Mention the word "paperwork" and most people instantly lose interest and their eyes glaze over, I mean, who likes it? Unfortunately, navigating through the passport paperwork is the first step in planning any international travel. The last thing you want is to spend hours planning the perfect trip, only to be held up by a passport, or lack-thereof. As someone who has found themselves in a pickle with a passport (say that five times fast), save yourself the stress and get it out of the way first, so your paperwork can be wading its way through the process while you research kid-friendly activities and restaurants with a view.
While I'll admit this will be far from the most interesting or fun blog post ever written (or read), it's filled with useful information to make getting your kids blue stamp-collecting-book a breeze.
Step 1: Gather the Necessary Documents
Before beginning the passport application process, do yourself a favor and gather everything you'll need. The State Department provides a nice list of documents, here's a link. They provide an online tool for filling out all the information and it's pretty straight forward.
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Proof of U.S. Citizenship: Ensure you have a certified copy of your child's birth certificate issued by the city, county, or state, or a consular report of birth abroad if applicable. No, a photocopy or digital copy will not work, so you'll need to request a certified copy from the Town Clerks or County Office if you don't currently have one. If your child was naturalized or obtained citizenship through another means, gather the appropriate documentation.
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Evidence of Parental Relationship: Collect documents proving the parental relationship, such as the child's birth certificate listing both parents' names, a consular report of birth abroad with parentage details, or a court order establishing custody. If either parent's name has changed, provide documentation of the legal name change.
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Parental Consent: Both parents/guardians must provide consent for the child's passport application. If one parent is unavailable, a notarized (yes, really) Statement of Consent (Form DS-3053) from the absent parent is required. Additionally, a copy of the front and back of the absent parent's ID must be provided. In cases of sole custody or legal guardianship, appropriate documentation must be provided. If one parent is deceased, a death certificate is acceptable.
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Passport Photo: The passport photo must meet specific requirements set by the U.S. Department of State, which I'll be honest, changes periodically. One month you can smile and show teeth, the next you can't, so it's best to check the State Department guidelines just prior to taking the photo. They have an entire page dedicated to what the picture should look like. Here's a link to the photo requirements. It should be in color, taken against a plain white or off-white background, and measure 2x2 inches. You can take the photo at home or get a "professional" passport photo from a drugstore (they aren't always up on the latest face expression requirements), but ensure it meets the strict guidelines. There are some apps that you can use, but if you're decent with Photoshop, you can size the picture and print it at home. The State Department also offers an online tool for helping to size photos. It's recommended to take multiple photos to ensure you have one that meets the requirements. I normally bring a whole pile of pictures, because I don't ever plan on getting held up in the passport process by a funky picture.
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Identification: Bring valid identification for yourself, such as a driver's license or passport, to prove your identity and relationship to the child. Additionally, if your child has previously been issued a passport, bring the most recent passport for renewal purposes. Don't worry, although you'll send in their expired passport, you'll get it back with the new one.
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Passport Application Form: Complete Form DS-11, the application for a U.S. passport (they have a handy online form filler you can use, found here). If you'd rather you can also print it and fill it out, or you can even pick up a form in the Passport Agency if you don't have a printer. Whichever method you choose, DO NOT SIGN the DS-11 until requested to do so by the agent when you present your paperwork.
Step 2: Locate a Passport Acceptance Facility
Find a nearby passport acceptance facility where you can submit your child's passport application. These facilities include post offices, town offices, and public libraries. Use the Department of State's Passport Acceptance Facility Search Page to locate a convenient facility and verify their hours of operation. Make an appointment ahead of time to avoid long wait times.
Step 3: Submit Your Application
Once you've got all your documents assembled and you head to the acceptance facility for your appointment, here's what you can expect during your passport appointment:
- You'll present all required documents to the acceptance agent for review. They'll verify that all documents are originals or certified copies and that photocopies are clear and legible.
- Both parents/guardians will need to appear in person with the child to sign the application and take the oath. If one parent is unable to appear, make sure to bring the notarized Statement of Consent (Form DS-3053) and a photocopy of their ID.
- Pay the passport application fee and execution fee. At the time of this posting, the application fee for children under 16 is $115, and the execution fee is $35, payable by check, card, or money order to the "U.S. Department of State." Acceptance facilities may also charge an additional processing fee, so be prepared to pay this amount as well.
Step 4: Wait and Check the Mail Compulsively
After submitting the application, you'll receive a receipt and an estimated timeline for processing. Standard processing times for routine service are approximately 4-6 weeks, while expedited service typically takes 2-3 weeks for an additional fee. Be aware the processing times can sometimes be longer than 6 weeks, so if it'll be cutting it close to your departure date, probably best to do an expedited service.
Did sudden travel plans pop-up and you or your child have an expired passport? Don't stress.
If you have international travel plans within two weeks, you can call and schedule an appointment at a Passport Agency (different from a Passport Acceptance Facility) and walk out with a new passport the same day (in most cases). If you live in a busy area, you might have a little trouble getting an appointment (they were pretty backlogged right after Covid, but are mostly caught up now), but don't give up and be flexible with the facility location. Sometimes driving a few hours to another facility can open up a lot of appointment options. You can go to any Agency in the US, so decide before you call how far you're willing to drive, or maybe even fly. If you have a layover in a city with a Passport Agency, you might be able to extend your layover long enough to get a passport while there (you need a full day). Generally with the Passport Agency appointments, if you are flying internationally within a day or two, you will go into the appointment in the morning and present all your paperwork, then come back in the afternoon to collect your brand new passport. If your travel plans are outside of a few days, they may mail you your passport or ask you to pick it up the following day. They will also take into consideration your travel time and distance to the Agency, so if you drove a long distance or flew in, they will almost always process your passport the same day.
Did you just read the last paragraph and think "no way"? If you don't mind spending a little extra moola, you can effectively pay someone to do all the scheduling and waiting in line for you. There are companies that specialize in expedited passport and visa processing, and many offer a 24 - 96 hour turn-around time, all depending on how much you're willing to spend. The whole process is similar to the process outlined in the beginning of this post, but in addition you have to give them authority to act on your behalf. If you sign up for their service, they will give you very detailed instructions on how to complete the paperwork. It involves completing everything up to the Acceptance Facility step, but instead of handing it off to that person at the post office to then wait 4-6 weeks, you FedEx Express the document packet to the company, who then gives it to a person who walks all your papers into a Passport Agency, and walks out with your passport the same day, then sends everything back to you FedEx the next day.
A Few Passport Basics:
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When Do I Need a Passport? A passport is necessary for all international travel by air, regardless of age, including infants. Even if you're traveling to a nearby country by land or sea, having a passport for your child is highly recommended, and required in most circumstances. It's also a valid form of identification for domestic flights and other official purposes.
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Validity Length for Kids: Children's passports are issued for five years, unlike adult passports, which are valid for ten years. This ensures that the child's photo remains current as they grow. It's essential to renew your child's passport before it expires to avoid any travel disruptions. I recommend putting reminders on your calendar for when each of your family members passports expires. Sounds a little silly putting a reminder on the calendar for five or even 10 years down the road, but you'd be surprised how quickly it can sneak up on you!
Obtaining a Visa
In addition to a passport, some countries require a visa for entry (Europe will be requiring a visa for US citizens starting in 2025). If a visa is required, just like with passports, they're required for everyone, even kids. While having to get a visa for travel may sound a little intimidating, the reality is, most places you'll visit that require a visa will either have e-visas available online before you travel, or visas available at the airport before landing. Don't be deterred if a county requires a visa; research it first and see how easy or complicated it is to obtain before making a decision.
A random thought on visas: while the ease of an e-visa may be appealing, if the country you are visiting offers visas upon landing, the visa stickers that get applied to a page in your passport are often pretty cool, and much for fun to reminisce on than a piece of printer paper folded and stuck in there. Although some countries are completely digital with their visas, when given the option, getting one upon landing can serve as the first souvenir from your trip!
The Fun of Collecting Stamps for Your Child
Once your child has their passport, a world of adventure awaits! Passport stamps are unique souvenirs that serve as a reminder of the places they've explored. Make it a fun and educational experience by researching the significance of each stamp and learning about different cultures and traditions along the way. Your child's passport will become a cherished keepsake filled with memories of their global adventures.
Obtaining your child's United States passport and visa opens doors to endless opportunities for exploration and adventure. With careful preparation and adherence to the outlined steps, you'll soon hold your child's passport in hand, ready to embark on memorable journeys together. So pack your bags, fuel your wanderlust, and create lifelong memories with your little explorer. Safe travels!