A U.S. passport is the standard travel document for international flights, and it is also the strongest proof of citizenship and identity most Americans own. The process of getting one is not complicated, but it has several routes with different forms, fees and timelines, and mistakes tend to cost weeks. For residents of a border region such as San Diego, where trips to Mexico are routine and plans for cruises and overseas travel are common, knowing how the system works can save considerable time. The State Department’s website is the authority on all of this, and requirements and prices change, so use the details below as a guide to what to look for.
Who needs a passport, and when?
A passport book is required for international air travel and is the document most people use for any trip abroad. A passport card, a cheaper wallet-sized alternative, is valid only for land and sea crossings to Canada, Mexico, the Caribbean and Bermuda, and it cannot be used for international flights. Travelers who drive across the border often use the card or a similar border-crossing card, a topic covered in how the San Ysidro border crossing works.
Many countries require that a passport be valid for six months beyond the planned stay and that it have blank pages. Travelers should check the entry rules of their destination well ahead of time, because airlines can deny boarding if the passport does not meet them.
Who must apply in person?
Applicants must use Form DS-11 and apply in person at an acceptance facility if any of the following applies:
- It is the person’s first adult passport.
- The applicant is under 16. Children’s applications generally require both parents or guardians to appear or provide consent.
- A previous passport was lost, stolen or damaged beyond normal wear.
- A previous passport was issued when the applicant was under 16.
- The previous passport was issued more than 15 years ago.
Acceptance facilities include many post offices, public libraries, county clerk offices and some other government locations. Many require an appointment. In San Diego County, post offices and some county and city offices offer the service, and the State Department’s facility locator lists them by zip code.
The applicant must bring proof of citizenship, such as a birth certificate or previous passport, along with photo identification, a photocopy of each document, a passport photo and payment. The photo must meet specific requirements, and photos taken at home often fail them. Rules about glasses, expressions and backgrounds apply.
Who can renew without going in person?
Adults who have an undamaged passport that was issued when they were 16 or older, and that was issued within the past 15 years, can generally renew using Form DS-82 by mail. The State Department has also introduced an online renewal option for eligible applicants, which lets people upload a photo and pay by card. Not everyone qualifies, and the online tool checks eligibility as the applicant starts.
Renewal applicants send in their current passport with the application, and it is returned separately after processing. People who need their passport soon for a trip should check before applying, since the old passport is out of their hands for a time.
How much does it cost?
Fees are set by the State Department and change periodically. In recent years, the application fee for an adult passport book has been in the neighborhood of $130, the passport card is about $30, and combined book-and-card applications cost the sum of the two. First-time applicants and others who apply in person also pay a separate acceptance fee, around $35. Expedited service costs an additional $60 or so, and overnight delivery options cost extra. Children’s passports have a lower application fee.
Because fees are adjusted from time to time, the State Department’s current fee schedule should be checked before sending payment. Errors in the amount can delay an application.
How long does it take?
Routine processing has recently been described as taking about four to six weeks, and expedited processing about two to three weeks, though these estimates do not include mailing time and can change with demand. Spring and summer are the busiest seasons. The State Department advises applicants not to book nonrefundable international travel until they have the passport in hand, and it recommends renewing well ahead, since some countries require validity for months beyond a trip.
People with urgent travel, such as an international trip in the next couple of weeks or a life-or-death emergency abroad, can sometimes get an appointment at a passport agency or center, but these are by appointment only and require proof of travel. The department’s website describes how to request one.
How long is a passport valid?
An adult passport book is valid for ten years. A passport issued to a child under 16 is valid for five years. Because children’s passports expire sooner and cannot be renewed by mail, families often have to apply in person again.
What are common pitfalls?
Several mistakes recur:
- Using the wrong form. Submitting a DS-82 when a DS-11 is required results in a returned application.
- Bad photos. Photos that do not meet the specifications are a leading cause of delays.
- Name mismatches. If a name has changed because of marriage or a court order, the applicant needs documents showing the change.
- Underpayment or missing signatures. Both stop an application in its tracks.
- Third-party sites. Many websites imitate the government’s and charge extra fees for services that the State Department offers directly. The official website ends in .gov.
Do airports and airlines add other requirements?
Travelers flying within the United States will need a REAL ID-compliant license or another accepted form of identification, a topic touched on in how San Diego International Airport is run. A passport is an accepted alternative ID for domestic flights. For international trips, the destination country’s visa and entry rules apply, and some require proof of onward travel or vaccination.
What if the passport is lost or stolen?
A lost or stolen passport should be reported to the State Department as soon as possible, which prevents misuse and starts the replacement process. A replacement requires a new in-person application on Form DS-11, along with a statement describing the loss, because a passport that was lost cannot be renewed by mail. Travelers who lose a passport abroad should contact the nearest U.S. embassy or consulate, which can issue an emergency passport for returning home. Carrying a copy of the information page, kept separately from the passport itself, makes the process quicker.
What should travelers do first?
The simplest plan is to check the passport’s expiration date now, even without a trip planned, and to renew when it is within a year or so of expiring. People applying for the first time should gather a birth certificate, a photo ID and a compliant photo, make an appointment and bring the right payment. Those who plan to travel should allow at least a couple of months, since delays are more likely at busy times. Keeping a digital copy of the passport’s information page in a safe place also helps if the original is lost abroad.
Sources: U.S. Department of State Bureau of Consular Affairs; U.S. Postal Service; U.S. Customs and Border Protection
