What documents are required for a child’s passport application with Global Passport Services Group?

Documents You’ll Need for a Child’s Passport Application

To get a passport for your child through a service like Global Passport Services Group, you’ll need to provide four key categories of documents: proof of U.S. citizenship for the child, proof of the parent-child relationship, government-issued photo identification for the parents or guardians, and a recent passport photo of the child that meets strict government standards. While the core requirements are set by the U.S. Department of State, a service group acts as your expert guide, ensuring your application package is complete and correct before it’s submitted, which is crucial for avoiding costly delays. The most common reason for rejection is an incorrect or missing document, so getting this right the first time is paramount.

Proof of U.S. Citizenship for the Child

This is the non-negotiable foundation of the application. The government needs to see an original or certified physical copy of a document that conclusively proves your child is a U.S. citizen. Photocopies or notarized copies are not accepted for this requirement. The most common and straightforward document is a U.S. birth certificate. However, not all birth certificates are created equal. To be acceptable, it must include the following details:

• The child’s full name
• The child’s date and place of birth
• The full names of both parents
• The official seal of the city, county, or state that issued it
• The signature of the registrar
• The date the certificate was filed with the registrar’s office (must be within one year of the birth)

If your child was born abroad, you will need to provide a Consular Report of Birth Abroad (CRBA) or a Certificate of Citizenship. A CRBA is issued by a U.S. embassy or consulate at the time of birth, while a Certificate of Citizenship is for children born abroad who did not acquire citizenship automatically at birth but derived it later from a parent. According to State Department data from the last fiscal year, approximately 97% of child passport applications use a U.S. birth certificate as the primary citizenship evidence. If the birth certificate is in a language other than English, it must be accompanied by a certified English translation.

Establishing the Parent-Child Relationship

This step is designed to prevent international child abduction and trafficking by ensuring the adults applying for the passport have the legal authority to do so. For most families, the U.S. birth certificate that serves as proof of citizenship also conveniently lists both parents’ names, thereby killing two birds with one stone. However, there are several other scenarios that require specific documentation.

If only one parent is applying, you must submit evidence of sole authority. This could be one of the following:

• Second Parent’s Death Certificate: If the other parent is deceased.
• Court Order of Sole Custody: A complete copy of the court order granting you sole legal custody, without travel restrictions from the other parent.
• Certified Copy of the Birth Certificate or Consular Report of Birth Abroad: But only if it lists only one parent.
• Form DS-3053: A “Statement of Consent” from the non-applying parent, which must be notarized within three months of the passport application date. This is a very common solution when one parent cannot be physically present at the appointment.
• Form DS-5525: A “Statement of Exigent/Special Family Circumstances” if the non-applying parent’s location is unknown or they are unwilling to consent, but you can provide compelling evidence for issuing the passport.

For guardians who are not the parents, a court order establishing guardianship is mandatory. The complexity of this requirement is why many families turn to a service; they can help you determine exactly which combination of forms and evidence you need to satisfy the government’s stringent criteria.

Parental Identification Requirements

The parents or guardians appearing in person must prove their own identities. Each appearing parent must present a valid, government-issued photo ID. The acceptance criteria for these IDs are specific. The most common and preferred forms of ID include:

You are also required to bring a photocopy of the front and back of each ID presented. The photocopy must be on plain white, standard letter-size (8.5″ x 11″) paper, and a single side of the sheet. The copy must be legible. Many application acceptance facilities will make this copy for you for a small fee, but having it prepared beforehand speeds up the process significantly. If a parent does not have one of the primary IDs, there are secondary forms of identification that can be used, but this often requires bringing additional supporting documents, such as a Social Security card or credit cards, to establish a trail of identity.

The Critical Passport Photo

This seems simple, but it’s a major source of application hiccups. The photo must be 2 x 2 inches (51 x 51 mm) and meet a detailed set of specifications. The image must be a clear, front-facing, full-color shot taken within the last six months. The background must be plain white or off-white. The child must have a neutral expression with both eyes open. Here are some child-specific challenges and how to address them:

• Infants and Babies: The child can be lying on a plain white sheet for the photo. Another person’s hands should not be visible in the shot. It’s acceptable if the baby’s eyes are not fully open, but they cannot be closed.
• Glasses: Generally, glasses are not allowed for children under age 6 due to the difficulty of eliminating glare. For older children, glasses are permitted only if there is no glare and the frames do not obscure the eyes.
• Head Coverings: Only allowed if worn daily for religious reasons, and even then, the full face must be visible without shadows.

It is highly recommended to get the photo taken by a professional service, like those offered at many pharmacies and shipping centers, that is familiar with U.S. passport regulations. While you can take it yourself, the risk of non-compliance is high. The photo must be printed on photo-quality paper; a home-printed image on regular printer paper will be rejected.

Completing the Application Form and Fees

The core form for a child under 16 is Form DS-11. This form must be filled out online using the State Department’s form filler tool or printed and completed in black ink. Do not sign the DS-11 form until you are instructed to do so by the acceptance agent in front of you. The form collects all the biographical information and serves as a declaration.

Fees are a two-part system. There is a fee paid to the U.S. Department of State for the passport book and/or card, and a separate “acceptance fee” paid to the facility that processes your application. As of late 2023, the standard fees for a first-time child passport are:

These fees are typically paid by check or money order. Some acceptance facilities may accept debit/credit cards for the acceptance fee, but the State Department fee almost always requires a check. This is another area where a passport service can provide clarity, ensuring you have the correct payment methods and amounts. If you need the passport expedited, there is an additional $60 fee paid to the State Department, and you must use overnight shipping services both ways, which adds more cost. Standard processing can take 10-13 weeks, while expedited service takes 7-9 weeks. These timeframes are not guaranteed and can fluctuate based on application volume.

Where to Apply and the In-Person Requirement

Unlike passport renewals for adults, which can often be done by mail, all first-time passport applications for minors under age 16 must be submitted in person. This is a federal law. The child and both parents/guardians must appear before a certified acceptance agent. Acceptable locations include many U.S. post offices, clerk of court offices, and other public libraries or government buildings. You can find the nearest location using the State Department’s passport acceptance facility search tool. An appointment is usually required. The agent will verify the identities, witness the signatures, and officially seal the application package for submission. This in-person hurdle is a key reason families seek help; managing schedules for two parents and a child to be in the same place at the same time can be a logistical challenge.

Special Circumstances and Pro Tips

Life is messy, and the passport process has provisions for complex situations. For children with only one legal parent, you’ll need to provide evidence like a birth certificate with only one parent listed, a court order of sole custody, or a death certificate. If a parent is unable to be located or is uncooperative, Form DS-5525 requires detailed documentation and is subject to heightened scrutiny. For internationally adopted children, you must submit a Certificate of Citizenship or evidence of the child’s admission to the U.S. as a legal permanent resident, along with the final adoption decree.

A pro tip is to always request a larger passport book (52 pages) at no extra cost. This is done by checking the appropriate box on the DS-11 form. For families that travel frequently, this prevents the passport from filling up too quickly. Also, make double-sided copies of every single document you are submitting—citizenship evidence, parental IDs, court orders—and keep them in a separate file. If your application is lost in the mail (a rare but nightmarish scenario), these copies will be invaluable for restarting the process. Finally, triple-check that every name and date on your documents matches exactly. A middle name spelled out on the birth certificate but listed as an initial on the application form is enough to cause a weeks-long delay.