What to Bring to Your Passport Appointment

You've got your appointment booked. The calendar is marked. You're ready to go. Then the morning of, a small voice asks: did I bring everything? Showing up to a passport appointment missing one piece of paper means another appointment scheduled, more waiting, and a trip that could be completely prevented.

The good news is that what you need is simple. The bad news is that "simple" comes with specific rules. A photocopy of your birth certificate doesn't count. Bringing cash instead of a check does cause problems. A passport photo that's slightly too big gets rejected.

Here's what actually needs to be in your hands when you walk into that appointment.

Your proof of U.S. citizenship

This is the first thing the acceptance agent will ask for. It must be an original document with a government seal or embossed marking. No copies.

If you were born in the United States, bring your certified birth certificate. The word certified matters. That's not a photocopy from a website, and it's not a souvenir "birth certificate" from the hospital with a footprint on it. You need the official document issued by your state's vital records office, and it has to have a raised seal, an embossed stamp, or colored ink that proves it's the original.

If you were naturalized as a U.S. citizen, bring your Certificate of Naturalization. If you were born abroad to a U.S. citizen parent, bring a Consular Report of Birth Abroad (FS-240) or Certificate of Birth Abroad (DS-1350).

Lost your birth certificate? Order a certified copy from the vital records office in the state where you were born. Most states have online request portals and charge $10 to $30. It usually takes a few weeks, but many states offer expedited options if you're in a hurry. Plan for this if you haven't got your original yet.

Your government-issued photo ID

You need one valid photo ID that shows your signature. A driver's license or state ID card is ideal. A military ID works. A passport card works if you already have one (though you're probably not getting a new passport book if your card is still valid).

The ID should not be expired, though the acceptance agent has some discretion if it's recently expired. If your ID is expired, bring it anyway along with anything else that has your name and signature, like a credit card or a government benefit statement. The agent may accept these as supporting documents.

Your passport photo

One photo. Two inches by two inches. Taken within the last six months. Plain white or off-white background.

Your face needs to be centered and fill between one and one-and-three-eighths inches of the frame. That's a pretty specific size range, which is why people get rejected here. Too small and it doesn't fill the frame. Too large and it extends beyond the boundary.

No sunglasses. No regular glasses (reading glasses are okay if you have to wear them). No hats, except for very limited religious head coverings. Your expression should be neutral or a natural smile with your mouth closed. That selfie-style photo at a weird angle won't work.

If you're taking the photo yourself, use the State Department's online photo tool at travel.state.gov. Upload your photo and it will tell you whether it meets the requirements before you print it. If you're getting a photo taken commercially, the place should know the standard. CVS, Walgreens, and most pharmacies offer passport photos for around $15. USPS acceptance facilities can also take your photo for about the same price.

The completed DS-11 form

Download the form from travel.state.gov/passports/apply/forms.html or grab a paper copy at the acceptance facility. Fill out every field completely: full legal name, date of birth, Social Security number, contact information, and travel plans.

There is one critical thing: do not sign the form before you arrive at the appointment. Leave the signature line blank. The acceptance agent must witness you signing it in person. If you show up with the form already signed, they'll ask you to fill out a new blank form at the appointment, which wastes time and creates frustration.

This is one of the most common mistakes people make, so it's worth repeating. Unsigned. Leave the signature blank.

Your payment

Two separate payments. Two different checks. This confuses people constantly.

The $35 acceptance fee goes to the facility (USPS, county clerk, etc.). This can usually be paid by credit card or cash, depending on the location. The State Department application fee is separate. For a passport book, that's $130 for adults. A passport card costs $30. If you want both the book and the card, it's $160 total for the State Department fees.

The State Department fee must be paid by check or money order made out to "U.S. Department of State." Write your date of birth and the last four digits of your Social Security number on the back of the check. This actually matters. It helps the State Department match your payment to your application if something gets separated.

If you want expedited processing (currently 2 to 3 weeks instead of 4 to 6 weeks for routine), add $60 to your State Department payment.

Important note on cash: Most USPS facilities now prefer checks or cards for the application fee. Some don't accept cash at all. Call ahead or ask at your appointment. The acceptance fee can usually be paid however the facility accepts payments, but don't assume they take cash.

For minors

Both parents or legal guardians must appear together at the appointment. If that's not possible, one parent can appear with a notarized Statement of Consent (DS-3053) from the absent parent. If one parent has sole custody, bring custody documentation.

Minors also need all of the above (proof of citizenship, photo ID—which for a minor might be a school ID or other government-issued ID with a photo, passport photo, completed DS-11, and payment).

For renewals in person

If you're renewing an existing passport in person rather than mailing in your application, bring your expired or expiring passport instead of a birth certificate. The process is otherwise the same: new passport photo, completed form (DS-82 for renewals), photo ID, and fees.

A renewal generally costs $130 for the book (or $30 for just a card), plus the $35 acceptance fee.

Common mistakes that slow things down

Signing the form early. Already covered, but it comes up so often it needs emphasis. Leave the signature blank.

Bringing a photocopy of your birth certificate. The original document with the government seal is required. Photocopies don't work, even if they look perfect.

Wrong photo size or quality. Photos that are too small, too large, have the wrong background, or are more than six months old get rejected. If you're doing it yourself, run it through the State Department's checker. If you're going commercial, the photographer should know the standard.

Bringing only cash. Most facilities don't accept cash for the State Department fee. Check beforehand.

One check for both fees. The acceptance fee and the application fee are separate. One check won't work. You need two payments.

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

What happens after you submit

The acceptance agent gives you a receipt. Keep it. Your original citizenship documents get mailed back to you separately from the passport, usually within a few weeks. The passport comes in its own envelope.

If you haven't received your documents back within four to six weeks, call the National Passport Information Center at 1-877-487-2778.

Routine processing takes 4 to 6 weeks from when the State Department receives your application. That's from receipt, not from when you submit to the acceptance facility. Expedited processing takes 2 to 3 weeks. You can check your application status anytime at travel.state.gov/passportstatus. Have your date of birth and the last four digits of your Social Security number ready.

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Getting all this together is half the battle. The other half is booking the appointment. Passport slots fill hours after they're released in most cities. PassportAlerts.com monitors USPS RCAS for cancellations and sends you an SMS or email when a slot opens near you, so you don't need to check the website five times a day.

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FAQ

Can I bring copies of my documents instead of originals?

No, not for your proof of citizenship. That must be the original certified document. Other documents like your photo ID can be originals, though the agent will want to see the real thing anyway.

What if I don't have a government-issued photo ID?

This is rare, but it happens. Call the State Department before your appointment to ask about alternatives. Some people in this situation bring additional supporting documents like a credit card, a bank statement, or a utility bill with their name on it. The acceptance agent has discretion, but you need something.

Can I use a digital photo or print it myself?

Yes, you can print your own photo if it meets the requirements. Use the State Department's online checker to verify it first. Many acceptance facilities also offer same-day photo services if you want to skip this step.

What if my appointment is for a minor and I'm the only parent?

Bring documentation proving sole custody (court order, death certificate, etc.). The acceptance agent will review it.

Do I need to bring my Social Security card?

No. You just need to know your Social Security number. Write it on the DS-11 form. You don't need to bring the actual card.

What if I'm applying for a passport card instead of a book?

Same documents, same process. The card costs $30 instead of $130. You can apply for both at the same time if you want (total $160 for State Department fees, plus $35 acceptance fee).