Application Returned? Fixing Common DAR and SAR Proof Problems (Including Supplementals)
Start by assuming the problem is in the documentation, not the ancestor. Both societies have published what they see most often. This guide turns that guidance into a problem, cause and fix table, then a pre-submission checklist.
Problem, cause and fix
| Problem | Cause the society describes | Fix |
|---|---|---|
| Applicant birth certificate questioned | SAR: missing applicant birth certificate, or one that does not show gender[1] | Order a long-form certificate naming both parents, including the mother's maiden name[1] |
| Parent-child link questioned | SAR: inadequate proof of parent-to-child connections, including unresolved naming conflicts[1] | Add a record that states the relationship; see Substitute Evidence |
| Patriot generation questioned | SAR: no proof the patriot was alive, of the right age, and resident where the service was claimed[1] | Add residence and age evidence for the service years |
| Dates rejected | SAR: dates go in the form 01 Jan 2023[1] | Re-enter dates in that format |
| DAR papers used as proof rejected | SAR: only DAR record copies are considered, not chapter copies[1] | Order the DAR record copy |
| Review slowed | SAR: superfluous documentation[1], and lineage data not supported by documents[1] | Cut extra papers; delete any data you cannot document |
| Service removed or questioned | DAR: older applications verified when DAR did not require documentation to prove service[2] | Find a service source that meets current standards |
| Service questioned | DAR: missing source of service or complete residence[2] | Add both |
| Service questioned | DAR: residence and service location do not match[2] | See Same Name, Different Man |
| Service questioned | DAR: residence in a known Loyalist center[2] | See Patriot or Loyalist? |
| Service questioned | DAR: it does not recognize the service source[2] | Supply the original record or a transcription of it |
| Review delayed | DAR: incomplete, incorrect, undocumented or mistyped information[3] | Re-check every field against its document |
| Name missing from certificate | DAR leaves off initials, middle names or maiden names its staff have not verified[3] | Document the full name |
Paper or electronic (DAR)
The DAR electronic application is only for ancestors already fully established with DAR.[4] A new ancestor, or a lineage that needs an analysis compiling indirect evidence, goes on the paper application.[4] Once the fee is paid and the application is sent for review, staff review generally takes about six weeks.[4] A verified application is then accepted by the National Board of Management at the start of the following month.[4]
Supplementals and replacements (SAR)
These figures come from a 2023 SAR presentation, so confirm current rules with your state registrar.
- New-member applications need five signatures; supplementals need two.[1][1]
- New-member applications get two chances to resolve problems with replacement applications.[1]
- A supplemental may be replaced only once.[1]
- Applications pended for three years are withdrawn.[1]
- Application fees are non-refundable[1], and the fee cited in the presentation was $100.[1]
Pre-submission checklist
- Fill the form from the documents, not the documents to the form. SAR's guidance puts it in capitals: always complete an application from the documentation.[1]
- Every name, date, place and relationship has a document behind it.[3]
- Every uploaded document is cited, and every cited document is uploaded.[3]
- Years are four digits.[3]
- No slashes, quotation marks or ampersands in DAR fields.[3]
- No online family trees as proof.[4]
- Service source is an original record or a transcription of one.[4]
- Run the Lineage Evidence Matrix report and clear every gap and conflict it lists.
Done well, SAR says a national review can take as little as 30 minutes.[1]
Related guides: The Patriot Lineage Proof Roadmap, No Birth Certificate?, Patriotic Service Without a Musket.
What to do next
- List the records you have for each generation in the free Lineage Evidence Matrix. It gives you a to-do list of what is missing, where to look, and a plan you can print.
- Check your patriot's service dates with the free Service Window Checker.
- Find a local chapter. DAR's Chapter Locator finds DAR chapters in your area.[5] For SAR, your sponsor is often the local chapter registrar; pick your state on SAR's contact page.[6]
- Start the application with that person's help: a DAR member, or your SAR sponsor, helps guide you through it.[7][6]
Sources
- SAR presentation, OHSSAR Annual Meeting (May 5, 2023) — How to Produce Approval-Ready Applications. Retrieved 2026-10-31. https://cincinnatisar.org/wp-content/uploads/2023/05/Presentation-How-to-Produce-Approval-Ready-Applications-and-Reduce-Turnaround-Time.pdf
- Today's DAR (DAR staff genealogist) — Why Was His Service Removed? (Feb 26, 2021). Retrieved 2026-10-31. https://blog.dar.org/2021/02/26/why-was-his-service-removed
- DAR Electronic Application — Step by Step instructions. Retrieved 2026-10-31. https://membership.dar.org/NSDAR/AppFormz/App_Help_Step_By_Step_1.aspx
- DAR Electronic Application — FAQs. Retrieved 2026-10-31. https://membership.dar.org/NSDAR/AppFormz/FAQs.aspx
- DAR — Chapter Locator. Retrieved 2026-10-31. https://www.dar.org/discover/become-member/chapter-locator
- SAR — Apply in 4 Easy Steps. Retrieved 2026-10-31. https://www.sar.org/how-to-apply/
- DAR — How to Join. Retrieved 2026-10-31. https://www.dar.org/discover/become-member/how-join