First-Time Passport Application: Step-by-Step Guide

Getting your first U.S. passport is more involved than renewing one. You can't mail in the application. You have to show up in person, bring original documents, and have the whole package reviewed by a certified acceptance agent before anything goes to the State Department.

That's not a complaint. It's just how the system works, and knowing what to expect means you won't show up missing something and have to come back.

Who has to apply in person

Everyone applying for their first U.S. passport book or card must appear in person. This applies regardless of age.

If you're renewing an existing passport, adults 16 and older who got their last passport when they were 16 or older can usually mail in a renewal using the DS-82 form, as long as it was issued less than 15 years ago and isn't damaged. But for a first-time application, in-person is required, no exceptions.

Minors under 16 have additional requirements: both parents or legal guardians must appear together, or one parent appears with a notarized Statement of Consent (DS-3053) from the absent parent. If one parent has sole custody or is deceased, bring documentation proving it.

Where to apply

You apply at a passport acceptance facility, not at a State Department office. There are three main types.

Post Offices: The most common option. Roughly 4,800 Post Offices accept passport applications, and about 3,100 of those offer online appointment scheduling through the USPS Retail Customer Appointment Scheduler (RCAS) at tools.usps.com/rcas.htm. Appointments fill up fast in most cities, especially from February through summer.

County clerk and court offices: Many county offices, municipal courts, and county clerk offices are also certified acceptance facilities. These are often less crowded than Post Offices and worth checking. The State Department's online acceptance facility finder at iafdb.travel.state.gov lets you search by ZIP code.

Libraries and other municipal facilities: Some public libraries and city government offices offer passport acceptance services. Less common, but worth checking if Post Office appointments in your area are booked for weeks.

Regardless of where you go, the acceptance agent's job is to verify your documents, witness your signature on the DS-11, and submit your application to the State Department. They don't issue the passport on-site. That happens at a State Department processing center, and the passport gets mailed to you.

The DS-11 form

The DS-11 is the application form for first-time adult and minor passport applications. Download it from travel.state.gov/passports/apply/forms.html or pick up a paper copy at the acceptance facility.

Fill it out completely before your appointment. There's one important thing most people don't know: do not sign the DS-11 before you arrive. Leave the signature line blank. The acceptance agent must witness you signing it. If you've already signed it at home, they'll have you fill out a new form at the appointment. This is one of the most common delays at acceptance facilities.

The form asks for your full legal name as it appears on your proof of citizenship document, date of birth, Social Security number, contact information, and travel plans (approximate departure date and countries to be visited).

What you need to bring

Getting turned away at an acceptance facility because you're missing a document is genuinely awful. Here's what you need:

Proof of U.S. citizenship: A certified birth certificate with a raised, embossed, or colored seal from the issuing authority. This means the official copy, not a photocopy, not a hospital birth record. If you were born abroad to a U.S. citizen parent, a Consular Report of Birth Abroad (FS-240) or Certificate of Birth Abroad (DS-1350) works. A Certificate of Naturalization works if you're a naturalized citizen.

The word "certified" is doing real work here. A photocopy of your birth certificate, even a very nice-looking one, is not acceptable. It must be the government-issued document with the official seal.

Government-issued photo ID: A valid driver's license, state ID card, military ID, or similar. It needs to have your photo and signature. An expired ID generally won't be accepted. If your ID is expired, bring it anyway along with additional supporting documents (like a credit card with your name, or a government benefit document), but expect the agent to use their discretion.

Passport photo: One photo, 2 inches by 2 inches, taken within the last six months, with a plain white or off-white background. Your face must be centered and fill 1 to 1.375 inches of the frame. No sunglasses. No hats (with limited religious exceptions). Neutral expression, or a natural smile with your mouth closed.

USPS acceptance facilities can take passport photos for about $15 as an add-on. CVS, Walgreens, and many other places also offer this. If you take your own photo, use the State Department's online photo tool to check whether it meets the requirements before you print it.

The completed DS-11 form: Filled out but unsigned, as noted above.

Payment: The USPS acceptance fee is $35, paid directly to the acceptance facility. The State Department application fee for a passport book is $130, paid separately (by check or money order made out to "U.S. Department of State"). A passport card costs $30. Getting both the book and card together costs $160 plus the $35 acceptance fee, so $195 total.

If you want expedited processing (currently 2 to 3 weeks instead of 6 to 8), add $60 to the State Department payment.

Filling out the payment

Acceptance fees and application fees are paid separately because they go to different places. The $35 acceptance fee goes to the facility (USPS, the clerk's office, etc.). The State Department fee goes directly to the State Department. Most facilities accept credit cards for the acceptance fee; the State Department fee must be a check or money order.

Write your date of birth and the last four digits of your Social Security number on the back of the check. Some people forget this step and it can slow processing.

Routine vs. expedited processing

Routine processing currently runs 4 to 6 weeks from when the State Department receives your application. That's weeks from receipt, not weeks from when you submitted to the acceptance facility. Factor in a few days for the acceptance facility to forward your documents.

Expedited processing (add $60 and write "EXPEDITE" on the outside of the envelope at USPS, or ask the acceptance agent to note it) runs 2 to 3 weeks. If your travel is within 3 to 4 weeks, expedited is worth paying for.

You can check your application status at travel.state.gov/passportstatus. Have your last name, date of birth, and the last four digits of your Social Security number ready.

If you're within 3 weeks of travel and your passport still hasn't arrived, call 1-877-487-2778 to check on status and escalate if needed.

What slows applications down (and how to avoid it)

A few issues come up over and over, based on the State Department's own public guidance:

Signing the DS-11 before the appointment. Already covered, but it's common enough to say twice. Leave the signature blank.

Submitting a photocopy of a birth certificate. Only an original certified copy with a government seal works. If you're not sure whether your birth certificate is the right kind, take it to the appointment and let the agent look at it.

Photo problems. Low-contrast backgrounds, photos more than six months old, size issues, or photos taken on a phone with obvious lens distortion. If you're getting photos taken commercially, the place should know the requirements. If you're DIY, use the State Department's online checker.

Name discrepancies. If your driver's license shows "Catherine" and your birth certificate shows "Katharine," that's a problem. Bring documentation showing any legal name change, or contact the State Department before you apply.

Missing the separate checks. The acceptance fee and the application fee are two different payments. Bringing one lump sum check addressed to USPS doesn't work.

Not leaving enough time before travel. Even expedited processing takes 2 to 3 weeks, and that doesn't include mailing time in either direction. If you apply two weeks before your trip and don't have an existing passport to show as proof of imminent travel, you probably won't receive your passport in time. Apply early.

After you submit

The acceptance agent will give you a receipt. Keep it. The State Department will mail your original citizenship documents back to you separately from the passport, usually within a few weeks. The passport itself comes in a separate envelope.

If you don't receive your citizenship documents back within four to six weeks of submitting, call the National Passport Information Center at 1-877-487-2778.

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If you're just starting this process and haven't been able to find a Post Office appointment yet, that's unfortunately normal right now. USPS appointments at popular locations fill within hours of becoming available. PassportAlerts.com is building a cancellation alert service that monitors RCAS and sends you an SMS or email when a slot opens near you. The service is in pre-launch. You can join the waitlist to get notified when it's available.

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Frequently asked questions

Can I submit my passport application at any Post Office?

No. Only Post Offices that are certified passport acceptance facilities can process applications. Not every Post Office does this. Check at iafdb.travel.state.gov or use the USPS tool at tools.usps.com/rcas.htm to find locations near you.

What if I lost my birth certificate?

You'll need to order a certified copy from the vital records office in the state where you were born. Most states have an online request process and charge $10 to $30. Allow a few weeks for delivery. Some states have expedited options.

I was born in the U.S. but have a foreign-sounding name. Will that cause any issues?

No. Citizenship is citizenship. As long as your documents are in order, the name on your birth certificate doesn't matter for the application.

Can I apply for a passport book and card at the same time?

Yes. You can apply for both on one DS-11 form. Check the "book and card" option. The combined fee is $160 (application fee) plus $35 (acceptance fee), totaling $195. You get both documents in separate mailings.

My birth certificate only has a footprint on it, no seal. Will it work?

Probably not. The State Department requires a birth certificate issued by a government vital records office with an official seal or color ink stamp. Hospital birth records and souvenir certificates with footprints are not acceptable. Order a certified copy from your state's vital records office.