What You Actually Submit to Social Security

The form you fill out is called the process for Disability Insurance Benefits, officially Form SSA-16. You do not fill it out all at once in one sitting. Social Security sends you different forms depending on your situation, and you complete them over several weeks as they arrive.

The first form is always the SSA-16. After you return it, Social Security sends you a second packet called the Function Report (Form SSA-3373-BK for adults, or SSA-3380-BK if you are under 18). This asks detailed questions about what you can and cannot do in daily life. You fill this out at home and mail it back. Only after both forms arrive does Social Security send your case to a medical examiner who reviews your medical records.

You can start the process online at ssa.gov, by phone at 1-800-772-1213, or in person at your local Social Security office. Starting online is fastest — you create an account, answer basic questions, and Social Security mails you the SSA-16 to sign and return. Starting by phone or in person takes longer because you have to schedule an appointment.

Key Takeaways

  • The first form is the SSA-16, which you can start online at ssa.gov or request by phone at 1-800-772-1213.
  • After you return the SSA-16, Social Security mails you the Function Report, which asks what you can and cannot do each day.
  • You need medical records from your doctors covering the past three months, so gather those before you start.
  • The entire process from mailing your signed forms to receiving a decision usually takes three to six months, though it can take longer if Social Security needs more information.

What Documents You Need Before You Start

Have these items ready before you fill out the SSA-16. You do not submit them with the form itself, but Social Security will ask for them later, and having them organized saves time.

Medical records: Gather records from every doctor, hospital, or mental health provider you have seen in the past three months. This includes test results, imaging reports, therapy notes, and medication lists. If you have not seen a doctor recently, Social Security will likely order an exam for you (at no cost to you) before making a decision.

Work history: List every job you have held in the past 15 years, including the employer name, dates you worked there, and what you did. If you are self-employed, gather tax returns for the past two years.

Proof of age: A birth certificate, passport, or driver's license. Social Security already has this on file if you have a Social Security number, but having it handy speeds things up.

Bank account information: If your claim is approved, Social Security pays you by direct deposit. Have your routing number and account number ready, though you can provide this later if you do not have it now.

Walking Through the SSA-16 Form

The SSA-16 has six pages and asks for basic information: your name, address, Social Security number, date of birth, and work history. It also asks when your condition began and what doctors you have seen. None of these questions are trick questions — answer them as accurately as you can.

The form asks "When did your condition begin?" This date matters because Social Security can only pay you back to the date you became unable to work, not before. If you are unsure of the exact date, give your best estimate — a month and year is enough.

The form asks "Have you worked since your condition began?" Answer honestly. If you have worked part-time or tried to work and had to stop, say so. Social Security does not deny claims because you tried to work; it denies them because you cannot work consistently.

At the end of the SSA-16, you sign and date it. You must sign it yourself — a family member or representative can help you fill it out, but your signature is required. Mail the signed form back to Social Security in the envelope they provide.

The Function Report: Describing Your Daily Life

Two to four weeks after you mail the SSA-16, Social Security sends you the Function Report. This form asks you to describe a typical day: how you get out of bed, what you eat, whether you can shower or dress yourself, whether you can go to the store, whether you can manage money, and whether you can follow instructions.

The Function Report is where you explain how your condition affects you in real terms. If you have chronic pain that makes standing difficult, describe how long you can stand before you have to sit down. If you have anxiety, describe what situations trigger it and what you do when it happens. If you have memory problems, describe what you forget and how it affects your daily tasks.

Be specific and honest. Social Security compares what you write here to what your doctors have written in their notes. If you say you cannot walk more than five minutes but your doctor's notes say you walked for 30 minutes at your last appointment, Social Security will notice the difference. If your account matches your medical records, it strengthens your case.

You do not need to make your condition sound worse than it is. Social Security is looking for consistency between what you say and what medical evidence shows. Fill out the Function Report as accurately as you can and mail it back in the envelope provided.

What Happens After You Mail Both Forms

Once Social Security receives both the SSA-16 and the Function Report, your case goes to a medical examiner (called a Disability information Services examiner in your state). This examiner reviews your medical records and decides whether your condition meets Social Security's definition of disability.

Social Security's definition is strict: your condition must prevent you from doing any kind of work for at least 12 months, or it must be expected to result in death. You do not have to prove you cannot do your old job — you have to prove you cannot do any job that exists in the economy.

If your medical records are incomplete, the examiner may order a consultative exam — a free appointment with a doctor chosen by Social Security. You do not pay for this exam. The doctor sends a report back to Social Security, and the examiner uses that report to make a decision.

You will receive a decision letter in the mail. It will say either "approved," "denied," or "approved for a different reason than you expected." If you are approved, the letter tells you when your payments start and how much you will receive each month. If you are denied, the letter explains why and tells you how to appeal.

If You Need Help Filling Out the Forms

You can ask a family member, friend, or advocate to help you complete the SSA-16 and Function Report. They can sit with you while you fill them out, help you organize your medical records, and make sure you do not miss any questions.

You can also hire a disability representative — a lawyer or non-lawyer advocate who specializes in Social Security cases. Representatives are paid only if your claim is approved, and they take a percentage of your back pay (the money Social Security owes you from the date your condition began). The fee is capped by law at 25 percent of back pay or $7,200, whichever is less.

If you cannot afford a representative, contact your local Legal Aid office or a Protection and Advocacy for Beneficiaries of Social Security (PABSS) program. Both offer free help to people with low income. You can find your local Legal Aid office at lawhelp.org.

Timeline and What to Expect

From the day you mail your signed SSA-16 to the day you receive a decision usually takes three to six months. In some states it takes longer. Social Security will mail you a notice if they need more information from you or your doctors.

If you do not hear from Social Security within 30 days of mailing the SSA-16, call 1-800-772-1213 to confirm they received it. Keep a copy of everything you mail, and write down the date you mailed it.

If your claim is denied, you have 60 days from the date on the denial letter to file an appeal. You do not have to fill out new forms — you can appeal by mail, and Social Security will review your case again. Many people are approved on appeal, especially if they have gathered more recent medical records or hired a representative.

Frequently Asked Questions

Can I start the process online if I do not have a computer?

Yes. Call 1-800-772-1213 and ask to start your claim by phone. A Social Security representative will ask you the same questions the online form asks, and they will mail you the SSA-16 to sign and return. It takes a few extra days, but the result is the same.

What if I do not have recent medical records?

Tell Social Security when you fill out the SSA-16. They will order a free exam with a doctor in your area. The doctor will examine you and send a report to Social Security. This exam does not replace your own doctors' records, but it helps if you have not seen a doctor in a while.

Do I have to list every job I have ever had?

The SSA-16 asks for work history from the past 15 years. If you worked longer ago than that, you do not need to list those jobs. If you have had many jobs, list the ones you remember most clearly and the dates as best you can recall them.

What if my condition got worse after I mailed the forms?

Call Social Security and tell them. You can submit updated medical records or a letter from your doctor describing how your condition has changed. Social Security will add this to your file before the examiner makes a decision.

Can someone else sign the SSA-16 for me?

No. You must sign the form yourself. If you cannot write, Social Security can arrange for you to sign with a mark (like an X) or a thumbprint, and a witness must be present. Call 1-800-772-1213 to discuss options if signing is difficult for you.