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Everyone thinks about preparing for a baby by buying baby essentials, rearranging the house, and making plans to balance a little one with work and life. However, parents often overlook one thing until the baby's arrival: paperwork.
A baby's birth in the United States involves a lot of paperwork. From the Certificate of Live Birth to the Birth Certificate, from registering for Social Security to applying for insurance coverage, parents have several documents to fill out in the weeks after birth.
Knowing now what to expect, where to go, and who is responsible for filling out what when your baby gets here is crucial for making paperwork much less of a headache when you are sleep-deprived and running on fumes.
1. What Documents Do I Need to Apply for My Baby's Birth Certificate?
When you go to the hospital for the birth, take at least two primary and two secondary identification documents for each parent. You'll need to provide your full name, your baby's full name, the date and place of birth, as well as your contact information, social security number, and permanent address.
One step that surprised me in the U.S. was that the hospital must create a Certificate of Live Birth before a parent can apply for a birth certificate. The Certificate of Live Birth includes all of your information and that of the newborn's birth and is sent to your local Department of Vital Records.
Hospitals usually complete the Certificate of Live Birth, help you complete your baby's birth certificate application, and send them in for you. However, it's essential to ask the hospital about this before your baby's birth so you can be prepared.
It takes time to receive that all-important birth certificate, upwards of 30 days in some counties! But, once you have it, keep it in a fire and water-proof safe with other official documents because you will need it to enroll your child in school, prove their legal identity and age, and apply for a passport, insurance, or government benefits (source).
How Do I Get My Baby's U.S. Birth Certificate for a Birth Abroad?
I've been there! It's a bit of a mess and costly, but it can be done. Once your baby is born, contact the nearest U.S. consulate or embassy to report the birth. If the hospital or birthing center you gave birth in issues certificates of live births, ask for one and get an officially translated copy in English.
If you gave birth in "the wild," you may need to take your baby to a pediatrician for an examination to have proof that you delivered a live baby. Believe it or not, having prenatal visit documents, pictures, and holding a newborn in the office is not enough to prove that this is your baby in some places.
The U.S. embassy or a consulate in your child's birth country will then issue a Consular Report of Birth Abroad (CRBA), which works the same as a U.S. Birth Certificate (source).
You will need this document, in addition to your own documents, to apply for your baby's U.S. Passport at the nearest U.S. embassy so you can bring your baby to the States. A baby's U.S. passport lasts for five years (yes, complete with that newborn picture).
Of course, you will have to pay out-of-pocket for each of these steps. We spent roughly $1,500 on everything, including hostel stays, transport to the embassy, food, and fees. That's a big chunk after paying outright for the birth abroad!
2. How Do I Get a Social Security Number for My Newborn?
You can apply for your baby's social security number when you fill out the form for the birth certificate at the hospital. You will need to provide proof of your baby's age, identity, citizenship status, and own identity.
Since you already have all the required documents and filing help at the hospital, I suggest applying for your little one's social security number along with the birth certificate. It's so much easier.
If, for some reason, your hospital does not offer help in that area, or you had your baby outside of the hospital, you will need to visit a Social Security Office and complete Form SS-5. You can also complete the form online, print it off, and take it to your local Social Security Office (source).
3. What Paperwork is Required to Add My Baby to My Health Insurance Plan?
Since insurance companies vary in requirements and compliance with a variety of state laws, there is no blanket checklist here. Many health insurance companies require you to add your newborn to your personal health insurance plan within 30 days of birth, but not doing so within that time doesn't necessarily mean your baby will not be able to apply later.
You will generally need the following documents to add your wee one to your health insurance plan:
a copy of the baby's birth certificate
a copy of the baby's social security number
any additional documents your specific health insurance company requests
4. Are There Any Government Assistance Programs That My Baby May Be Eligible for, and What Documentation is Needed to Apply?
You may be eligible for government assistance programs such as WIC (Women, Infants, and Children) or Medicaid. Available programs and requirements vary by state, but you must typically provide proof of income, identification, and your baby's birth certificate to apply.
You can ask the hospital staff about government assistance programs or visit your local Department of Health and Human Services. Aid comes in several ways for families in need:
additional medical coverage for your or your child
help purchasing nutritious food
child care
financial and housing assistance
tax benefits (deductions you may be unaware of)
local community support (food pantries, donations, counseling, mentorship, training, etc.)
5. How Do I Go About Obtaining a Passport for My Baby?
You can get a passport for your baby by filling out Form-DS-11, providing evidence of U.S. citizenship (birth certificate or adoption decree), giving copies of your IDs, and proving your relationship with your child. You can go to a post office, clerk of court, public library, or other local government offices.
Now, here's the twist: both parents or guardians (if two parents are on the birth certificate or adoption decree) must agree to getting the child a passport (under 16) and show up at the office in person (source).
If one or both parents cannot apply with their child in person, more documents will be required, and it will likely take more time. Once you have your little one's passport, it will be suitable for five years.
Looking forward to a vacation but worried about traveling with littles? Read Sustainable Traveling with Babies and Toddlers: How to Stay Green on the Go.
6. What Legal Documents Do I Need to Consider Now That I Have a Child?
Once your baby comes into the world, it is wise to consider legal documents like wills, trusts, and guardianship designations in case something happens to you. Doing so will ensure that any assets you have will be passed on to your child or whomever you designate instead of having a court decide.
Though you could write a will on a napkin, make verbal agreements with family, and have a couple of witnesses sign it, it is best to consult with an attorney to create these official documents in the way that best preserves your wishes and intentions. You don't want any loopholes to haunt your child!
Before you see an attorney, outline a plan that includes who will become your child's guardian until 18 years of age and your preferences for estate management before it passes to your child.
7. What Forms Do I Need to Fill Out to Enroll My Baby in Daycare or a Preschool Program?
Typically, daycare or preschool enrollment requires a completed application form, an interview, medical and emergency contact information, and immunization records.
Each facility is different, so there are likely other forms to fill out or steps to take, especially if it is a large daycare or a religious organization's outreach program.
8. How Do I Establish a Savings Account or College Fund in My Baby's Name?
Opening a savings account or college fund can be as simple as opening a new savings account at your bank. The bank will guide you through the necessary paperwork and documentation requirements to put your child's name on it and establish rules (if you wish to put any on the account).
You can also open a 529 college savings plan, which is a state-sponsored investment account at a bank or other financial institution. Here are some of the benefits:
tax-free growth
tax-free withdrawals
low monthly contribution
applies for college tuition, room and board, assigned textbooks, or some trade schools
9. What Medical Records and Immunization Documents Do I Need to Keep for My Baby?
Medical records, including immunization records, are typically provided by your pediatrician upon request. Schedule regular check-ups and vaccinations for your baby, and ask for copies of the medical and immunization records when you need them.
I get updated copies for each child every year after their annual wellness check-up and keep them in a safe. This saves me lots of time when filling out camp or school applications that require a copy of such records.
10. Are There Any Specific Legal or Administrative Documents I Need to Consider If I'm a Single Parent or If the Baby Has Dual Citizenship?
If you're a single parent or if your baby has dual citizenship, you may need to consult with legal professionals like family law attorneys or immigration offices to understand the specific documentation and requirements based on your unique circumstances.
These professionals can guide you through the murky necessary steps and documentation needed for your situation.
Should I Consider Dual Citizenship for My Child?
Around half of all countries offer dual citizenship. Dual citizens have equal rights with other citizens in each country: they vote, pay taxes, have the ability to work, and, when qualified, receive a pension or social benefits (source).
Dual citizenship makes sense for your little one for the travel opportunities, choice between healthcare systems, and potential career development.
However, dual citizenship can be complicated with potential double taxation and dual obligations to both countries. For example, your child could be drafted into one country's military or face a loss of citizenship if the countries go to war against one another.
So, is it a decent idea to go through the complicated process of obtaining dual citizenship for your baby? Research the options, responsibilities, benefits, and potential downsides carefully before making this choice. In some cases, it may not be worth it.
Being Prepared
Aside from reading all the things and looking up the processes you will go through to make your child a bonafide citizen, you need to prepare a place to keep your documents organized and protected.
You can use a filing cabinet, water-resistant folder, or a box in your closet, but the original documents are a pain to replace if something happens to them. So, invest in a water and fire-proof safe to store your documents and other valuables.
It doesn't have to be a huge safe—just big enough to hold essential paperwork is fine. Stow it away out of sight and check it regularly to ensure everything is in order. It's also prudent to keep a few hundred dollars in cash available in your safe in case you get stuck without power or have an emergency.
Take it from someone who has survived a tornado's chaotic destruction- you never know what will happen when, but you can make that day easier for yourself and your family. Whatever you can do to get ahead of a house fire, flood, or other calamity brings a little peace of mind, even if it's just a tiny $50 safe for your official documents.
If you are a first-time parent with questions (don't worry, we all asked them), peruse 25 Questions First-time Parents Ask About Their Newborn to take a shortcut to hard-earned wisdom.
In a Nutshell
Paperwork is a huge headache for most people, and doing it for your newborn can be extra stressful due to lack of sleep and fuzzy guidelines. Thankfully, when you get it done, it's done!
