Navigating the VA disability claims process can feel overwhelming—especially when your claim seems to stall at one particular stage. If you’ve submitted a claim and noticed it’s been stuck in “Step 4” for what feels like forever, you’re not alone. This stage—officially called “Evidence Gathering, Review, and Decision”—is one of the most crucial (and often most time-consuming) phases in the VA claims process.
In this blog, we’ll break down exactly what happens during Step 4, how long it typically takes in 2025, what factors can delay progress, and what you can do to help speed it up.
Understanding the VA Claim Process: A Quick Recap
Before we dive into Step 4, here’s a brief overview of the VA disability claim process. The VA typically divides a claim’s journey into the following steps:
Claim Received
Under Review
Gathering of Evidence
Review of Evidence
Preparation for Decision
Pending Decision Approval
Preparation for Notification
Complete
While some sources may list these as five main phases, many veterans recognize Step 4 as the gathering and review of evidence—the heart of the claims process. This is where the VA determines if it has all the evidence it needs to decide your claim.
What Exactly Happens During Step 4?
Step 4 is all about evidence. The VA reviews your submitted documents, requests any additional records it needs, and may even schedule exams to better understand your condition. During this phase, your claim may cycle between statuses like:
“Initial Review”
“Evidence Gathering”
“VA Requested Exam” (also called C&P Exam)
“Review of Evidence”
The complexity of this phase comes from the fact that it can involve several moving parts, including:
Military service records
Medical records from VA facilities
Private medical records (if applicable)
C&P (Compensation and Pension) exams
Buddy statements
Additional forms or clarifications
How Long Does Step 4 Take in 2025?
The time this step takes varies based on the complexity of your claim, how quickly records are gathered, and whether additional exams are needed.
Here’s what we’re seeing in 2025 for average timelines:
| Claim Type | Estimated Time in Step 4 |
|---|---|
| Simple Claim (1-2 issues) | 30–45 days |
| Moderate Complexity | 60–90 days |
| Complex Claims (multiple conditions, private records, or appeals) | 90–120+ days |
It’s important to note that these are general estimates. Some veterans may move through faster, while others may experience delays depending on location, workload at the regional office, or missing evidence.
What Slows Step 4 Down?
Several factors can delay Step 4, including:
🔹 Missing Records
If the VA can’t locate your service treatment records or private medical files, they may send letters requesting your assistance or authorization to obtain them. This back-and-forth can add weeks to your timeline.
🔹 Awaiting a C&P Exam
A Compensation and Pension (C&P) exam is often required if there’s not enough evidence to determine the connection or severity of your condition. These exams are scheduled through contractors and must be completed before a decision can move forward.
🔹 Backlog at the VA or Regional Office
Some VA regional offices are more backlogged than others. In areas with heavy workloads, even routine claims can experience delays.
🔹 Incomplete or Unclear Claims
If your claim lacked sufficient medical evidence or used vague descriptions of your symptoms or diagnosis, the VA may pause to request clarification or supplemental information.
How to Tell If You’re Stuck in Step 4
While you won’t receive daily updates from the VA, you can check your claim status via:
eBenefits platform (for legacy users)
When you log in, you may see updates such as:
“Gathering of Evidence”
“Scheduled for Exam”
“Evidence Under Review”
If you’ve been in this phase for more than 90 days with no change, it may be time to follow up.
What You Can Do to Speed Things Up
While much of the process is in the VA’s hands, you can take proactive steps to avoid unnecessary delays:
✔️ Submit All Necessary Evidence Early
The best way to avoid a long wait is to include everything the VA needs when you first file. That includes medical records, DD-214, nexus letters (if applicable), and supporting statements.
✔️ Monitor Your Claim Status
Check your status weekly to ensure nothing is requested from you. If the VA needs additional documents and you don’t respond quickly, your claim can be delayed or even closed.
✔️ Attend All C&P Exams
If you’re scheduled for an exam, make it a priority to attend. Rescheduling or missing an appointment can significantly delay your claim.
✔️ Use a VSO or Accredited Representative
Veteran Service Organizations (VSOs) and accredited reps can help you submit a strong claim and communicate effectively with the VA. They can also catch and correct errors early in the process.
Pro Tip: Submit a “Fully Developed Claim”
A Fully Developed Claim (FDC) is a program designed to fast-track claims by requiring veterans to submit all supporting documents upfront. By minimizing the back-and-forth, you reduce the time spent in Step 4.
Even if you’re already in Step 4, you can still upload additional evidence through VA.gov to strengthen your case and potentially speed things up.
Real Veteran Story: Jason’s Experience
Jason, a Marine Corps veteran from Texas, filed a claim for PTSD and chronic back pain in late 2024. By early 2025, he reached Step 4 but remained there for nearly three months. After checking his VA.gov dashboard, he noticed a “request for private medical records” that he had missed in his inbox.
Once Jason uploaded his private therapy records and confirmed the VA received them, his claim progressed to the “Preparation for Decision” phase within three weeks. His story highlights the importance of staying engaged throughout the process.
When to Ask for Help
If you’ve been stuck in Step 4 for more than 120 days with no movement, consider:
Contacting your regional VA office
Speaking with your VSO
Reaching out through VA.gov messaging or calling 1-800-827-1000
It’s also worth filing a VA Form 21-4138 (Statement in Support of Claim) if you have updates, clarifications, or supporting statements you’d like to add.
Final Thoughts
Step 4 of a VA disability claim—Evidence Gathering, Review, and Decision—can be one of the most uncertain phases in your journey toward getting the benefits you’ve earned. While the process takes time, being proactive, organized, and responsive can significantly reduce delays.
By understanding what happens behind the scenes and what actions you can take, you put yourself in the best possible position to move your claim forward in 2025.
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