Your Free Guide to Passport Appointment Planning

Understanding U.S. Passport Types and What You Need to Know

The United States offers several passport options, each designed for different travel needs and situations. A regular passport book is the most common type and works for all international travel by air, sea, and land. The passport card is a smaller, wallet-sized document that functions for land and sea travel to Canada, Mexico, Bermuda, and the Caribbean—but it cannot be used for air travel internationally. Some people carry both documents for flexibility.

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First-time passport applicants must apply in person at an acceptance facility or passport agency. This means you cannot mail in your first application. The process requires presenting original or certified documents proving citizenship, identity, and a state-issued photo ID. Examples of citizenship documents include an original birth certificate, naturalization certificate, or previous U.S. passport. Your identity document might be a driver's license, state ID card, military ID, or other government-issued photo identification.

For passport renewals, the requirements differ based on when your passport was issued and its current condition. If your passport is undamaged, was issued when you were 16 or older, and was issued within the last 5 years, you may be able to renew by mail without appearing in person. However, if your passport is damaged, lost, or stolen, you must apply in person and go through the full application process again.

The standard processing time for passports takes about 6 to 8 weeks currently. The State Department also offers expedited processing for an additional fee, which reduces the timeframe to 2 to 3 weeks. Both timeframes apply to applications submitted in person and do not include mailing time to and from the passport agency. Planning ahead is important because you cannot obtain a passport the same day in most locations.

Practical Takeaway: Determine which passport type you need based on your travel plans—a book for air travel or a card for land/sea travel to nearby countries. Gather the required documents before scheduling your appointment to avoid delays or rejection at the facility.

Finding Your Nearest Passport Acceptance Facility

Passport acceptance facilities exist throughout the United States and include thousands of locations. The most common sites are county clerk offices, libraries, post offices, and municipal government buildings. According to the U.S. State Department, there are approximately 9,000 passport acceptance facilities across the country. These locations accept applications, collect fees, and verify documents—but they do not make final decisions on passport issuance.

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To find a facility near you, you can use the State Department's official passport facility search tool on travel.state.gov. You enter your city and state or ZIP code, and the tool shows you nearby locations with their hours of operation. This search function includes post offices, libraries, and county offices. Many facilities require appointments, while some operate on a first-come, first-served basis. Checking the specific location's website or calling ahead is recommended before visiting.

Regional passport agencies exist in major cities including New York, Los Angeles, Chicago, Houston, Miami, New Orleans, Philadelphia, San Francisco, Seattle, Washington D.C., Boston, and Denver. These agencies handle in-person applications and also serve as the final processing centers for all applications nationwide. If you need expedited service or have a time-sensitive travel situation, a regional passport agency may offer options that local acceptance facilities cannot provide.

When selecting a facility, consider its hours of operation and your own schedule. Many libraries and post offices have limited evening and weekend hours. Some county offices operate Monday through Friday only. Calling ahead to confirm current hours prevents wasted trips, as hours can change seasonally or due to staffing needs. Ask about whether you need an appointment or can walk in, as this varies by location.

Practical Takeaway: Use the State Department's official search tool to identify 2 to 3 facilities near your home or workplace. Check their hours and appointment policies, then contact one location to schedule a time that fits your calendar.

Gathering Required Documents Before Your Appointment

Having the correct documents ready before your appointment prevents delays and rejection. Every first-time applicant must bring proof of U.S. citizenship, proof of identity, and a state-issued photo ID. Your citizenship document must be an original or certified copy—photocopies are not accepted. Acceptable citizenship documents include a birth certificate issued by a vital records office, a naturalization certificate, a Certificate of Citizenship, or a previous U.S. passport.

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For proof of identity, acceptable documents include a driver's license, state-issued ID card, military ID, permanent resident card, employee ID with photo, or school ID with photo. The document must contain your full name and photo. If your name has changed since the identity document was issued, you will need to bring a document showing the name change, such as a marriage certificate, divorce decree, or court order.

You must also bring a completed passport application. For adults, this is Form DS-11 if applying in person for a new passport, or Form DS-82 if renewing by mail. For minors, Form DS-11 is used for first-time applications. These forms are available on the State Department website and can be printed at home. You should complete the form before arriving at your appointment—this saves time and reduces errors. Do not sign the form until you are instructed to do so by the acceptance agent.

A passport photo is required and must meet specific standards: 2 inches by 2 inches, taken within 6 months, with a plain white or off-white background, showing your full face looking directly at the camera. You cannot wear sunglasses, hats, or heavy makeup in the photo. Many post offices, pharmacies, and passport photo services can take compliant photos for $10 to $20. Bringing two copies is recommended in case one is rejected due to quality issues.

Bring payment for the passport fee. A passport book for adults costs $130, plus a $35 execution fee, for a total of $165. A passport card costs $30, plus the $35 execution fee, for a total of $65. A combined book and card costs $165 plus the card fee. Payment is accepted in the form of check, money order, or cash at most facilities—credit cards are not accepted at all locations, so checking beforehand prevents issues. If you are requesting expedited processing, add an additional $60 fee.

Practical Takeaway: Create a checklist based on your situation: citizenship document, identity document, completed form, photo, and payment. Gather these items one week before your appointment and review the State Department's document requirements website to confirm you have everything.

Scheduling Your Appointment and What to Expect During Your Visit

Most passport acceptance facilities now require or strongly encourage appointments rather than walk-in visits. To schedule an appointment, visit the facility's website or call the location directly. Some facilities use an online booking system, while others require a phone call. Having your preferred dates and times ready when you call or book online speeds up the process. Many facilities show available slots weeks in advance, so you can often find a time that works well for your schedule.

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When you arrive for your appointment, arrive 10 to 15 minutes early to allow time for check-in. Bring all documents listed in your confirmation email or instructions. At the facility, an acceptance agent will review your documents, verify that your form is completed correctly, take your passport photo if you did not bring one, and collect your fees. The agent may ask questions about your citizenship, identity, or purpose of travel. Answer these questions honestly and directly.

The acceptance agent will not decide whether you receive a passport—that decision is made later by the passport agency during processing. The agent's role is to collect your application and documents and verify that everything is present and correct. If any documents are missing or incorrect, the agent will tell you at that time. If documents are rejected, you will need to reschedule your appointment after obtaining the correct documents.

The appointment typically takes 15 to 30 minutes. You will sign your application in front of the acceptance agent, and your fingerprints or a digital scan may be taken. The agent will give you a receipt showing your application number and processing timeframe. Keep this receipt safe—you may need it to check your application status or contact the passport agency. You will not receive your passport at the acceptance facility; it will be mailed to your address after processing is complete.

If you are obtaining an expedited passport, the processing time is faster, but the appointment process itself is the same. You will pay the additional $60 expedited fee at the time of your appointment.