Last updated 2 days ago. Our resources are updated regularly but please keep in mind that links, programs, policies, and contact information do change.
After applying for federal disaster assistance, you will receive a determination letter from the Federal Emergency Management Agency (FEMA). Receiving this letter can be a stressful and confusing moment in an already overwhelming time.
This guide is designed to walk you through every part of that letter, explain what it means in simple terms, and provide clear, step-by-step instructions on what to do next.
The most important thing to remember is that a letter stating you are “ineligible” or “not approved” is very often not the final word. It is usually a request for more information, and this guide will help you provide it.
Identifying Your FEMA Letter
The first step is to make sure you have the right kind of letter. FEMA sends different types of “determination letters” for different purposes, and it is crucial to know which one you are holding.
For Individual Disaster Survivors
This is the letter most people receive after a disaster. If you applied for assistance for your household through the official federal portal, DisasterAssistance.gov, this letter is for you.
It details your personal eligibility for financial grants to help with disaster-related needs like temporary housing, essential home repairs, and replacing personal property. This entire guide is dedicated to helping you understand this specific letter.
For Community Officials: Letter of Final Determination
A different type of letter, the Letter of Final Determination (LFD), is not sent to individual survivors. Instead, it is a formal communication mailed to the Chief Executive Officer of a community, such as a mayor, county judge, or tribal leader.
The purpose of the LFD is to officially announce that a new or updated Flood Insurance Rate Map (FIRM) will become effective in six months. This letter also serves as a notice that the community must adopt compliant floodplain management ordinances to continue participating in the National Flood Insurance Program (NFIP).
These letters are technical, discussing legal codes and mapping data, and are publicly listed by year on FEMA’s website. If you are a community official or are interested in flood map changes, you can find more information on FEMA’s Letter of Final Determination page.
Breaking Down Your Letter: Section by Section
Your personal determination letter is an instructional document designed to guide you through the verification process. Let’s break down each part of the letter so you can understand its purpose and the actions you need to take.
Header Information: Key Identifiers
At the very top of your letter, you will find several key pieces of information. These are essential for all future communication with FEMA.
Disaster Number: This code (e.g., DR-4683-CA) identifies the specific presidential disaster declaration you are applying under. You must include this number on all documents and correspondence you send to FEMA.
Application Number: This nine-digit number is your unique case identifier. It is the most critical piece of information for your application. To ensure your documents are correctly filed, you must write this number on every single page of any information you submit.
Date of the Letter: Find the date the letter was issued and circle it on your calendar immediately. This date is extremely important because it officially starts the 60-day clock you have to file an appeal if you disagree with FEMA’s decision.
The Decision Summary: Understanding Your Status
The letter will clearly state the current status of your application. This status determines your next steps.
Approved: This is good news. It means you have been found eligible for some form of financial assistance. The letter will specify the dollar amount of the grant and what type of assistance it is for.
Not Approved / Ineligible: This is the most common and most misunderstood determination. It is critical to understand that this is not a final denial. An “ineligible” status is a procedural pause. It simply means that, based on the information FEMA currently has, your application cannot be processed further. The letter will then explain exactly what additional information or documentation is needed to continue the review.
Decision Pending: This status means your application is still actively being reviewed. FEMA may be in the process of verifying the information you provided, waiting for you to submit requested documents, or arranging for a home inspection. You can check for the most current status of your application at any time by logging into your account at DisasterAssistance.gov.
If You Are Approved
If your letter states you are approved, it will contain two vital pieces of information: the grant amount and how you are legally allowed to use it.
Dollar Amount: The letter will state the exact dollar amount of the assistance you have been awarded.
Proper Use of Funds: This section is legally binding. The letter will specify the exact purpose of the funds, such as “Home Repair,” “Rental Assistance,” or “Personal Property.” You must use the money only for these specified disaster-related expenses.
Keep all receipts for at least three years as proof of how you spent the funds. If the money is used for non-approved purposes, FEMA may require you to pay it back in a process called recoupment.
It is also important to understand that FEMA assistance is intended to cover essential needs and make a home safe, sanitary, and functional. It is not designed to restore your property to its condition before the disaster.
Common Reasons for “Ineligible” Status
Most “ineligible” determinations are not based on your actual need for assistance but are triggered by administrative hurdles, primarily missing documentation.
Federal law requires FEMA to verify every applicant’s information to prevent fraud and the duplication of benefits from other sources like insurance. An “ineligible” letter is the formal way FEMA requests the information needed to meet these legal requirements.
Insurance-Related Issues
The Problem: Your letter states you have insurance, or that FEMA cannot duplicate benefits.
Why it Happens: By law, FEMA cannot pay for any disaster-related losses that are already covered by your insurance policy. FEMA acts as a safety net for uninsured or underinsured needs, not as a substitute for insurance.
How to Resolve:
- If you are underinsured: If your insurance settlement did not cover all of your essential repair costs, you may be eligible for FEMA assistance to cover the unmet needs. To resolve this, you must submit a copy of your insurance settlement or denial letter to FEMA.
- If your claim is delayed: If it has been more than 30 days since you filed your insurance claim and you have not received a settlement, you should call the FEMA helpline at 1-800-621-3362. FEMA may be able to provide an advance while you wait for the insurance company.
- Note on deductibles: FEMA assistance cannot be used to pay for your insurance deductible.
Verification Failures: Identity, Occupancy, and Ownership
The Problem: The letter says FEMA was unable to verify your identity, that you occupied the damaged property as your primary residence, or that you owned the home.
Why it Happens: FEMA is required to confirm that the damaged property was your primary residence at the time of the disaster. For home repair grants, they must also verify that you own the property. While FEMA attempts to do this automatically through public records, these searches can sometimes fail or be inconclusive, triggering a request for manual documentation.
How to Resolve (Provide copies, not originals):
Proof of Identity: A valid U.S. passport, a Social Security card along with a federal or state-issued ID, or a payroll stub that shows all or part of your Social Security number.
Proof of Occupancy (for both homeowners and renters): Documents that show the damaged property was your primary residence (meaning you lived there for more than six months of the year). Accepted documents include utility bills, a driver’s license or state-issued ID with the address, bank or credit card statements, a lease agreement, vehicle registration, or a letter from an employer or school.
Proof of Ownership (for homeowners): Documents that prove you own the property. Accepted documents include a deed or title, mortgage statements, property tax bills or receipts, or receipts for major repairs or improvements. If your essential documents were lost or destroyed in the disaster, you can find guidance on how to replace them at USA.gov. In certain situations where standard documents are unavailable, FEMA may accept a written self-declarative statement as a last resort.
Damage Assessment Issues
The Problem: The letter states there was “insufficient damage” or that your home is still “safe, sanitary, and functional.”
Why it Happens: After you apply, a FEMA inspector may have visited your property to assess the damage. Based on their report, FEMA determined that the damage did not render the home uninhabitable according to their specific program standards. This assessment may not have captured the full extent of the damage, especially if it was not immediately visible.
How to Resolve: This determination can be appealed, but you must provide strong third-party evidence to support your claim. The best evidence to submit includes:
- A detailed, itemized estimate for repairs from a licensed contractor
- A condemnation notice or other official letter from your local building or code enforcement office stating the home is uninhabitable
- Clear photographs of the damage that document the extent of the problem
Contact and Inspection Problems
The Problem: Your letter indicates “No Inspection” was performed, or that FEMA was unable to make contact with you.
Why it Happens: This can happen for two main reasons. First, you may have initially reported only minor damage when you registered, so an inspection was not scheduled. Second, FEMA may have tried to call you to schedule the required inspection but was unable to reach you. FEMA policy is to attempt contact three times; if they are unsuccessful, they will send a letter and put your application on hold.
How to Resolve: You must be proactive. Call the FEMA helpline at 1-800-621-3362 immediately. Explain that the damage to your home is more severe than you first reported, or update your contact information to ensure they can reach you, and request that an inspection be scheduled.
The Appeal Process
If you disagree with FEMA’s decision—whether it’s about your eligibility, the amount of your grant, or the type of assistance offered—you have the right to appeal. The appeal process is a formal, evidence-based procedure for asking FEMA to reconsider your case with new information.
Success depends on being precise, meeting deadlines, and providing the correct documentation.
The Critical 60-Day Deadline
You have exactly 60 days from the date printed on your determination letter to submit your appeal. Your appeal must be postmarked or electronically submitted by this deadline to be considered timely.
If you miss the deadline for a valid reason, such as a hospitalization or another disaster-related hardship, you should still submit your appeal as soon as possible. Include a signed letter explaining why your appeal is late. FEMA may consider late appeals on a case-by-case basis.
Crafting Your Appeal Letter
Your appeal must be submitted in writing. It should be a signed and dated letter that clearly explains why you believe FEMA’s decision was incorrect. While FEMA often includes an optional appeal form with its letter, a simple, well-structured letter is perfectly acceptable.
Your letter must include the following essential information:
- Your full name, current mailing address, and a reliable phone number
- The address of your primary residence that was damaged in the disaster
- Your 9-digit FEMA Application Number on every page
- The Disaster Number (e.g., DR-4683-CA) on every page
- A clear and concise explanation of why you are appealing. For example: “I am appealing the determination of ‘insufficient damage’ because my home’s foundation was cracked, which the initial inspection missed. I have included an estimate from a structural engineer.”
- Your signature and the date
If someone else is writing the appeal letter on your behalf, they must sign it, and you must include a signed statement authorizing that person to act for you.
Gathering Your Evidence
Your letter alone is not enough; you must provide evidence to support your claim. The specific documents you need will depend on the reason for your initial ineligibility.
- Always include a copy of the FEMA determination letter you are appealing
- For insurance-related denials, include your insurance policy’s declaration page and the settlement or denial letter from your insurance company
- For ownership/occupancy denials, include copies of the documents listed in the previous section (e.g., utility bills, deed, lease agreement)
- For “insufficient damage” denials, include contractor estimates, receipts for repairs you have already made, and photos of the damage
How to Submit Your Appeal
You have four ways to submit your completed appeal letter and supporting documents:
Online (Recommended): The fastest and most reliable method is to upload your documents through your personal account at DisasterAssistance.gov. This provides an immediate record of your submission.
By Mail: Send your documents to the following address. It is recommended to use certified mail with a return receipt for proof of delivery.
FEMA National Processing Service Center
P.O. Box 10055
Hyattsville, MD 20782-8055
By Fax: Fax your documents to 800-827-8112, with a cover sheet addressed to “Attention: FEMA.”
In Person: You can hand-deliver your appeal package to staff at any open Disaster Recovery Center (DRC).
What to Expect After Submission
Once FEMA receives your appeal, the review process begins.
Timeline: You can generally expect a decision letter within 90 days of FEMA receiving your appeal. Some decisions may be made more quickly, often within 30 days.
Follow-Up: During the review, FEMA may contact you by phone or mail if they need more information. They may also decide to schedule a second, more focused “appeal inspection” of your property.
Check Your Status: You can monitor the status of your appeal by logging into your account at DisasterAssistance.gov or by calling the FEMA Helpline.
Final Decision: The decision on your appeal is typically final. However, if your appeal is denied and you can demonstrate that your circumstances have significantly changed or that FEMA made a clear error in its review, you can request that they reconsider the decision.
FEMA Assistance Programs Overview
To appeal effectively, it helps to understand the full range of assistance FEMA can provide under its main program for survivors, the Individuals and Households Program (IHP).
This program offers grants—which do not have to be repaid—to eligible individuals and households who have uninsured or underinsured necessary expenses and serious needs caused by the disaster. The assistance is grouped into two main categories.
Housing Assistance
This assistance is focused on ensuring you have safe housing. It can include:
- Rental Assistance: Money to rent a different place to live temporarily if you are displaced from your home
- Lodging Expense Reimbursement: Reimbursement for the cost of short-term stays in hotels or motels if you are displaced
- Home Repair/Replacement Assistance: Financial assistance for homeowners to make essential repairs to their primary residence to make it safe, sanitary, and functional. In cases where the home is destroyed, it can provide funds to help replace the home
- Direct Temporary Housing: In severe disasters where rental properties are not available, FEMA may provide a temporary housing unit, such as a travel trailer or manufactured home, for a limited time
Other Needs Assistance (ONA)
This broad category covers other essential, non-housing needs caused by the disaster. It often requires you to first apply for and be denied a loan from the U.S. Small Business Administration (SBA). ONA can include:
- Personal Property: Help to repair or replace essential, uninsured personal belongings like furniture, appliances, and computers
- Transportation: Help to repair or replace a disaster-damaged vehicle that is essential for daily life
- Medical and Dental: Help to pay for medical or dental expenses caused by the disaster, including replacing medical equipment or medication
- Funeral Assistance: Help with funeral or reburial expenses if a death was directly or indirectly caused by the disaster
- Child Care Assistance: A grant for new or increased child care expenses resulting from the disaster
- Moving and Storage Expenses: Reimbursement for costs to move and store personal property to prevent further damage while your home is being repaired
- Serious Needs Assistance: A one-time payment to help with urgent, life-sustaining needs like food, water, first aid, and prescriptions immediately following a disaster
Quick Reference Table
| Assistance Category | What It Covers | Key Eligibility Notes |
|---|---|---|
| HOUSING ASSISTANCE | ||
| Rental Assistance | Money to rent an alternate temporary residence while displaced | Available to both homeowners and renters |
| Home Repair/Replacement | Funds for basic repairs to make a primary home safe, sanitary, and functional, or to help replace it | Homeowners only. Not available for second homes |
| Lodging Expense Reimbursement | Reimbursement for the cost of short-term stays at hotels or motels | For displaced survivors who are not receiving other temporary housing aid |
| Direct Temporary Housing | A FEMA-provided housing unit (e.g., trailer) in areas with limited housing options | Eligibility is determined by FEMA based on housing availability |
| OTHER NEEDS ASSISTANCE (ONA) | ||
| Personal Property | Funds to repair or replace essential household items (furniture, appliances, computers) | For uninsured or underinsured losses |
| Transportation | Funds to repair or replace a primary vehicle damaged by the disaster | For uninsured or underinsured losses |
| Medical/Dental | Money for uninsured medical or dental expenses caused by the disaster | Includes replacing lost medical equipment or medication |
| Funeral Assistance | Financial assistance for funeral or reburial expenses caused by the disaster | Available if the death was a direct result of the disaster |
| Child Care Assistance | A grant for new or increased child care expenses due to the disaster | For households with children under 13 |
| Moving & Storage Expenses | Reimbursement for costs to move and store personal property to prevent further damage | Typically used while home repairs are underway |
| Serious Needs Assistance | A one-time payment for immediate, life-sustaining items like food, water, and infant formula | Intended for urgent needs right after a disaster |
Essential Resources
Navigating the aftermath of a disaster requires interacting with a network of agencies and organizations. FEMA is a critical piece, but it is not the only one. Here are other essential resources to help you on your path to recovery.
FEMA Helpline and DisasterAssistance.gov
These are your two primary channels for interacting with FEMA.
FEMA Helpline: 1-800-621-3362. This line is available from 7 a.m. to 11 p.m. ET, seven days a week. Helpline specialists can answer questions about your determination letter, help you update your contact information, and provide details on the appeals process.
DisasterAssistance.gov: This is the official federal portal for disaster assistance. By creating an account, you can apply for aid, check the status of your application and appeal, view all letters and messages from FEMA, and securely upload required documents.
U.S. Small Business Administration (SBA) Disaster Loans
After applying with FEMA, you may be referred to the U.S. Small Business Administration (SBA) to apply for a low-interest disaster loan. This is a critical and often misunderstood step in the federal aid process.
What they are: The SBA provides affordable, long-term loans to homeowners, renters, and businesses to cover disaster losses not fully compensated by insurance or other means. Homeowners can borrow up to $500,000 to repair or replace their primary residence, and survivors can borrow up to $100,000 to replace personal property, including vehicles.
Why you MUST apply: You should complete and submit the SBA loan application if you receive it. You do not have to accept the loan if it is offered. However, submitting the application is a mandatory gateway to being considered for certain types of FEMA grants.
If the SBA denies your loan application, they will automatically refer you back to FEMA for consideration for Other Needs Assistance (ONA) grants, which cover personal property, vehicle repair, and other expenses. Failing to submit the SBA application will make you ineligible for these additional FEMA grants.
Free Legal Help
The disaster assistance process can be complex, and you do not have to navigate it alone. There are free legal services specifically for disaster survivors.
Disaster Legal Services (DLS): This is a partnership between FEMA and the American Bar Association Young Lawyers’ Division that provides free, confidential legal help to low-income disaster survivors.
DLS attorneys are volunteers and can provide invaluable assistance with:
- FEMA appeals
- Insurance claims and disputes
- Home repair contracts and contractor fraud
- Replacing lost wills and other essential legal documents
How to Access Help: A national hotline is available to connect you with disaster legal aid services in your area: 888-743-5749. You can also find information through nonprofit organizations like Advocates for Disaster Justice and LawHelp.org.
These organizations often provide free tools, such as interactive appeal letter generators, to help you prepare your case. Using these free services is a smart and intended part of the recovery process.
Our articles make government information more accessible. Please consult a qualified professional for financial, legal, or health advice specific to your circumstances.
