someone else fill it in because the signature attests to the truth of every answer under 18 U.S.C. §1001.
• Don’t assume the card will arrive by a specific date because international mail times vary widely.
• Don’t hire an unlicensed “expediter” because no third party can speed SSA’s review under 20 CFR §422.110.

Pros and Cons of Filing SS-5-FS Through an FBU

Pros

• The FBU staff inspects your original documents and returns them the same day, which protects your passport from international mail loss.
• The card is free of charge under 20 CFR §422.103(d).
• FBU certification of evidence is recognized by the SSA processing center without further review.
• You can combine the appointment with other consular services such as passport renewal and CRBA filing.
• Embassy staff can flag fixable errors on the spot, saving you a second trip.

Cons

• FBU coverage has shrunk over the past decade, and many U.S. citizens must travel to a neighboring country to file under the current SSA international footprint.
• Appointments at busy posts such as U.S. Embassy London can be booked weeks out.
• Processing remains slower than domestic SSA field office processing because of the international routing.
• Some FBUs require in-person interviews for first-time applicants over age 12 under 20 CFR §422.107(a).
• Document translation costs in some countries can run several hundred dollars.

Key Entities Involved in the SS-5-FS Process

The Social Security Administration issues the number and the card and stores your lifetime earnings record. The U.S. State Department operates the embassies and consulates that host Federal Benefits Units and certify your documents. U.S. Citizenship and Immigration Services issues the immigration documents that non-citizens present as evidence of work authorization. The Internal Revenue Service uses the SSN issued through this form to track wages, withholdings, and dependents on tax returns.

The Federal Benefits Unit is the operational hub abroad. The processing center in Baltimore makes the final decision and prints the card. The applicant, and any parent or guardian who signs, are the last entities in the chain.

Court and Agency Rulings Worth Knowing

In Califano v. Aznavorian, 439 U.S. 170 (1978), the Supreme Court upheld SSA’s authority to apply U.S. rules to citizens abroad, which is the legal foundation for the FS form. SSA’s Acquiescence Ruling 92-2(6) addresses how the agency treats evidence collected outside the United States. The agency’s POMS GN 00301 chapter governs every evidence question that comes up during SS-5-FS review.

State Nuances for U.S. Citizens Who Recently Moved Abroad

Although SSA is a federal agency, your last U.S. state of residence can still matter. State-issued driver’s licenses are accepted identity proofs only while unexpired, and states like California and New York renew differently than states like Texas. If your only U.S. ID expired after you moved, you must rely on your U.S. passport for identity evidence.

State vital-records offices also vary in how they certify older birth certificates. The CDC’s Where to Write for Vital Records page lists each state’s contact and fee schedule. Order the certified birth certificate first because it can take 6 to 12 weeks in some states.

FAQs

Is Form SS-5-FS free to file?

Yes. SSA charges no fee for issuing an original, replacement, or corrected Social Security card under 20 CFR §422.103(d), and any third party asking for payment is not affiliated with SSA.

Can I file Form SS-5-FS online?

No. SSA does not accept online filings for applicants outside the United States, and you must submit the signed paper form with original evidence to a Federal Benefits Unit or U.S. embassy.

Do newborns born abroad to U.S. citizens automatically get an SSN?

No. Parents must file SS-5-FS separately, usually together with the child’s Consular Report of Birth Abroad, because the CRBA alone does not create a Social Security record.

Can a non-citizen spouse use Form SS-5-FS?

Yes, if the non-citizen spouse has work authorization or a qualifying non-work reason recognized under 20 CFR §422.104, and submits the proper USCIS documentation.

Will SSA accept notarized copies of my passport?

No. SSA accepts only originals or copies certified by the issuing agency under POMS GN 00301.030, and notarized copies are rejected on receipt.

How long does processing take through an FBU?

Yes, expect a wait, with standard processing running 8 to 12 weeks under POMS RM 10211.420, and complex evidence reviews stretching to six months in some cases.

Can I update my name on my card without changing my SSN?

Yes. Filing SS-5-FS with a certified marriage certificate, divorce decree, or court order updates only your name, and your underlying SSN remains the same for life.

Is there a limit on replacement cards?

Yes. SSA limits applicants to three replacement cards per year and 10 in a lifetime under the rules on the SSA card page, with limited exceptions for legal name changes and immigration status changes.

Can my tax preparer receive my card on my behalf?

No. SSA mails the card only to the address listed on the form or to the FBU for pickup under POMS RM 10225.025, and third-party delivery is not permitted.

Do I need a Social Security card to get a passport?

No. The State Department requires you to know your SSN to apply for a passport, but it does not require you to present the physical card.

Can I change my sex marker using SS-5-FS?

Yes. Since 2022, SSA allows applicants to self-select the sex marker on their record without medical or legal evidence under the policy at the SSA 2022 press release.

What if my country has no Federal Benefits Unit?

Yes, you still have a path, because the local U.S. embassy or consulate accepts the form and forwards it to the regional FBU listed on the SSA international map.