Guardian's Allowance Document Checklist: What Evidence Do You Need?

The number one fear carers have about claiming Guardian's Allowance is sending irreplaceable original documents to a PO Box and hoping they come back. HMRC requires original certificates and does not accept photocopies. The BG1 form does not make it obvious exactly what you need for each situation. Here is the complete checklist.

Documents and Information Every Claimant Needs

Regardless of your circumstances, have these ready:

• The child's full birth certificate (the long form showing both parents' details, not the short extract)
• Your own National Insurance number (and the child's if they have one, though children often do not)
• The child's Child Benefit reference number, if available — Guardian's Allowance can only be paid once Child Benefit entitlement is established. If needed, you can submit Form CH2 with BG1.
• Your bank, building society or credit union account details for payment

When Both Parents Have Died

This is the most straightforward case. On top of the standard documents:

• Death certificates for both parents — originals, issued by the registrar
• If the parents were married or in a civil partnership, the marriage or civil partnership certificate may be requested

HMRC says it returns certificates when it receives your claim, separately from the decision letter. The guidance does not promise a tracked return service, so make a note of certificate reference numbers before sending them.

When One Parent Has Died and You Are Claiming Under an Exception

The surviving parent exceptions each require different evidence. Get the wrong documents and your claim stalls.

Surviving Parent Untraceable

• Death certificate for the deceased parent (original)
• A written statement explaining what steps you have taken to find the surviving parent
• Supporting records of your search — letters to or from the police missing persons unit, social services, the DWP, known family members, or the Salvation Army's Family Tracing Service
• Any correspondence showing you reported the parent as missing

HMRC will assess whether your efforts constitute "reasonable inquiries." The more documented evidence you have, the stronger the claim. They do not conduct their own investigation — the burden is on you.

Surviving Parent in Prison

• Death certificate for the deceased parent (original)
• The surviving parent's full name and date of birth
• The name of the prison where they are held
• The length of the sentence and the date it was imposed — HMRC needs to verify the sentence is at least 2 years from the date of the other parent's death
• If possible, court sentencing records or a prison confirmation letter

Surviving Parent Detained in Hospital

• Death certificate for the deceased parent (original)
• The name of the hospital
• A copy of the court order that mandated the detention and will continue for at least 2 years (under specific sections of the Mental Health Act 1983, the Criminal Procedure (Insanity) Act 1964, the Criminal Appeal Act 1968 or the Criminal Procedure (Scotland) Act 1995)
• Voluntary or standard medical admissions do not qualify — only court-ordered detention counts

Unmarried Parents, Father Not on Birth Certificate

• Death certificate for the mother (original)
• The child's full birth certificate showing no father registered — the short birth certificate will not show this, so the long form is essential
• No additional evidence is needed if the birth certificate itself shows no father

Parents Were Divorced or Civil Partnership Dissolved

• Death certificate for the deceased parent (original)
• The decree absolute or final order (or civil partnership dissolution certificate) — original
• Evidence that the surviving parent has no custody of the child and is not contributing to the child's maintenance — this might be a statement from you, or the absence of any court maintenance order

Replacement Certificates

If you have lost an original certificate, you can order a replacement:

• Birth certificates: from the General Register Office (GRO) online — England and Wales certificates cost £12.50 for standard service (sent 4 days after applying with a GRO index reference; allow 15 working days and add £3.50 if the GRO must search for the reference) or £38.50 for priority (next working day if ordered by 4pm)
• Death certificates: also from the GRO (same fee structure) or from the local register office where the death was registered (check that office's current fees)
• Scottish certificates: from National Records of Scotland (NRS)
• Northern Irish certificates: from the General Register Office for Northern Ireland (GRONI)

Order replacements before you start the BG1 form. The 3-month backdating limit means delays in gathering documents directly reduce the amount of money you can recover.

Keeping Your Documents Safe

HMRC returns certificates by standard post after checking them. To protect yourself:

• Photograph or scan every document before posting — front and back
• Note down every certificate reference number, date and registration district
• Send the envelope via Royal Mail Signed For or Special Delivery — the BG1 form says standard post, but there is no prohibition on using tracked services, and the cost is minor compared to the replacement hassle
• If certificates are not returned with the acknowledgement of your claim, call the Guardian's Allowance helpline on 0300 200 3100

Our UK Guardian's Allowance guide includes a pre-submission document audit so you can verify everything is in order before the envelope goes in the post.

See more United Kingdom guides →