application letter for passport request

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Letter From Passport Office

If you received a letter or email from the government regarding your passport application, then it means they need more information from you in order to process your application. They give you 90 days to send the requested information.

Once you have the information they need, you will then need to send your response to the mailing address listed in the letter or email, including the last four digits of the zip code. If you do not see the answer to your question on this site, then they recommend you call the National Passport Information Center at 877-487-2778 or 888-874-7793 (TDD/TTY). Below are some commons reasons for the government to contact you regarding passports.

Your photo isn't acceptable

One of the most common issues with passport applications is the photo. Please view the passport photo requirements before taking a new photo.

Documents sent doesn't show you are parent or guardian of child

The documents you submitted for the passport application for your child does not show that you are the parent or legal guardian. To show parental relationship, submit one of the following:

• US birth certificate
• Consular Report of Birth Abroad
• Foreign birth certificate
• Adoption decree
• Divorce/Custody decree

You alsomay have received this letter if your name had changed since the child was born. In that instance you need to send evidence of your name change. Examples include:

• Court-ordered name change
• Marriage certificate
• Divorce decree

Something wrong with the birth certificate submitted

There was something wrong with the US birth certificate you submitted. You must submit both the original or certified birth certificate and a photocopy. To be acceptable, your US birth certificate must meet the following requirements:

• Issued by the city, county, or state of birth
• Lists applicant's full name, date of birth, and place of birth
• Lists parent(s) full names
• Has the signature of the city, county, or state registrar
• Has the date filed with registrar's office (must be within one year of birth)
• Has the seal of issuing authority

If the birth certificate you sent does not meet one of the requirements above, then you need to contact the vital records office of the state or territory in which you were born to order a new US birth certificate. If there is no birth certificate on file in the state or territory in which you were born, you must submit a Letter of No Record and a combination of early public records. For more information please review the passport citizenship evidence page.

Something wrong with passport renewal Form DS-82

There could be different reasons why they mailed you a letter requesting additional information for your passport renewal application. Some of those reasons are listed below:

• No photo was attached to the application
• The application was not completed or signed
• Your most recent passport was not submitted with the application
• The correct fee was not included with the application
• The name change document you submitted was not acceptable

Follow the instructions in the letter and return the requested documentation or application to the address on the letter. For more information view the passport renewal process page. Please note, you may also have received a letter from them to let you know that you are not eligible to mail in your application.

ID submitted wasn't sufficient

When applying in person you were required to show the acceptance agency your ID, for example your driver's license. If you received a letter or email requesting additional IDs, it is recommended that you send back as many forms of IDs as you have available.

They prefer you send IDs issued over 5 years ago. You are allowed to send photocopies of the IDs, front and back. To see a full list of IDs they will accept for your application, please view the passport identification page.

Both parents/guardians did not appear in person

They will send a letter if both parents or guardians did not appear in person for your child's passport application. If only one (or neither) parent or guardian applied in person for the child's passport, they may have a question about parental consent.

You changed names, but the document was still insufficient

US citizen when parents naturalized, but documents not sufficient

If you were born outside the United States and acquired US citizenship through the naturalization of your parent(s), you must submit the following:

• Your foreign birth certificate that lists your parents
• Your parents naturalization certificate(s)
• Evidence of your permanent residence status. Some examples include a permanent resident card or green card and a fforeign passport with the original I-551 visa entry stamp
• Your parents marriage certificate (if your parents were married when you legally entered the US and before your 18th birthday)
• Documentation of legal custody (if your parents were not married when you legally entered the US)
• Evidence of your legitimation (if your parents were not married at the time of your birth). Some examples include your parents marriage certificate dated after your birth and a certified court order of legitimation

There was an issue with a previously issued passport

• Renew a passport
• Correct or change passport
• Evidence of US Citizenship
• Passport for children under 16
• Passport for children age 16-17
• Report passport lost or stolen
• Child support and passports
• Photo Identification
• Get a passport in a hurry
• Passport processing times
• Received passport application letter
• Request copy of passport records
• Getting a passport in an emergency
• Passport travel alerts
• Get passport application status
• Child support passport denial program
• Passport frequently asked questions
• CVS passport photo services
• Walgreens passport photo services
• Form DS-10: Birth Affidavit
• Form DS-11: Apply for new passport
• Form DS-82: Renew passport by mail
• Form DS-5504: Correct, change name
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Request Letter Format for Urgent Passport

Sample application letter requesting an urgent passport for a visa, admission, medical treatment, etc. Application letter to the passport office for issuing the passport urgently.

Letter to Passport Office for Delay in Delivery of Your Passport

I applied for an urgent passport, but it is not delivered yet in fifteen days. So I request you to please look into the matter and get my passport delivered instantly as I have to travel in new few days. I am looking for your kind support.

Sincerely Yours,

Application Requesting Urgent Passport

I request you to please issue me an urgent passport to use it (mention the purpose here). I need it within (mention the time here) or before the date (mention the date here). So please help me to get my passport within the time asked. I will be thankful to you.

Letter Requesting an Urgent Passport for Traveling Abroad for Study

I want an urgent passport to travel abroad on a study visa. I applied for (degree name) a few weeks back, and luckily I got admission to a very prestigious university. Now I have to reach the (university/college/school) before the commencement of classes on (date). I have only twenty-five days to travel, and before that, I also need to visit the embassy for a visa stamp.

Keeping given the above circumstances, I need your help to get my passport urgently. I will provide any document or information required to issue the urgent passport. Thanking you,

Sample Request Letter Urgent Passport for Admission Abroad

Passport Office, Address

Due to some problems related to my admission abroad, I will have to apply early for the admission process. Secondly, they also require a passport for application purposes. But the problem is that my passport is not ready yet. Therefore, I request you to grant me the passport urgently not to hinder my admission process. I shall be very thankful to you.

Yours Respectfully,

Passport Renewal Passport Request Letter Sample for Business Trip

I applied for the renewal of my urgent passport on (date). Almost ten days are over now, but I couldn’t receive it yet. I contacted the given numbers and sent email queries, but I am still waiting to receive the passport, even if it was supposed to deliver within five days.

I need to travel for business purposes and need your kind support to get my passport as I already have booked an air ticket and made hotel reservations. In case of any further delay, I may face huge losses.

I request you to please check and resolve the matter immediately. I can provide any information that you may require for renewal. Looking for your cooperation.

Your Name, Passport Number

Application Letter Format for Urgent Passport for Work

To, Passport Office, Dallas, Texas, USA

It is stated that I have to apply for a foreign scholarship which requires a valid passport. The normal time period for the processing of my passport will not meet my requirement, and I won’t apply for the scholarship. I am requesting you to please speed up the process of my passport application as you have an urgent passport plan available. I am willing to pay the extra fees for it as per the urgent passport proceeding fees.

I hope to get my passport within the given time period of urgency. I would be very grateful to you.

Regards, Peter Johnson

Request Letter for Urgent Passport After Admission to a Foreign University

The director

With due reverence, it is stated that I need an urgent passport. I am to inform you that I am an M.Phil student, and I applied for a scholarship to a foreign university. My application has been approved, and I am invited.

However, they have asked me to submit my documents within a limited time. In addition, a passport is included in the required document, which I don’t currently have. It is, therefore, requested that a passport be granted to me on an urgent basis so that I can continue my studies.

A copy of the invitation letter along with a request for documents has been attached to this letter. I shall be very thankful to you for this favor.

Example Request Letter for Urgent Release of Passport From Company

Dear Manager,

I want to inform you that my wife isn’t well and admitted to a local hospital in my hometown. Therefore, Therefore, I request you to release my passport so I can get there to look after my wife as she is in severe condition.

I will return within fifteen days, and in case of any emergency, I will inform you immediately. I hope you will understand my situation. Looking for your kind cooperation.

Your Name, Designation, Department

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Thousands of Post Offices ™ accept first-time passport applications for the U.S. Department of State. Most of those locations can also take your passport photo.

• Renewing Passports : If you answer 'Yes' to all 5 eligibility questions in the " Renew a Passport by Mail " section, mail your renewal form directly to the State Department. If you don't meet all the renewal requirements, you'll need to go to a Post Office in person and do a new, first-time passport application.
• First-Time Passports (and Passport Photos) : Schedule your in-person appointment online.

Schedule an Appointment

Alert: --> online scheduler to make an appointment for passport services to ensure the safety of our employees and customers. The State Department has extremely limited passport services due to the COVID-19 pandemic. Expect significant delays of several months before receiving your new U.S. passport. Learn More

Alert: For first-time passport and photo services, please make an appointment using our online scheduler , a Post Office lobby self-service kiosk , or at a Post Office retail counter . We also offer limited Passport walk-in hours at select locations.

First-Time Passports

First-time applicants and people who aren’t allowed to get a new passport by mail.

Apply at a Post Office

Expedited Delivery

Renewing Passports

Most people renewing a passport should mail their application directly to the State Department.

Renew by Mail

Passports for Minors

Passports for children under 16 have special requirements. Make sure you are prepared.

Apply for a First-Time Passport

If you've never had a U.S. passport, are 16 or under, or aren't allowed to renew an existing passport by mail, you need to apply for a new passport in person at the Post Office.

Step 1: Gather Documents Early

Generally, you should apply for your new passport as soon as you know you’ll be traveling internationally—at least several months in advance. Passport processing times may vary, so be sure to check the latest State Department service estimates . First-time applicants, minors, and applicants who need a new passport but may not renew by mail may submit their passport application at the Post Office. The U.S. State Department website explains what you'll need to bring with you.

• Application forms (unsigned)
• Proof of identity document and a photocopy of the front and back
• Proof of U.S. Citizenship document and a photocopy of the front and back
• Passport fees

Apply for a Passport in Person

Step 2: Prepare Your Application Package

Visit the U.S. Department of State website to learn how to apply for a passport and what documents you need.

• Complete your Form DS-11 Application for U.S. Passport on the State Department website.
• Print your completed application. DO NOT SIGN YOUR APPLICATION. A Postal employee must witness your signature.
• Have a passport photo taken.
• Photocopy your proof of identity and U.S. Citizenship documents.
• Post Offices accept credit cards, checks, and money orders for Post Office acceptance fees.
• State Department fees are mailed with your application. You can pay with a personal, certified, cashier's, traveler's check, or money order, payable to "U.S. Department of State."

Get Started on Your Application

Step 3: Schedule an Appointment

Post Offices that offer passport services have set hours, and you'll need to schedule an appointment using the online Retail Customer Appointment Scheduler or a Post Office lobby self-service kiosk.

Scheduling Online

• Go to Schedule an Appointment .
• Choose the passport service you need, along with the number of adults and minors who need appointments.
• You can search for appointment by location or date first. If you search by location first, you'll then be asked to choose a date and time; if you search by date first, you'll then need to choose a location and time.
• After you choose your appointment location and time, provide your contact information, and agree to the Terms and Conditions.
• Click Review Appointment , then confirm your appointment.

If you need to modify or cancel your appointment, click the Manage Appointments tab and enter your confirmation number and email address or phone number.

Using a Self-Service Kiosk

• Go to a Post Office location with lobby self-service kiosks. Find USPS Locations
• At the self-service kiosk, touch the screen to begin, then select "Other Services," then "Passport Scheduler."
• Choose the passport service you need, then enter the number of adults and minors who need appointments.
• Search for Post Office locations by ZIP Code™ or City/State and choose a location.
• Select an available appointment date and time, then agree to the Terms and Conditions.
• Enter your contact information and decide if you'd like to receive SMS text notifications.
• Review and confirm your information, then select “Schedule Appointment” to finalize.
• Take your printed receipt listing your confirmation number and appointment details.

Step 4: Pay Passport Acceptance & Processing Fees

First-time passport applications have two types of basic fees, the application acceptance fee and the application processing fee. Passport photos and fees for faster processing are extra. Learn how to calculate fees and what you can use to pay for them.

Application Acceptance Fees – Postal Service

Pay acceptance fees in person at the Post Office. You may pay by check or money order, payable to "Postmaster," debit card, or credit card.

• $35.00 - Post Office acceptance fee
• $15.00 - Post Office photo fee (if needed)

Application Processing Fees – Department of State

State Department payment is sent with your application package. State Department fees are paid separately from USPS fees.

• State Department Fees State Department passport fees vary. Calculate passport fees online .
• Personal, certified, cashier's, or traveler's check, payable to "U.S. Department of State."
• Money order payable to "U.S. Department of State." You can buy a money order at the Post Office with cash, a debit card, or a traveler's check. You cannot pay with a credit card.

Application Status Updates

• Use the Online Passport Status System to check your application status if you applied by mail or in person. You may not be able to get a status update for 2 weeks after you apply or renew. During these weeks, your application and supporting documents are on their way to the Department of State. See more information about current processing times on the Department of State page " U.S. Passports ."

Renew a Passport by Mail

If you are eligible to renew your passport, please complete Passport Renewal Application Form DS-82 (see completion instructions on the form), and mail your completed renewal application directly to the State Department for processing. To verify if your passport is eligible for renewal by mail, please visit State Department Renew By Mail .

Step 1: Check Your Eligibility to Renew by Mail

A minor's passport may not be renewed by mail; to renew a minor's passport, you need to submit a new, first-time passport application in person . An adult passport may be renewed by mail if it meets certain requirements.

You can renew your adult passport by mail if you answer "Yes" to all 5 of the following statements:

Your passport:

• Is in your possession to submit with your application.
• Is undamaged other than normal "wear and tear."
• Was issued when you were age 16 or older.
• Was issued within the last 15 years.
• Was issued in your current name or you can document your name change. (Name changes are explained on Change a Passport .)

If your passport does not meet all these requirements, do not mail your renewal application. You must prepare the same application package as a first-time passport applicant.

State Department Renew by Mail

Apply early for renewals as many countries require that passports be valid for at least 6 months after you enter their country. Learn how to properly prepare your application package and include all the necessary documents so your passport is processed on time.

• Complete your Passport Renewal Application Form DS-82 on the State Department website.
• Print and sign your DS-82 form.
• Have a passport photo taken. You can schedule a passport photo-only appointment at a Post Office ™ location.
• Calculate your passport renewal fees .
• Collect your most recent passport, completed and signed application, renewal fees, and name change documents, if needed.
• Use an envelope large enough to fit the application without folding it.
• TIP : Pay for Priority Mail Express ® or Priority Mail ® service and get free envelopes that are large enough to hold your application. Order easily online: Priority Mail Express Flat Rate Envelope or Priority Mail Flat Rate Envelope .
• Address the envelope to the location for your state. See page 2 of your DS-82 form.

How to Renew a Passport - Details

Step 3: Mail Your Renewal Application

Department of State recommends using a USPS delivery tracking service to mail your renewal application.

Choose one of the following services:

• USPS Priority Mail ® Service with Delivery Confirmation
• USPS Priority Mail ® Service with Signature Confirmation
• USPS Priority Mail Express ® Service (for overnight delivery requests)

Compare Delivery Tracking Services

Step 4: Follow Your Application Progress

If you use a USPS delivery tracking service, go to USPS Tracking ® to see when your package is delivered.

• With a USPS tracking service, you can see when your application arrived using the tracking number on your receipt.

USPS Tracking Status

U.S. Passport Application Status

Expedited Passport Delivery

Get a new passport faster in emergencies & special cases.

If you need your passport faster for emergency travel or another special case, you can send your passport application via Priority Mail Express ® service and pay the State Department fee for faster delivery.

Life-or-Death Emergency

If you need to travel within 72 hours (3 business days) for an immediate family member who is dead, dying, or has a life-threatening illness or injury:

• Visit the Life-or-Death Emergencies page on travel.state.gov to learn if you are eligible.
• The State Department processes these requests by appointment only.
• Your appointment date must be within 72 hours (3 business days) of travel.

Urgent Travel in Less than 10 Weeks

If you are traveling in less than 10 weeks, you must call the State Department Passport Agency to schedule an appointment:

• You can call 1-877-487-2778 (1-888-874-7793 TDD/TTY) to schedule an appointment.
• Your appointment date must be within 72 hours (3 business days) of travel, and you must provide proof of travel.

Note : An extremely limited number of appointments are available for customers who are traveling internationally in the next 72 hours (3 business days), and other restrictions apply .

Get My Passport Fast

Renew Your Passport Fast

If you pay an additional $60 for expedited service and mail it with Priority Mail Express , you can get your renewed passport within 10 weeks.

• Check your eligibility under Renew Your Passport by Mail, Step 1: Check Your Eligibility to Renew by Mail .
• Prepare your application as listed under Renew a Passport by Mail, Step 2: Prepare Your Application Package .
• Add these special fees, both payable to the U.S. Department of State, to your regular processing fees.
• $60.00—Expedited application processing at the State Department
• $19.53—1- to 2-day delivery service for faster return shipping to you from the State Department
• Clearly mark "EXPEDITE" on the outside of the envelope.
• Ship your application to the State Department by Priority Mail Express. Cost varies by location.
• Both parents/guardians must authorize the issuance of a child's passport. The best way to give consent is for both parents/guardians to go with the child when applying.
• Children need evidence of citizenship.
• Parents/guardians need proof of parental relationship.
• NOTE: Children's passports are only valid for 5 years. They are not "renewable": When a child's passport expires, you must apply for a new passport for them. When making a passport appointment for a child, please choose "New Passport Only" or "New Passport with Photo Services."

Apply for a Minor's Passport

• Department of State Passport Website English | Español
• Ask Questions at the National Passport Information Center
• Enroll in Smart Traveler Enrollment Program (STEP)
• Plan Your Trip with the Traveler's Checklist
• Get Help in an Emergency Overseas

Lost or Stolen Passports

If your passport has been lost or stolen, you should report it immediately to the U.S. Department of State.

Report Your Lost/Stolen Passport

• Request Letter Format For Urgent Passport

A passport is a vital document that grants individuals the freedom to travel internationally. However, there are instances when urgent passport requests are necessary due to unforeseen circumstances or time-sensitive travel plans. To help you communicate your urgent passport needs effectively, we have prepared four templates for different situations, including travel emergencies, passport renewals, lost passports, and medical emergencies abroad. Each template is thoughtfully crafted to convey your request in a polite and earnest manner, ensuring that your urgent situation is properly addressed.Whether you require a new passport for imminent travel plans, need to renew an expired passport, have lost your passport, or face a medical emergency abroad, these templates will assist you in composing your request letter with clarity and accuracy. We encourage you to personalize each template by including relevant details such as the reason for your urgency, travel dates, and supporting documents.These templates aim to convey your circumstances comprehensively and efficiently, emphasizing the importance of your request while expressing gratitude for prompt attention. By utilizing these templates, you can approach the passport office or relevant authorities with a professionally written request, hopeful for their understanding and cooperation during this critical time.

Template Request Letter for Urgent Passport - Travel Emergency

[Your Name] [Your Address] [City, State, ZIP] [Email Address] [Phone Number] [Date]

[Recipient's Name] [Passport Office Address] [City, State, ZIP]

Subject: Request for Urgent Passport Issuance

Dear [Recipient's Name],

I hope this letter finds you well. I am writing to request urgent assistance in the issuance of my passport due to an unexpected travel emergency. I have an urgent need to travel abroad for [reason of travel], and my departure date is scheduled for [departure date].

As per the travel requirements and for personal reasons, obtaining the passport at the earliest is of utmost importance. I kindly request you to expedite the processing of my passport application and provide any necessary guidance to facilitate the urgent issuance.

Enclosed with this letter are all the required documents for passport application, including proof of travel urgency. I assure you that I have completed all the necessary formalities and have submitted all relevant documents.

I am grateful for your understanding and prompt attention to my request. Your assistance in this matter will significantly alleviate the challenges I am facing in my travel plans.

Please do not hesitate to contact me at [phone number] or [email address] if you require any additional information or if there are any steps I need to take to expedite the process further.

Thank you for your cooperation, and I look forward to your positive response.

[Your Name]

Template Request Letter for Urgent Passport Renewal - Expired Passport

Subject: Request for Urgent Passport Renewal

I hope this letter finds you in good health. I am writing to request your urgent assistance in renewing my passport, which has expired on [date]. The expiration of my passport has created an unexpected inconvenience, as I have an urgent need to travel for [reason of travel] on [departure date].

To meet the travel requirements and ensure a smooth journey, it is imperative that I obtain a renewed passport at the earliest. I kindly request you to expedite the renewal process and facilitate the issuance of my new passport.

Enclosed with this letter are all the necessary documents for passport renewal, including the expired passport and supporting identification. I assure you that I have completed all required formalities and have provided accurate information.

I sincerely appreciate your understanding and prompt attention to my urgent request. Your assistance in this matter will significantly help me overcome the challenges I am currently facing in my travel plans.

If there are any additional requirements or steps I need to take to expedite the process, please inform me, and I will comply promptly.

Thank you for your cooperation, and I am eagerly looking forward to your positive response.

Template Request Letter for Urgent Passport - Lost Passport

Subject: Request for Urgent Passport Issuance - Lost Passport

I hope this letter reaches you well. I am writing to request your urgent assistance in issuing a replacement passport. Unfortunately, I lost my passport on [date of loss], and I urgently need to travel for [reason of travel] on [departure date].

The loss of my passport has left me in a challenging situation, and I kindly request you to expedite the process of issuing a replacement passport. I have already reported the loss to the relevant authorities and have obtained the necessary documentation to support my application.

Enclosed with this letter are all the required documents for passport replacement, including the police report and supporting identification. I assure you that I have followed all the necessary procedures and have provided accurate information.

I sincerely appreciate your understanding of my predicament and your swift attention to my request. Your assistance in this matter is vital to ensure a timely resolution and enable me to proceed with my travel plans.

If there are any additional steps I need to take or if you require any further information, please do not hesitate to contact me at [phone number] or [email address].

Thank you for your cooperation, and I am looking forward to your favorable response.

Template Request Letter for Urgent Passport - Medical Emergency Abroad

Subject: Request for Urgent Passport Issuance - Medical Emergency Abroad

I hope this letter finds you well. I am writing to request your urgent assistance in issuing my passport due to a medical emergency abroad. My family member has fallen seriously ill, and I need to travel immediately for [reason of travel].

The urgency of the situation necessitates my prompt departure, and I kindly request you to expedite the processing of my passport application. I understand the importance of complying with all necessary procedures and requirements, and I assure you that I have provided all the required documents.

Enclosed with this letter are the supporting documents for passport application, including medical reports and identification. I have made all the necessary arrangements and am ready to comply with any additional requirements to facilitate the urgent issuance.

I sincerely appreciate your understanding of the gravity of my situation and your swift attention to my request. Your assistance in this matter is crucial to enable me to be by my family member's side during this critical time.

If there are any further steps or documentation I need to provide, please inform me, and I will act promptly.

We are delighted to extend our professional proofreading and writing services to cater to all your business and professional requirements, absolutely free of charge at Englishtemplates.com . Should you need any email, letter, or application templates, please do not hesitate to reach out to us at englishtemplates.com. Kindly leave a comment stating your request, and we will ensure to provide the necessary template at the earliest.

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• Request Letter For Maintenance Work In Office, Shop, Floor, Apartment, Etc
• Request Letter For New Project Allocation
• Request Letter For Office Tables And Chairs
• Request Letter For Password Reset-Recovery
• Request Letter For Purchase Of Equipment, Goods, Or Required Material
• Request Letter For Purchase Of Laptop To Manager Or Company
• Request Letter For Release Of Outstanding Payment
• Request Letter For Repair Of Photocopier Machine
• Request Letter For Repetition Of Class For Children
• Request Letter For Replacement Of An Item
• Request Letter For Replacement Of Transformer
• Request Letter For Replacement Of Tyres
• Request Letter For Tax Certificate For Income
• Request Letter For Tax Exemption And Certificate
• Request Letter For The Advance Payment
• Request Letter Of Sponsorship Of Food Items
• Request Letter To Appoint A New Employee
• Request Letter To Authority Asking For Change Of Exam Center For Students
• Request Letter For Change Of Project
• Request Letter For Delay In Submitting Documents
• Request Letter For Delivery Of Spare Parts
• Request Letter For Final Payment Of Pending Salary
• Request Letter For Gate Entry, Gate Pass For Factory, Company, Office, And School, Etc.
• Request Letter For Installation Of Software In Office-School-Lab
• Request For Transfer On Sickness Grounds
• Request Letter For Replacement Or Upgrade Of Office Accessories

Passport Renewal Passport Request Letter Sample

First, you will need to gather the required documents. These usually include your current passport, a passport photo, and other forms required by your country’s passport office.

Next, you will need to write a letter requesting a renewal of your passport. In this letter, you should include your full name, date, place of birth, current address, and passport number. You should also have a statement explaining why you request a passport renewal.

Once you have gathered the required documents and written the letter, you must submit them to the passport office. Depending on your country’s requirements, you may be able to submit your application online or by mail.

After your application has been processed, you will receive your new passport in the mail. Depending on the country, this process can take several weeks. Once you have received your new key, you should keep it in a safe place and update your travel plans accordingly.

If you have any questions about the passport renewal process, please contact your country’s passport office or refer to their website for more information.

Date: …………….

(Name of the Applicant)

(Phone number)

The Passport Officer

…………. Passport Office

(City Name)

Sub.: Authorization for passport renewal application

Dear Sir/Madam,

I am writing to request a renewal of my passport. My current visa will expire in _____, and I will be travelling to _____ on _____. I would appreciate it if you could process my renewal as soon as possible.

Thank you for your time,

Yours faithfully,

 (Signature)

Signature of authorized representative: …………………

Name of the authorized representative: …………………

Above name and signature verified by:

Signature of the applicant: ………………

Name of the applicant: …………………….

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International travel documents for children

See what documents a child needs to travel to or from the U.S. alone or with a parent or relative.

Children traveling to the U.S.

All children, including infants, must have their own travel documents such as a passport or document from a Trusted Traveler Program to enter the U.S. If you travel or are going to travel with a child, consider taking the following documents:

• If the child is traveling with only one of their custodial parents, they must have a letter of consent, preferably in English and notarized, from the other parent or signed by both parents. The letter should say "I acknowledge that my son/daughter is traveling outside the country with [the name of the adult] with my permission."
• If one parent has sole custody of the child, a copy of the custody document can take the place of the other parent's letter.
• Parents who frequently cross the border by land with a minor must always carry a letter of permission from the other parent.

U.S. citizen children traveling abroad

Ports of entry in many countries have security measures to prevent international child abduction . If you are traveling alone with your child, you may be required to present documentation proving you are the parent or legal guardian. You may also need a letter of permission from the other parent for your child to travel. 

If your child travels alone, depending on the country, they may be required to present a notarized letter from both parents or their legal guardian. If a minor is traveling abroad and is not accompanied by both parents or a legal guardian, contact the embassy or consulate of the country you will be visiting and ask about entry and exit requirements for that country.

LAST UPDATED: December 6, 2023

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Passport request letter

• Thread starter Kiran preet bedi
• Start date Jan 6, 2022

Kiran preet bedi

Star member.

I received the mail saying "This is in regard to the above referenced application, which you submitted via e-mail to Immigration, Refugees and Citizenship Canada (IRCC). To finalize your application, we require the following: Passport(s) · VFS is our trusted partner for safe and secure passport transmission. Using VFS services is the only way to submit your passport. A separate envelope is required for each passport . · All clients who receive a passport request letter from Immigration, Refugees and Citizenship Canada (IRCC) may contact VFS at [email protected] to confirm their 2-way courier service. · For verification, please include a copy of this passport request letter when you submit your passport. · Please note that Blue Dart courier services most pincode locations. However, if the courier cannot enter due to the current COVID containment zones, you will need to wait until the courier can enter. If Blue Dart does not operate in your pincode location, send an e-mail to VFS to find the nearest Blue Dart office. Once you drop off your passport/passport request letter, the courier will deliver it to the Delhi Visa Application Centre (VAC). We ask that you Do NOT mail your passport directly to the High Commission. Unsolicited passports will be returned without being processed. · Important notice: To protect Canadians from COVID-19, travel restrictions and pre-departure COVID‑19 testing requirements are now in place for individuals travelling to Canada. Please consult How COVID-19 is affecting immigration, refugees, citizenship and passport services for the latest information before making any travel plans and again before departing for Canada. Due to increased number of COVID19 cases in India and local restrictions in some areas, there will be significant delays in passport submission and return services. Please do not book your travel to Canada until after you have received your passport with your visa. We DO NOT require the following: Biometrics · You do not require biometrics for this application. This is a standard VAC question, but it does not apply to your situation . Sincerely, Immigration, Refugees and Citizenship Canada THIS IS A VALID COMPUTER GENERATED LETTER AND DOES NOT REQUIRE ANY SIGNATURE" please tell what does it mean. And I have even paid the VFS fees but I do not PS letter for permanent resident travel document.  

QueenPeaches

I believe they are requesting for your passport so they can attach your immigration visa. This is normally the last step in the Permanent Residency application. This is the Citizenship forum, it will be better for you to ask this question in the Express entry forum. You will get a more accurate response from there. Congrats!  

QueenPeaches said: I believe they are requesting for your passport so they can attach your immigration visa. This is normally the last step in the Permanent Residency application. This is the Citizenship forum, it will be better for you to ask this question in the Express entry forum. You will get a more accurate response from there. Congrats! Click to expand...

Full Member

Kiran preet bedi said: I received the mail saying "This is in regard to the above referenced application, which you submitted via e-mail to Immigration, Refugees and Citizenship Canada (IRCC). To finalize your application, we require the following: Passport(s) · VFS is our trusted partner for safe and secure passport transmission. Using VFS services is the only way to submit your passport. A separate envelope is required for each passport . · All clients who receive a passport request letter from Immigration, Refugees and Citizenship Canada (IRCC) may contact VFS at [email protected] to confirm their 2-way courier service. · For verification, please include a copy of this passport request letter when you submit your passport. · Please note that Blue Dart courier services most pincode locations. However, if the courier cannot enter due to the current COVID containment zones, you will need to wait until the courier can enter. If Blue Dart does not operate in your pincode location, send an e-mail to VFS to find the nearest Blue Dart office. Once you drop off your passport/passport request letter, the courier will deliver it to the Delhi Visa Application Centre (VAC). We ask that you Do NOT mail your passport directly to the High Commission. Unsolicited passports will be returned without being processed. · Important notice: To protect Canadians from COVID-19, travel restrictions and pre-departure COVID‑19 testing requirements are now in place for individuals travelling to Canada. Please consult How COVID-19 is affecting immigration, refugees, citizenship and passport services for the latest information before making any travel plans and again before departing for Canada. Due to increased number of COVID19 cases in India and local restrictions in some areas, there will be significant delays in passport submission and return services. Please do not book your travel to Canada until after you have received your passport with your visa. We DO NOT require the following: Biometrics · You do not require biometrics for this application. This is a standard VAC question, but it does not apply to your situation . Sincerely, Immigration, Refugees and Citizenship Canada THIS IS A VALID COMPUTER GENERATED LETTER AND DOES NOT REQUIRE ANY SIGNATURE" please tell what does it mean. And I have even paid the VFS fees but I do not PS letter for permanent resident travel document. Click to expand...

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Home » Immigration Q&A » Passport Request: Can I submit my passport to any VAC?

Passport Request: Can I submit my passport to any VAC?

Elena is a citizen of Kazakhstan. She recently applied for a Canadian visitor visa. Luckily, Elena received a passport request from the visa office. Now she has to submit her passport to obtain the visa counterfoil and travel to Canada. However, Elena is currently visiting Spain. She wonders if she can submit her passport to the VAC in Madrid. Elena asks, “Can I submit my passport to any VAC?”

Table of contents

What is a passport request letter, why a visa application centre, can you submit your passport to any vac location, responding to passport requests inside canada, passport requests for people who are visa exempt, let us help.

Many people need visas to travel to Canada. Even if IRCC approves your permanent resident application and you are outside Canada, you must travel to Canada to receive your PR status . Consequently, you need a visa to travel. The authorities issue visas for different reasons , but regardless, they appear as a counterfoil in your passport. If the officer does not have your passport, they will give a letter similar to the following image:

Please read the text in the image carefully, as it resembles almost all other passport-request letters. Of course, I removed the barcodes and personal information to protect the applicant’s privacy. I also truncated parts of the image. Regardless, the image contains everything you need to know, such as the following:

• Passport requirements
• The deadline
• The link to find out how to submit the passport

While the ultimate decision-makers are IRCC officers, this organization has contracted out some aspects of visa and immigration to VFS Global , a private company. IRCC says VFS Global runs 160 Visa Application Centres (VACs) in 108 countries. Of course, these numbers could change. Regardless, these offices offer a variety of services, such as:

• Sending passports to visa offices
• Taking biometrics (i.e., digital photos and fingerprints)
• Returning decision documents and passports
• Providing computers for online applications
• Offer services to non-residents

Some VACs offer the following services as well.

• Taking application photos
• Accept PRTD applications
• Offering photocopy services
• Accept application fees on behalf of IRCC
• Offering courier services for sharing decision documents and passports

These lists could change at any time. Therefore, contact the VAC to confirm the services they offer, including but limited to responding to passport requests.

NOTE : Unless an officer advises, Visa offices and Canadian embassies do not accept passports. You must submit them to VACs.

VACs offer services to non-residents. Consequently, you may visit any VAC location and submit your passport. However, consider the following essential matters.

• You must include the passport request letter when submitting a passport.
• Some VAC locations accept passports via mail or courier only. Some may only accept in-person drop-offs. Since the COVID-19 pandemic, the VACs’ policies highly vary depending on their location. Consequently, you must contact them directly to verify .
• When you submit a passport, you may receive it back after several days and, in some exceptional situations, after several weeks. Therefore, you must have a plan to handle delays. This shouldn’t be an issue if you are in your home country. However, if you are travelling, you may face unwanted costs or other problems.
• Some countries frown upon or even prohibit mailing passports and other identity documents across their borders. Consequently, double-check if you could send your passports to a VAC in another country.

Contact the VAC directly for their expectations, processing times, and restrictions.

PR applicants inside Canada do not need to go through the passport request process. IRCC offers this group the eCOPR option for virtual landing . Therefore, they become permanent residents without the need to cross the border. However, if you are inside Canada and have applied for a visa , you may submit your passport to the IRCC office in Ottawa. I have another article that explains how to submit your passports in Canada .

If you are visa-exempt , you won’t receive a passport-request letter for a visa counterfoil. However, IRCC will issue you an eTA (unless you are even eTA-exempt ). An eTA is electronically attached to your passport. Therefore, you may travel to Canada if the eTA is valid and you do not change your passport. Nonetheless, take into account the entry requirements for your application. For example, IRCC may ask you to enter Canada before a specific date.

We do not deal with the passport request process. However, if you face any issues, please complete the following form. You may, alternatively, book a consultation session with me . For all other immigration options, consider completing our assessment form .

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Disclaimer: This article provides information of a general nature only. Considering the fluid nature of the immigration world, it may no longer be current. Of course, the item does not give legal advice. Therefore, do not rely on it as legal advice or immigration advice. Consequently, no one could hold us accountable for the content of these articles. Of course, if you have specific legal questions, you must consult a lawyer. Alternatively, if you are looking for immigration advice, book an appointment.

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• Both parents or guardians must approve that we can issue a passport to a child, and go with the child to apply in person.
• If one or both parents or guardians cannot apply with their child, you will need to show us more documents.
• You cannot renew your child's passport using Form DS-82.
• Passports for children under age 16 are only valid for 5 years. 

Steps to Apply

1. fill out form ds-11 and print it.

Use our Form Filler tool  to fill out your child's form on a desktop or laptop computer and then print it. If you are experiencing technical issues with the Form Filler, download a PDF . 

Tips to complete your child's form :

• Do not sign your child's form until asked to do so by a passport acceptance agent or employee. 
• You can apply for a passport book , a passport card , or both documents.
• You may ask for a larger passport book with more visa pages, at no extra cost, by checking the 'large book' box at the top of the DS-11.

2. Get Evidence of U.S. Citizenship (and a photocopy)

Your evidence must be an original or replacement copy. The document must have the official seal or stamp of the office which issued it. You must submit one of the following documents for your child:

• Issued by the city, county, or state of birth
• Lists applicant's full name, date of birth, and place of birth
• Lists the parent(s)' full names
• Has the date filed with registrar's office (must be within one year of birth)
• Has the registrar's signature
• Has the seal or stamp of the city, county, or state which issued it
• Consular Report of Birth Abroad or Certification of Birth
• Certificate of Citizenship
• Please note you must also provide a document, such as a birth certificate, that lists the parent(s) or legal guardian(s) of the child. Full validity means the document is or was valid for 10 years for adults and 5 years for children under 16. 

If you cannot submit one of these documents, go to our  Citizenship Evidence page  for more information.

Paper only : You cannot submit digital evidence of U.S. citizenship such as a mobile or electronic birth certificate. You must submit physical evidence of U.S. citizenship and a photocopy of the document. 

Returning your child's document : We will return your child's document in a separate mailing up to 8 weeks after you receive the new passport.

Tips for making a photocopy :

• Black and white (no color)
• Use 8.5 inch by 11 inch paper
• Use a single side of the paper

If you do not submit a photocopy, you must submit a second copy of your citizenship evidence. We will keep this copy for our records.

3. Show Your Relationship to Your Child

You must submit a document that lists the parent(s) or legal guardian(s) of the child. Examples include:

• U.S. birth certificate (also evidence of U.S. citizenship)
• Foreign birth certificate
• Adoption decree
• Divorce or custody decree
• A court order

Some documents, like a U.S. birth certificate, show  both  U.S. citizenship and parental relationship. These documents must be originals or certified copies (not photocopies).

You and your child may have different last names, as long as the document showing your relationship to your child lists your full name.

If your name is different than the one on the document showing your relationship to your child, submit proof of your legal name change.

4. Get a Photo ID (and a photocopy)

Both parents or guardians must bring a physical, photo ID and a photocopy of it. If your photo ID is from a different state than the state in which you are applying, bring a second photo ID. 

You must show at least  one  of these photo IDs:

• Valid or expired, undamaged U.S. passport book or passport card 
• In-state, fully valid driver's license or enhanced driver's license with photo
• Certificate of Naturalization 
• Certificate of Citizenship 
• Government employee ID (city, county, state, or federal)
• U.S. military or military dependent ID
• Current (valid) foreign passport
• Matricula Consular (Mexican Consular ID) used by a parent of a U.S. citizen child applicant
• U.S. Permanent Resident Card (Green Card) used by a parent of a U.S. citizen child applicant
• Trusted Traveler IDs (including valid Global Entry, FAST, SENTRI, and NEXUS cards)
• Enhanced Tribal Cards and Native American tribal photo IDs
• In-state, fully-valid learner's permit with photo
• In-state, fully-valid non-driver ID with photo
• Temporary driver's license with photo

If you do not have one of these photo IDs, go to our  Identification page  for more information.

5. Show More Documents (if both parents or guardians cannot apply)

• Both parents or guardians must approve that we can issue a passport to a child, and go with the child to apply in person.
• If one or both parents or guardians cannot apply in person with their child, you will need to show more documents.

Important : Submit  Form DS-3053  and other notarized statements within three months of signing them.

6. Provide a Photo

You must provide one photo with your child's application. Go to our  Passport Photo page  for photo requirements and to see examples of photos. 

• Do not attach or staple your child's photo to the form. The acceptance agent or passport employee will review the photo and staple it to your form.
• Some  passport acceptance facilities
• A company which offers photo services
• Home. Ask your friend or family member to take your child's photo. Print it on glossy or matte photo quality paper. 

7. Calculate Fees

When applying using Form DS-11, you will pay two separate fees - an application fee and an execution (acceptance) fee. You will pay the application fee to the U.S. Department of State, and the execution (acceptance) fee to the facility which takes your application. 

• Add $60 to your application fee if you want  expedited service .
• Add $19.53 to your application fee if you want us to ship your completed passport in 1-2 days after we issue it.  

Child Applicants :

For more information on how to pay and a full list of fees, go to our  Passport Fees  page.

*How to fill out your check and pay the application fee to the U.S. Department of State. Please note you must pay a separate execution (acceptance) fee. 

Families may write one check or money order to the U.S. Department of State if they are applying at the same time. The check or money order must include the name and date of birth of each applicant.

8. Find Location to Apply

In the United States:

• Traveling in more than 3 weeks?  Go to a  passport acceptance facility  such as a post office, library, or local government office. Check with the facility to see if you need to make an appointment. 
• Traveling in less than 3 weeks?   Make an appointment  to apply at a passport agency or center.

In another country:

• Contact your  U.S. embassy or consulate .

9. Track Your Application Status

You can  subscribe to email updates  about your application status, and  learn more about each status update .

It may take 2 weeks from the day you apply until your child's application status is “In Process.” 

Frequently Asked Questions

How will you send my child's passport and supporting documents.

You will get multiple mailings. The number of mailings depends on what document(s) you asked for.

Passport Book : You may get your new passport and citizenship documents in two mailings. You may wait 8 weeks after getting your passport before you get a second mailing with your citizenship documents. We will return the passport book using a trackable delivery service.

Passport Card : You may get your new passport card and your citizenship documents in two mailings. You may wait 8 weeks after getting your passport before you get a second mailing with your citizenship documents. We only send the passport card via First Class Mail. We do not send cards using 1-2 day delivery services.

Both a Passport Book and Card : You may get three separate mailings:

• New passport book
• New passport card
• Citizenship documents

Contacting Us : If you have been waiting more than 8 weeks for your documents, call us at  1-877-487-2778  to report that you have not received your documents. 

If you want us to reimburse you for a lost supporting document, you must contact us within 90 days of the date which we mailed your passport. You will also need to provide a receipt to show the cost of replacing the document. 

Can I pay for faster delivery and return shipping?

Yes. You may choose one or both of the following shipment options:

• Delivering application to us : Pay for Priority Mail Express for faster shipping. The price for this service varies depending on the area of the country.
• Returning the passport to you : Pay $19.53 for 1-2 day delivery. This means you will receive your passport   1-2 days after we send it. Include this fee with your check or money order payable to the U.S. Department of State. Do not submit a return envelope to us with postage pre-paid. 

You may receive your passport and supporting documents in separate mailings. If you are renewing a passport card, we will send it to you via First Class Mail. We do not use 1-2 day delivery services if you only applied for a passport card.

What countries require Form DS-3053 "Statement of Consent" to be notarized at an embassy or consulate?

In certain countries, a DS-3053 must be notarized at a  U.S. embassy or consulate  and cannot be notarized by a local notary public. Currently, these countries include:

Special Passport Fairs

Find a Special Passport Fair  near you!

We're holding special passport fairs all across the United States to help you get your passport more easily. New events are added to our site every week.

Most events are for first-time applicants and children, (who use Form DS-11). If you can use Form DS-82, you can renew by mail at your convenience!

Processing Times

Routine:  6-8 weeks*

Expedited: 2-3 weeks and an extra $60*

*Consider the total time it will take to get a passport when you are booking travel.  Processing times only include the time your application is at a passport agency or center.

• It may take up to 2 weeks for applications to arrive at a passport agency or center. It may take up to 2 weeks for you to receive a completed passport after we print it. 
• Processing times + mailing times = total time to get a passport

Urgent Travel:  See our Get my Passport Fast page. 

How to Apply for your Child's Passport

Watch this video to learn how to apply in person for your child's U.S. passport!

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Passport additional documentation required

Has anyone gotten a letter requesting additional documentation? I received one on 4/11 and had the documents delivered to the passport office on 4/12.

How much did the letter delay your processing? Do I stand any chance of getting my passport by 4/28?

Home » Letters » Request Letters » Passport Application File Closing Letter – Passport File Closure Letter Sample

Passport Application File Closing Letter – Passport File Closure Letter Sample

Table of Contents:

• Sample Letter

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To, The Passport Officer, ________ (Passport Office Address)

Date: __/__/____ (Date)

Subject: Passport file closing

Respected Sir/ Madam,

This is to most humbly inform you that my name is _________ (Name) and I applied for a _________ (Fresh Passport/ Renewal of passport) having application number _________ (Application Number). Due to the reason __________ (Reason: Filled incorrect details/ non-availability of required documents/ any other).

I request you to kindly close my passport application at the earliest and acknowledge for the same. I shall be highly obliged. Kindly consider this letter genuine and in case of any queries, you may contact me at __________ (Contact Number).

Regards, __________ (Signature), __________ (Name), __________ (Contact Number)

Live Preview

The Live Assistant feature is represented by a real-time preview functionality. Here’s how to use it:

• Start Typing: Enter your letter content in the "Letter Input" textarea.
• Live Preview: As you type, the content of your letter will be displayed in the "Live Preview" section below the textarea. This feature converts newline characters in the textarea into <br> tags in HTML for better readability.

The letter writing editor allows you to start with predefined templates for drafting your letters:

• Choose a Template: Click one of the template buttons ("Start with Sample Template 1", "Start with Sample Template 2", or "Start with Sample Template 3").
• Auto-Fill Textarea: The chosen template's content will automatically fill the textarea, which you can then modify or use as is.

Click the "Download Letter" button after composing your letter. This triggers a download of a file containing the content of your letter.

Click the "Share via Email" button after composing your letter. Your default email client will open a new message window with the subject "Sharing My Draft Letter" and the content of your letter in the body.

Click the "Share via WhatsApp" button after you've composed your letter. Your default browser will open a new tab prompting you to send the letter as a message to a contact on WhatsApp.

If you want to copy the text of your letter to the clipboard:

• Copy to Clipboard: Click the "Copy to Clipboard" button after composing your letter.
• Paste Anywhere: You can then paste the copied text anywhere you need, such as into another application or document.

For printing the letter directly from the browser:

• Print Letter: Click the "Print Letter" button after composing your letter.
• Print Preview: A new browser window will open showing your letter formatted for printing.
• Print: Use the print dialog in the browser to complete printing.
• Yes, providing a clear reason helps the passport office understand the circumstances and process the closure accordingly.
• Typically, the passport office provides acknowledgment of the closure request. If you do not receive confirmation within a reasonable time, you may follow up with the passport office.
• Generally, once a passport application file is closed, it cannot be reopened. If needed, you would have to submit a new application.
• Yes, providing your contact information allows the passport office to reach out to you for any further clarification or updates regarding the closure request.
• The processing time may vary depending on the workload of the passport office. It's advisable to follow up with the passport office if you do not receive acknowledgment within a reasonable time.

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By letterskadmin

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